Administrative Coordinator - SECAI

IMF - International Monetary Fund; Washington (District of Columbia); On-site; USD 55,000 - 85,000; Full time

Job summary

The International Monetary Fund seeks an Administrative Coordinator to manage front office workflows, maintain confidential records, and support senior staff with calendar management and travel arrangements. The role requires meticulous organization, discretion, and the ability to work under tight deadlines in a fast-paced environment.

The position involves coordinating with the Deputy Secretaries, handling office procedures, and backstopping other coordinators as needed, with frequent in-office

Qualifications

• Educational development typically acquired by high school diploma or equivalent with 4+ years relevant experience.
• Excellent organizational and administrative skills with ability to meet short deadlines and multitask.
• Willingness to develop and use digital tools and AI-enabled solutions to improve processes.
• Initiative and ability to work with minimal supervision under pressure.
• Ability to work in-office when needed and handle confidential information with discretion.
• Knowledge of IMF administrative practices is a plus.

Responsibilities

• Maintains records and information, including highly confidential data.
• Answers requests for general information about department procedures.
• Maintains tracking systems and databases for administrative activities.
• Contributes to department-wide administrative processes and activities.
• Prepares documents for Executive Board meetings and manages senior staff calendars.

Skills

Organizational skills

Administrative skills

AI tools familiarity

Working under pressure

Interpersonal skills

Education

High school diploma or equivalent

Tools

Word

Excel

PowerPoint

Job description

Work for the IMF. Work for the World. The Secretary’s department is seeking to hire a qualified and motivated Administrative Coordinator. The selected candidate will perform a wide range of administrative responsibilities. This includes to coordinate the work of the front office unit, independently maintain systems that track documents, implement administrative processes for the department, support mission and project teams, interpret and reinforce Fund policies for staff members with sound judgment and utmost discretion, and collaborate closely with the Office of the Managing Director, the Offices of Executive Directors, and other departments. Additionally, the Administrative Coordinator serves as a resource for technical, institutional, and administrative guidance. The selected candidate will help manage the workflow of the front office under the overall guidance of the Lead Coordinator, working as a team with other administrative coordinators, including backstopping each other as needed. The selected candidate will be expected to be extremely well-organized, plan work with minimum supervision under pressure and tight deadlines, be meticulous and pay close attention to detail in all facets of work, and exercise independence, discretion, and judgment. Depending on business needs, the selected candidate may be expected to work in the office frequently.

Major Duties and Responsibilities

• Maintains records and information, including information of a highly confidential nature.
• Independently answers requests for general information related to the function and/or procedures of the department.
• Maintains tracking systems and databases of operational and/or administrative activities.
• Contributes to department-wide administrative processes and activities.
• Provides input into department procedures that facilitate workflow or operating processes.
• Contributes to the management of the review process for incoming and outgoing documents (like draft Board papers, back-to-office reports, etc.), tracks/enforces all associated deadlines; prioritizes, routes and schedules work to ensure an appropriate and efficient resolution/response.
• Anticipates and resolves competing priorities or escalates to a supervisor when necessary.
• Disseminates Fund administrative policies within the work unit for staff at all levels.
• Provides assistance to senior staff, making daily administrative and operating decisions to ensure the efficient provision of support services throughout the department.
• Prepares speaking notes and other supporting documentation for Executive Board meetings.
• Manages the calendar of senior staff, travel arrangements, including scheduling meetings.
• Liaises with internal and external stakeholders, including high-level delegation meetings with the Deputy Secretaries.
• Manages the department’s leave record.
• Provides administrative support in the run-up to and during the Annual and Spring meetings.
• Serves as a back-up to other coordinators.
• Proofreads and edits documents to ensure compliance with IMF administrative procedures and guidelines.

Minimum Qualifications

• Educational development, typically acquired by the completion of a high school diploma or equivalent, supplemented by a minimum of four years of relevant experience, is required.
• Excellent organizational and administrative skills, including proven ability to deliver on short deadlines, prioritize activities, and handle multiple tasks simultaneously.
• Interest, willingness and ability to develop and utilize digital tools and AI-enabled solutions to improve work processes, accuracy and efficiency of the regular work of the office.
• Initiative, resourcefulness, and a demonstrated ability to work with minimal supervision, under pressure to meet the demands of an evolving workload.
• Ability to work well under pressure, managing short deadlines and a complex and demanding workload.
• Flexibility in working hours and willingness to work overtime at short notice are essential, as well as flexibility to work in the office beyond the minimum in-office requirement, as business needs require.
• Independent judgment and discretion in handling sensitive and confidential information.
• Excellent oral and written communication and interpersonal skills.
• Knowledge of the IMF's administrative practices and procedures would be a plus.
• Excellent knowledge of Word, Excel and PowerPoint.

A regular staff member who is selected to fill the vacancy will maintain their open-ended status. If the selected candidate is a contractual employee, they will be offered a Term staff appointment. Staff members already on a term appointment will continue their current term but may receive an extension provided that their current term appointment has not already been extended.

Only candidates who are currently residing in the Washington DC metro area will be considered.

Only candidates that have passed the IMF Staff Assistant online exam in the past 12 months will be considered.

Department: SECAI Secretary's Department Immediate Office Hiring For: A04, A05

The IMF is guided by the principle that the employment, classification, promotion, and assignment of staff shall be made without discrimination against any person. We welcome requests for reasonable accommodations for disabilities during the selection process. Information on how to request accommodations will be provided during the application process.

The IMF works to foster global monetary cooperation, secure financial stability, facilitate international trade, and promote high employment and sustainable economic growth. Our work on the macroeconomic benefits of challenges such as empowering women, modernizing the global trading system, and wage inequity, provides new ideas to safeguard the stability of the international monetary and financial system and addresses the world's most pressing macroeconomic and financial issues.

Our 3,100 dedicated employees are leaders in their fields and collaborate to address the needs of our members and make a meaningful, positive difference to lives across the globe.

This privacy notice explains how the International Monetary Fund (IMF) processes personal data collected through its recruitment portal. The IMF collects and uses various types of personal data in the context of its recruitment process in order to take steps required prior to entering into a contract. This may include contact details, work experience, education background, and professional qualifications. Access to personal data is limited to authorized IMF personnel and certain third parties, such as authorized partners or service providers who act on behalf of the IMF. These may include service providers such as background check agencies, assessment vendors, and other recruitment-related partners. If you are offered a position, your data may also be shared as necessary to comply with legal or regulatory requirements (e.g., for visa applications) or in response to lawful requests by public authorities, including law enforcement agencies. Personal data is retained in accordance with applicable IMF retention policies. You have rights in relation to your personal data. For more information about these rights and how to exercise them, please refer to the IMF's General Privacy Notice.