Administrative Coordinator/Senior Administrative Coordinator - FINFR

International Monetary Fund; Washington (District of Columbia); On-site; USD 70,000 - 95,000; Full time

Job summary

The International Monetary Fund is seeking a Senior/Administrative Coordinator to provide proactive administrative support to the Financial Operations and Reporting Division. You will handle complex calendars, track deliverables, and collaborate across teams and with external stakeholders to ensure timely, high-quality outputs.

Based in Washington, DC area, you will help manage meetings, prepare routine reports and Board materials, and mentor junior staff while promoting effective use of AI

Qualifications

• High school diploma or equivalent with at least 6 years of relevant experience.
• External candidates must have at least 2 of the 6 years in a lead role.
• Strong knowledge of Fund policies, practices, procedures, and admin processes.

Responsibilities

• Provide direct administrative support to senior staff, including complex calendars and tracking deliverables.
• Coordinate across teams, Front Office, other departments, and external stakeholders with diplomacy and tact.
• Lead administrative operations and train junior support staff for backups and continuity.
• Organize meetings, seminars, workshops, and events with logistics and materials.
• Monitor information and action items, prioritizing and disseminating as needed.
• Identify and address compliance issues in documents and correspondence per Fund procedures.
• Prepare, file, and maintain records in physical and electronic repositories.
• Maintain data from Fund systems, prepare routine reports and dashboards for decision-making.
• Promote use of AI and productivity tools to enhance workflows and service delivery.
• Adapt to evolving priorities and provide backup coverage across the department.

Skills

Calendar management

Stakeholder management

Communication

Organizational skills

Attention to detail

Team collaboration

Emotional intelligence

Diplomacy

Education

High school diploma

Tools

PeopleSoft FINPROD

HRPROD

Workday

CRS

Nexus

Plunet

BCMS

Microsoft 365

AI-enabled productivity tools

Job description

Work for the IMF. Work for the World. The Finance Department (FIN) is seeking a highly skilled and adaptable Senior/Administrative Coordinator to provide proactive administrative support to the Financial Operations and Reporting Division (FR). The selected candidate is an integral member of the division, providing support on a wide range of workstreams under time-sensitive competing deadlines and different stakeholders. The FR division, of about 40 staff, conducts all financial operations of the Fund with member countries; and prepares the Fund's financial statements and financial reports to the membership. It also coordinates the annual external audit and supports the External Audit Committee. The division contributes to the development of Fund financial policies and leads policy design and implementation related to the Fund's income position, audit arrangements, financial transactions, and operations. The successful candidate will support divisional management and coordinate divisional activities and contribute to efficient, timely, collaborative, and high-quality deliverables.

Key Responsibilities

• Provide direct administrative support to senior staff members, including managing complex calendars, tracking deliverables, and monitoring action items.
• Coordinate and collaborate effectively across teams within the office, divisions, Front Office, other departments, and with external stakeholders, exercising diplomacy, tact, sound judgment, and emotional intelligence in all interactions.
• Lead the administrative operations of the office and actively transfer knowledge, train, and develop junior support staff to serve as effective backups and support business continuity.
• Organize meetings, seminars, workshops, conferences, and other events, including scheduling, logistics, material preparation, and coordination with participants and speakers.
• Monitor, prioritize, and appropriately disseminate information and action items, exercising discretion and sound judgment.
• Identify and address compliance issues in documents and correspondence, and advise staff on applicable Fund procedures, Board documentation requirements, and review processes.
• Prepare, organize, file, retrieve, and maintain records and documents in physical and electronic repositories.
• Maintain and analyze information from Fund systems and databases/lists, prepare routine reports and dashboards, and support management decision-making while helping ensure compliance with policies and procedures, as well as formatting the Fund’s financial statements and Board papers with minimal guidance from staff.
• Promote, apply and continuously learn the responsible and effective use of AI and other productivity tools to enhance administrative workflows and service delivery.
• Adapt to evolving priorities and proactively manage administrative responsibilities with minimal supervision.

Qualifications and Experience

• Educational development, typically acquired by the completion of a high school diploma, or equivalent, supplemented by a minimum of six (6) years of relevant experience, is required.
• External candidates must have had at least two (2) of the six required years of experience in a lead role.
• Strong knowledge of Fund policies, practices, procedures, and administrative processes.
• Ability to coordinate and collaborate effectively across teams within the office, divisions, Front Office, other departments, and with external stakeholders, exercising diplomacy, tact, sound judgment, and emotional intelligence in all interactions.
• Demonstrated proficiency in evolving Fund systems and applications, including PeopleSoft FINPROD, HRPROD, Workday, CRS, Nexus, Plunet, BCMS, and Microsoft 365 applications.
• Strong understanding of document preparation processes, including advanced experience with Board documentation production and the use of Fund templates.
• Strong proficiency in Microsoft 365 tools, including Outlook, Teams, SharePoint, Word, Excel, PowerPoint, Planner, and AI-enabled productivity tools.
• Exceptional organizational and communication skills, with strong attention to detail and the ability to deliver high-quality work under tight deadlines.
• Exceptional ability to stay calm and manage multiple and competing priorities accurately and effectively in a fast-paced environment.
• Demonstrated sound judgment, discretion, and professionalism in handling sensitive information and competing demands.
• Strong interpersonal, client-service, and relationship-management skills, with the ability to build trust and collaborate effectively with staff at all levels of the organization.
• Proven ability to work independently while contributing to a collaborative, team-oriented environment.
• Flexibility and willingness to adapt to changing priorities, readiness to provide backup support as needed, and contribute to seamless operational coverage across the department.
• Ability to anticipate needs, adapt communication styles to different audiences, and proactively identify solutions.
• Willingness to work flexible hours and overtime at short notice when operational requirements warrant.
• Front Office experience within the Fund is an advantage.

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

Candidates need to have passed the IMF Office Assistant Exam to be considered for this position.

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.

Department: FINFR Finance Department Financial Operations & Reporting Hiring For: A05, A06

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.