New – Administrative Assistant (Administrative Services) -COMPU, Washington DC, United States

International Monetary Fund (IMF)

IMF Washington

Work for the IMF. Work for the World.

The Communications Department (COM) Public Affairs Division (COMPU) is recruiting an experienced and seasoned administrative assistant who thrives in a fast-paced environment. The selected candidate will coordinate the work of the Division by independently maintaining systems that track documents; supporting the budget function; implementing administrative processes for the department; helping colleagues coordinate conferences, especially from a logistics and AV/technology perspective; supporting mission or project teams; and interpreting and reinforcing Fund policies for staff members with sound judgment and utmost discretion. Additionally, the Administrative Assistant supervises junior staff, serves as a resource for technical and administrative guidance, and participates on Fund-wide administrative committees and working groups, including those for technology reviews.

COM is the IMF’s center for strategic communication. It develops and coordinates the Fund’s external and internal communications strategy, shapes key messages, and advises Management and staff on how best to convey those messages. The Department also monitors and responds to what is being said and written about the institution, both inside and outside the Fund. COMPU is responsible for developing and fostering relationships with non-media external stakeholders, such as civil society, parliamentarians, youth organizations, and think tanks, among others. The Division also develops and implements communications strategies on issues of strategic importance to the IMF, such as sovereign debt, inequality, climate change, governance, Fintech, economic resilience, and recovery from the COVID crisis.

The incumbent is expected to work under minimum supervision in a fast-paced environment, exercise considerable initiative, sound judgment, and utmost discretion in handling complex and sensitive matters.

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. Assists the Division’s management team in compiling the annual budget for the Division, tracking expenditures and updating the budget accordingly, and coordinating with COM’s budget team. Compiles and analyzes data from administrative databases. Initiates drafts of standard reports to inform administrative decisions or check compliance with Fund procedures. Provides administrative and logistical support for mission and project teams. Coordinates department-wide administrative processes and activities. Provides input into department procedures that facilitate workflow or operating processes. Integrates a variety of documents ranging from standard communications to complex text, tables and charts from multiple sources/software applications into single, unified documents. Drafts and edits correspondence on administrative matters. Proofreads and edits documents on behalf of staff, formatting in accordance with Fund style. Reviews incoming and outgoing documents (like briefing papers, back-to-office reports, etc.), monitors and responds as necessary to e-mail, fields requests for information/comment, and 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. Categorizes, files and retrieves documents from physical and electronic repositories. Assists with expert/vendor administration/on-boarding. Conducts complex administrative assignments to plan complex conferences, seminars, and workshops with diverse participants. Assist with the delivery of conferences, providing technical and logistical support. Disseminates Fund administrative policies within the work unit for staff at all levels. Coordinates and maintains unit communications through the use of internet or IMF intranet postings. Provides assistance to senior staff, making daily administrative and operating decisions to ensure the efficient provision of support services throughout the department. Trains junior staff, assigns and reviews the progress and accuracy of work, and provides technical guidance on more complex issues within the work unit. Assists junior assistants to meet performance expectations.

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

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.

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


COMPU Communications Department Public Affairs Division

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.