Administrative Assistant , International Monetary Fund

Closing date: Monday, 30 May 2016

The Office of the Executive Director representing Azerbaijan, Kazakhstan, Kyrgyz Republic, Poland, Serbia, Switzerland, Tajikistan, and Turkmenistan is seeking a highly qualified, motivated, and energetic Administrative Assistant, who will report to the Executive Director (ED) and Alternate Executive Director (Alt. ED), assist the Senior Advisors, as well as provide limited administrative support to the Advisors.
NOTE: Grade placement of the successful candidate will be subject to the rules governing Administrative Assistants to Executive Directors.
The grade will be dependent on skills and experience of the applicant.
Key responsibilities
The candidate must exercise a high degree of discretion and judgment in handling confidential and sensitive matters, as well as the ability to act tactfully and diplomatically in dealing with contacts at all levels within and outside the Fund.
The Administrative Assistant's primary responsibilities will include, but not limited to
  • Directly assisting the ED and Alt. ED in all general administrative matters.
  • Proofreading and editing Board statements and reports from the office.
  • Managing the Executive Director and Alternate Executive Director's schedule/calendar of meetings, timely preparation of briefing and background materials.
  • Monitoring and following up on correspondence, as well as responding to routine internal and external requests for information.
  • Bringing potential issues and deadlines promptly to the attention of the ED, Alt. ED, and Senior Advisors and ensuring appropriate and timely follow up.
  • Arranging ED and Alt. ED travels (travel memos, ticket/hotel booking, processing travel authorizations and expense reports, visas) and providing limited travel assistance to advisors.
  • Organizing meetings for constituency delegates with Fund Staff and Management in preparation for the Spring Meetings and Annual Meetings.
  • Monitoring the Executive Board Work Calendar, preparing and updating the OEDSZ work distribution list, and ensuring that office personnel are briefed on updates and well prepared for Board meetings.
  • Providing research assistance (using DM Webtop, IMF Connect to include secure access with Extranet).
  • Preparing and editing the Bi-Annual Newsletter, Interim Report (Spring Meetings) and Activities Report (Annual Meetings).
  • Maintaining electronic and hard copy filing systems
  • Submitting bi-weekly attendance reports
  • Distributing incoming/outgoing mail.
  • Updating office directory/contacts lists.
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