Projects Assistant - CSF (Contractual)

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The Facilities Division in the Corporate Services & Facilities (CSF) Department is seeking a Project Assistant to join its Communications & Staff Engagement team under the Business Integration Section (CSFDFBI). The Facilities Division strives to provide a clear, safe, and productive work environment in both HQ buildings and field offices and plays an important role in supporting the institution’s strategic initiatives, including the hybrid work model, space utilization, Intelligent Building strategy, and environmental sustainability.

As a member of a dynamic and collaborative team, the new Project Assistant will be expected to provide project support across the division, assist with the communications work for capital construction and space-related projects, and take on additional assignments as required by the Team Lead and Section Chief.

Main Duties and Responsibilities:

• Support project managers, preparing and distributing project-related documentation and presentations related to capital projects, such as project status reports, monthly and quarterly summary review reports, etc.
• Support the communications Team Lead, in preparing and executing communication plans for select capital construction and space management projects.
• Create and maintain project timelines for assigned projects, ensuring coordination of project stakeholders, including IT, Audio-Visual, Security and Procurement. Monitor project deadlines in support of divisional work plan reporting.
• Coordinate meetings for client training, user/focus groups, and governance groups in support of capital projects. Attend project team meetings and provide summaries of key points and deliverables.
• Prepare reports, presentations, charts, and other graphic and illustrative materials in support of capital projects.
• In coordination with the CSFDFBI budget team, provide support to the Section Chiefs and Project Managers in monitoring project budgets, tracking expenses, and processing change orders and invoices.
• For assigned capital projects, plan and deliver outreach events and activities.
• Support the Senior Administrative Assistant in monitoring the flow of information within the Division and with the CSF Front Office. Keep track of priorities and keep Senior Staff of the Division informed.
• Monitor the Facilities Division mailbox and identify any issues or questions related to our capital construction projects that require escalation to team members. Contact and follow up with project stakeholders as needed to ensure timely responses and resolution of outstanding issues.
• Support the onboarding process for new staff, contractual appointees, and vendors required for the support of the Fund’s capital portfolio.
• Coordinate and manage calendars and schedules of CSFDF leadership and external meetings with project stakeholders and other departments as needed.

Minimum Qualifications

A combination of training and experience equivalent to completion of secondary school education, supplemented by a minimum of four years of work experience in the Facilities area, is required.

In addition to, the below are highly preferred:

• Proven ability to work with minimum supervision and exercise independent initiative, as well as handle sensitive and highly confidential matters with good judgment, diplomacy, and discretion.

• Strong organizational, administrative, and analytical skills, with a proven ability to work well under stressful conditions, manage short deadlines, handle multiple tasks in a timely manner, and prioritize conflicting demands.

• Demonstrated ability to perform as part of a team.

• Proven interpersonal skills to interact effectively with IMF staff and external contacts at all levels, and excellent oral and written communication skills.

• Proven first-rate technical skills, including proficiency in standard software applications and platforms such as DM, Excel, PeopleSoft Financials and HR, PowerPoint, Outlook, SharePoint, Visio, Word, and Workday.

• Knowledge in facilities management, space planning, and/or interior design would be a plus.

This is a one-year contractual appointment. Contractual appointments at the IMF are renewable for up to four years of cumulative contractual service, pending incumbent's performance, budget availability, and continuous business need.

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

Department:

CSFDFBI Corporate Services & Facilities Dept Facilities Management Business IntegrationHiring For:

A04, A05, A06The 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.