Administrative Assistant/Sr. Administrative Assistant (Office Services – Budget and Resource Management) – FADRM, Washington DC, United States

Work for the IMF. Work for the World.

Description

The Resource and Information Management Division (RM) of the Fiscal Affairs Department (FAD) is seeking to fill an administrative/senior administrative assistant position. The selected candidate will provide operational and administrative support to the department’s capacity development (CD) activities. Selected candidate will work on expense reports for the department and also be part of the team supporting the organization of missions by divisions, and the administration of the fiscal expert roster. Tasks and duties include: Expenses Role:

• Process travel expense reports and ensure the quality of related records in the information system.
• Determine routine entitlements, control compliance with Fund and departmental policies and procedures, and work with the division management to assess requests for exception to the policies.
• Be the first point of contact for the resolution of issues and coordinate with all stakeholders across the Fund to ensure a swift resolution.
• Advise travelers on policy and procedures, including by providing periodic briefings to new staff.
• Prepare periodic reports on performance of FAD claims processing.
• Propose adjustments to the departmental policies and procedures to improve their effectiveness and efficiency.
• Support the organization of missions, and the administration of the fiscal expert roster and other general operations functions, when required (as per below).
• Contribute to special projects.

General Operations Functions:

• Advise CD project managers to set up CD activities in the Capacity Development Management and Administration (CDMAP) system.
• Perform quality control of activities in CDMAP.
• Ensure the accuracy and timeliness of mission travel information in the Travel Information Management System (TIMS) for staff and experts on an ongoing basis.

• Assist with maintenance of TIMS, including mission, expert roster, and capacity development report finalization information.
• Assist with administrative arrangements for recruiting and contracting of short- and long-term experts and processing travel authorizations; liaise with other departments (Human Resources, Finance, and Information Technology Department), as well as with FAD divisions, on expert contracts, security, and travel arrangements.
• Ensure CD delivery and recruitment of experts comply with Fund policies and regulations.
• Contribute to the administration of externally financed CD projects, including preparing and reviewing documentation and managing deadlines.

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 spent at least two of the six required years of experience in a lead role.

In additional to the above minimum qualifications, the selected candidates must possess:

• Excellent knowledge of the Fund policies and procedures related to business travels and CD.
• Excellent knowledge of the Fund’s information system related to business travels and CD (e.g., TIMS, CDMAP), and ability to use effectively all the related IT systems, including the capacity to troubleshoot most common issues and work with departments to resolve more complex ones.
• Knowledge of enterprise systems (such as PeopleSoft or Workday) and advanced Excel functions.
• Demonstrated ability to learn modern technology quickly and effectively use it for maximum productivity.
• High level of planning, organization, and multitasking skills as well as ability to prioritize tasks.
• Excellent oral and written communication and interpersonal skills to interact effectively with Fund staff and external contacts at all levels.
• Ability to work independently and as a team member, learn quickly, and work under tight deadlines.
• Client-focused personality and dedicated team player with strong problem-solving skills, creativity, initiative, and attention to detail.
• Sound judgment and effective interpersonal skills.

This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules that took effect on May 1, 2015.

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 D.C. metro area will be considered.

All applicants are expected to include a Statement of Interest as an attachment to the application, which may be used in the screening process for this vacancy.

Department:

FADRM Fiscal Affairs Department Resource & Info. Management

Hiring For:

A05, A06

The IMF is committed to achieving a diverse staff, including age, creed, culture, disability, educational background, ethnicity, gender, gender expression, nationality, race, religion and beliefs, and sexual orientation.