Senior Administrative Assistant (Local) - Resident Representative Office in Papua New Guinea (APDPI)

Work for the IMF. Work for the World.

The International Monetary Fund (IMF) advises its Members States, including Papua New Guinea, and supports the efforts of the authorities of the countries to implement policies aimed at strengthening their economic stability, reducing vulnerability to economic and financial crises, and improving the standard of living of their people.

The IMF is looking to hire for the office of its Resident Representation in Papua New Guinea, a senior administrative assistant. The latter will be in charge of all tasks related to the functions and responsibilities described below.

Major Duties and Responsibilities:

Under the supervision of the Resident Representative in office or acting Head of Office, the local Senior Administrative Assistant ensures the execution of all administrative activities related to the position, including: - Management of the reception, recording of calls, letters and all messages and correspondences. - Maintaining a weekly log of tasks. - The logistic management of the office and certain aspects of the residence representative, including the coordination of various tasks such as the maintenance or repair of fans or other equipment with a regular schedule. - Organizing, executing and submitting the budget and related procedures for the resident mission including arranging payments for various expenses in a timely manner. - Administrative management of IMF missions such as hotel reservations for mission members. Examples of related tasks: - Welcome visitors and direct them to their contacts; - Manage and direct incoming and outgoing phone calls and messages; - Organize and manage appointments and office contacts and partners in a directory; - Receive, record and distribute incoming and outgoing mails; - Write, enter, format and follow administrative correspondences; - Ensure the management and distribution to staff of office equipment and supplies and update the registers provided for this purpose; - Maintain the agenda of meetings and conferences for missions and other official meetings; - Receive and control the quality of the goods ordered in accordance with the predefined specifications. - Prepare documents and monitor leaves and leave authorizations; - Classify and archive documents of all types; - Book hotels, flights and restaurants for IMF staff experts on mission in Papua New Guinea; - Perform any other task at the request of the Resident Representative within the limits of the responsibilities and tasks assigned.

At the accounting and budgetary level, the administrative assistant takes care of: • Entering accounting documents related to office management (customers, suppliers, cash) for the budget, • The classification of supporting documents, • Preparation of inventory entries, • The follow-up of supplier invoices and unpaid bills, • Escalation of disputes. • Preparation of payments, • Bank reconciliations.

Minimum skills and qualifications required:

- Higher National Diploma in Executive Secretariat or an equivalent diploma. - Professional experience of three years minimum as Administrative Assistant. Experience in an international institution or NGO, a similar organization or in public administration would be an asset. - Knowledge of computer tools (office and accounting software), in particular a perfect knowledge of Windows and its various applications as well as the Internet ; - Excellent command of English (spoken and written); - Experience in accounting and finance would be an asset ; - Ability to work under pressure ; - Excellent interpersonal skills and communication skills (oral and written) ; - Very strong organizational skills

- Must have valid work authorization to work in Papua New Guinea

Composition of the application file :

The composition of the file is as follow :

- A cover letter,

- A detailed and up-to-date Curriculum Vitae (CV)

-Identification documents (passport and/or national identity card)

- At least two (2) professional references with contact details.

Applications should be sent to the following address : kfisher@imf.org

Application deadline : December 8, 2022.

Please mention your contact numbers and e-mail address on the CV and cover letter. Only candidates pre-selected for an interview will be contacted. Documents submitted to the Resident Representation will not be returned to the candidate.

Department:

APDPI Asia and Pacific Department Pacific Islands DivisionHiring For:

6The 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.