Description

The Statistics Department (STA) has an opening for an Administrative Coordinator/Senior Administrative Coordinator in its Resource Management Division (STARM). Under the general supervision of the Division Chief/ Deputy Division Chief, the successful candidate would perform a range of administrative coordination and support functions to facilitate the delivery of STA’s capacity development (CD) program by STA’s topical divisions. The ideal candidate should be a highly motivated self-starter who brings ownership, energy, and innovation to their work; and who understands the high degree of responsiveness necessary to support STA’s mandate. Work is performed in a dynamic environment and operational flexibility is required to meet sudden, unpredictable business requirements. Assignments require demonstrated organizational skills and initiative; and entail building collaborative relationships with other Fund departments including FIN and HRD.

Major Duties and Responsibilities

• Administers operational procedures for STA’s recruitment and onboarding/ offboarding of long-term experts (LTXs) and contracting of short-term experts (STXs), ensuring compliance with Fund policies and liaising with HRD and FIN to resolve issues.
• Maintains tracking systems and databases of operational and/or administrative activities, including those related to CD management (e.g., technical assistance report dissemination and governance of STA’s STX roster) and personnel management (e.g., leave administration).

• Tracks document reviews, requests for information/comment, and compliance with routine procedures; and tracks/enforces associated deadlines (including TRACES reporting by STARM staff); prioritizes, routes and schedules work to ensure an appropriate and efficient resolution/response by STARM.
• Processes requests from shared mailboxes, including those related to LTX/STX recruitment, mission travel, and LTX/STX expense reports.
• Maintains records and information, including information of a highly confidential nature.
• Integrates a variety of documents ranging from standard communications to complex text, tables and charts from multiple sources/software applications into single, unified documents. Proofreads and edits documents on behalf of STARM staff, formatting in accordance with Fund style.
• Coordinates and maintains STARM’s communications through the use of the IMF intranet and internet, particularly to enhance internal users’ access to STA’s CD guidelines and templates.
• Supports the planning of both STA-wide and division-led conferences, seminars, and workshops. Disseminates Fund administrative policies within STARM for staff at all levels.
• Assists STARM management in executing administrative and operational decisions to ensure the efficient provision of support services throughout the department.
• Guides and follows up with technical support vendors/contacts on behalf of supervisor and/or staff.

• Trains junior staff, assigns and reviews the progress and accuracy of work, and provides technical guidance on more complex issues within STARM’s administrative team.
• Assists junior administrative coordinators to meet performance expectations. Other duties as required by the Divisional management team.

Minimum Qualifications

Educational development, typically acquired by the completion of a high school diploma or equivalent, supplemented by a minimum of six years of relevant experience, is required. External candidates must have had at least two of the six required years of experience in a lead role.

In addition to the qualifications set forth, the selected candidate must possess:

• excellent drafting, administrative, and organizational skills;
• ability to work well under pressure, managing short deadlines and a complex and demanding workload;
• independent judgment and discretion in handling sensitive and confidential information;
• excellent oral and written communication and interpersonal skills;
• advanced knowledge of Word, Excel, PowerPoint and SharePoint; and
• comprehensive knowledge of the IMF’s administrative practices and procedures (including on document management) would be a plus.