Administrative Coordinator - SECAI

International Monetary Fund•Washington DC, DC

About The Position

The Secretary’s Department is seeking an Administrative Coordinator to coordinate front-office work and provide a broad range of administrative support. The position independently maintains document-tracking systems, implements administrative processes, supports mission and project teams, and interprets and reinforces Fund policies with sound judgment and discretion. The coordinator collaborates with the Office of the Managing Director, Offices of Executive Directors, and other departments, and serves as a source of technical, institutional, and administrative guidance. Under the overall guidance of the Lead Coordinator, the selected candidate helps manage front-office workflow and works as part of a team of administrative coordinators, including providing back-up coverage. The role requires exceptional organization, attention to detail, independent judgment, and the ability to plan and deliver work under pressure and tight deadlines. Depending on business needs, frequent in-office work may be expected. The selected candidate must currently reside in the Washington, DC metro area and must have passed the IMF Staff Assistant online exam within the past 12 months. A regular staff member selected for the vacancy retains open-ended status. A selected contractual employee will be offered a Term staff appointment; staff already on a term appointment will continue their current term and may receive an extension if it has not already been extended.

Requirements

High school diploma or equivalent, supplemented by at least four years of relevant experience.
Excellent organizational and administrative skills, including the ability to meet short deadlines, prioritize activities, and manage multiple tasks simultaneously.
Interest, willingness, and ability to develop and use digital tools and AI-enabled solutions to improve office processes, accuracy, and efficiency.
Initiative, resourcefulness, and ability to work with minimal supervision under pressure as workloads evolve.
Ability to manage short deadlines and a complex, demanding workload under pressure.
Flexibility in working hours and willingness to work overtime at short notice.
Flexibility to work in the office beyond the minimum in-office requirement as business needs require.
Independent judgment and discretion when handling sensitive and confidential information.
Excellent oral and written communication and interpersonal skills.
Excellent knowledge of Word, Excel, and PowerPoint.
Current residence in the Washington, DC metro area.
Must have passed the IMF Staff Assistant online exam within the past 12 months.

Nice To Haves

Knowledge of the IMF’s administrative practices and procedures.

Responsibilities

Maintain records and information, including highly confidential information.
Independently respond to requests for general information related to the department’s functions and procedures.
Maintain tracking systems and databases for operational and administrative activities.
Contribute to department-wide administrative processes and activities.
Provide input on department procedures that facilitate workflow and operating processes.
Help manage reviews of incoming and outgoing documents, track and enforce deadlines, and prioritize, route, and schedule work for efficient resolution.
Anticipate and resolve competing priorities or escalate them to a supervisor when necessary.
Disseminate Fund administrative policies within the work unit to staff at all levels.
Support senior staff and make daily administrative and operating decisions to ensure efficient support services throughout the department.
Prepare speaking notes and supporting documentation for Executive Board meetings.
Manage senior staff calendars and travel arrangements, including scheduling meetings.
Liaise with internal and external stakeholders, including for high-level delegation meetings with the Deputy Secretaries.
Manage the department’s leave record.
Provide administrative support before and during the Annual and Spring meetings.
Serve as a back-up to other coordinators.
Proofread and edit documents to ensure compliance with IMF administrative procedures and guidelines.