Administrative Assistant to Executive Director, Washington DC, United States

International Monetary Fund (IMF)

IMF Washington

Work for the IMF. Work for the World.

The Office of the Executive Director representing Germany (OEDGR) at the International Monetary Fund seeks a highly motivated, proactive, and experienced Administrative Assistant. The successful applicant will demonstrate excellent organizational and communication skills, be adaptable, and have experience of working with senior personnel and officials in a fast-paced environment.

About OEDGR. The office is comprised of a small, dedicated, and collegial team. Working under the direction of the Executive Director and Alternate Executive Director, who represent the German authorities at the IMF’s Executive Board, our team acts as a key channel of communications on macroeconomic and financial issues between the IMF and German government authorities. We work closely with Fund management and staff, and our colleagues in the other Offices of Executive Directors to discharge the obligations of the Fund to support the good functioning of global economy and to serve the collective interests of the membership.

Expectations for this role. This role will work closely with the existing Senior Administrative Assistant to support the Office. This role will entail managing contacts with senior officials both within the IMF and Germany. Candidates should have a proven track record of working with diplomacy and tact, delivering consistently high-quality work under pressure, as well as building and maintaining effective working relationships with colleagues inside and outside the organization. It is expected that candidates will be highly responsive and proactive, able to multi-task efficiently while remaining attentive to details and exercise sound judgement in handling sensitive information. Given the rotating nature of the advisor staff, the Office relies on its Assistants to ensure that it runs smoothly and efficiently, and to assist our staff in managing these transitions. The successful candidate will be able to interact effectively with contacts at all levels of seniority, demonstrate the highest standards of professionalism and pride in his/her work, and be committed to building a career in this Office. German language skill is desired but not required.

Responsibilities. Major tasks you are expected to perform include:

  • Managing the calendar and agenda of the Executive Director and Alternate Executive Director.
  • Assisting with preparation for meetings of the Executive Board and its associated committees, including monitoring updates to the Executive Board calendar and, if required, collating the dossier of documents for discussion.
  • Handling official communications for the Office with the Secretary’s department, management, staff, and country authorities, and ensuring efficient and timely flow of information. Creating and maintaining the Office electronic archives.
  • Preparing periodic administrative and budget reports, catering orders, attendance, and weekend availability reports.

  • Assisting Office members with administrative and logistical steps in their appointment process and supporting the transition of incoming and outgoing members of the Office as they take up their assignments and at the end of their tenure with their separation process.
  • Providing broad administrative and logistical support to office members and country delegations during Spring and Annual Meetings. Such tasks include coordinating registration, catering, accommodation, and travel arrangements, organizing high-level events, bilateral meetings, monitoring and updating agendas, and supporting the overall successful participation of delegations in the meetings.
  • Ensuring that all administrative tasks are operating efficiently. In this regard, you are expected to be proactive and timely in consulting with the relevant authorities inside and outside the IMF (IT Helpdesk, FIN, HRD for troubleshooting), and in escalating issues that require further guidance to the appropriate supervisor.
  • Serve as one of the Office Information Security Contact (OISC) and engage with ITD and SEC to further develop the Information Security Framework for the Offices of the Executive Directors, by participating in consultations on the dissemination of sensitive Fund documents to member country authorities, providing feedback on these consultations, act as a liaison for any IT security issues of concern to the office, and participate in IT security briefings.
  • Making official travel arrangements for Office personnel as requested, and processing travel expense reporting and reimbursements.
  • Proficiency in MS Office applications (Word, Outlook, Excel, PowerPoint), MS Teams and WebEx. Knowledge of PeopleSoft (HRPROD and FINPROD) will be an advantage.
  • Working knowledge of German is an advantage.

Application Process. Well-qualified candidates are invited to submit a written application and detailed curriculum vitae to Ms. Hyun-Ju Koh in OEDGR by November 10, 2022. Applicants should include the names and contact details of two referees, and preferably the most recent written performance assessment prepared by the current employer. Short-listed candidates will be contacted for an interview.

Department:

OEDGR Office of Executive Directors Mr. Joerg Stephan

Hiring For:

A04, 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.

Tags: administrative assistant, german language, information security, peoplesoft