Overview
The Administrative Coordinator will provide a wide range of office duties and assistance to the Pacific Islands Division staff, overseeing the workplan of divisional coordinators and managing the division's workflow.
Key Responsibilities
- Participates in the drafting of documents by integrating text, tables and charts from multiple sources/software applications.
- Drafts and edits routine correspondence on administrative matters.
- Proofreads and edits documents on behalf of supervisor and/or office/division staff; ensures correct grammar, spelling, and punctuation; formatting in accordance with Fund style.
- Provides administrative and logistical support for mission teams both before and after the mission in coordination with field offices when necessary.
- Organizes, files, and retrieves documents from physical and electronic repositories.
- Maintains, tracks and extracts data from administrative, economic, and financial databases.
- Initiates standard reports to inform administrative decisions or check compliance with Fund procedures.
- Reviews incoming and outgoing documents (such as board documents, briefing papers, back-to-office reports) and distributes board documents, including prior editing and formatting, to send them through the review process.
- 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 senior assistant or supervisor when necessary.
- Assists with first-line technical support to colleagues at all levels within the work unit on Fund systems, office productivity software, and other office automation technologies such as mobile technology and teleconferencing.
- Guides and follows up with technical support vendors/contacts on behalf of supervisor and/or staff.
- Assists with expert and vendor administration/on-boarding, off-boarding, provisioning, and financial/budgetary tracking and reporting.
- Organizes meetings, seminars, workshops, and/or conferences, including planning, material production, scheduling, logistical arrangements, and liaising with participants and speakers.
- Coordinates and publishes internet or IMF intranet postings for the work unit, including country entries.
- Requests interpretation services when needed.
- Disseminates Fund administrative policies within the work unit for staff at all levels.
- Creates and maintains spreadsheets to track administrative data or processes for the unit.
- Ensures compliance with policies and liaises with relevant departments to resolve issues, as necessary.
Required Experience
A minimum of four years of relevant experience is required.
Qualifications
Educational development, typically acquired by the completion of a high school diploma or equivalent, is required. Only candidates that have passed the IMF Staff Assistant online exam in the past 12 months will be considered.
