Senior Administrative Assistant to Executive Director - OEDBR

Work for the IMF. Work for the World.

The Office of the Executive Director representing Brazil and ten other countries (OEDBR) at the International Monetary Fund seeks a highly-motivated, pro-active, and experienced Administrative Assistant to support the work of the Office. The successful applicant will demonstrate excellent organizational and communication skills, be adaptable, and have experience of working with senior personnel in a fast-paced environment. As the Office is the primary point of liaison between the IMF and senior government officials in the member countries it represents at the Fund, fluency in oral and written Portuguese is essential.

About OEDBR. The OEDBR represents Brazil, Cabo Verde, Dominican Republic, Ecuador, Guyana, Haiti, Nicaragua, Panama, Suriname, Timor-Leste, and Trinidad and Tobago on the IMF’s Executive Board. The office is a small, dedicated, and collegial team, comprising representatives of our member countries. Working under the direction of the Executive Director, our team acts as a key channel of communications on macroeconomic issues between the IMF and the country authorities, and represents our authorities at the IMF’s Executive Board. We work closely with Fund management and staff, and our colleagues in the other twenty-three Offices of Executive Directors to discharge the obligations of the Fund to support the good functioning of global economy and serve the interests of all member countries.

Expectations for this role. The Office maintains two Administrative Assistant, who work as a team supporting the Office. This opening is for the position of Senior Administrative Assistant who will have greater responsibilities within the team. Transparency, fluid communication and cooperation between the assistants and proper consultation with the Executive Director, Alternates, and Advisors is a must. This role will entail managing contacts with senior officials within the IMF and in our member country governments. Candidates should therefore have a proven track record of working with diplomacy and tact, building and maintaining effective working relationships with colleagues inside and outside the organization, and working well under pressure. It is expected that candidates will be highly responsive and proactive, able to multi-task efficiently while remaining attentive to detail at all times. Sound judgment and utmost discretion in dealing with confidential and sensitive information is also required. Given the rotating nature of the economist staff, the Office relies on its Assistants to ensure that it runs smoothly and efficiently, and to assist our staff manage these transitions. The successful candidate will be able to interact effectively with contacts at all levels of seniority, demonstrate the highest standards of professionalism and pride in his/her work, and be committed to building a career in this Office.

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.

Major tasks you are expected to perform include:

• Managing the calendar and agenda of the Executive Director and Alternate Executive Directors or Senior Advisors as required.
• Providing welcoming, professional reception support in the Office to our many visitors and ensuring that arrangements for visitors to the IMF are handled efficiently.
• Assisting with preparation for meetings of the Executive Board and its associated committees, including monitoring updates to the Executive Board calendar.
• Proof-reading written statements to the Executive Board, and submission of completed statements to the Statement Registry.
• Making official travel arrangements for Office personnel as requested, and processing travel expense reporting and reimbursements.
• Handling official communications for the Office with the Secretary's department, management, staff and country authorities, ensuring proper form, efficient and timely flow of information. Creating and maintaining the Office electronic archives.
• Preparing periodic administrative and budget reports, managing the office P-card, catering orders, attendance, and weekend availability reports.
• Assisting office members with administrative and logistical steps in their appointment process, supporting the transition of incoming and outgoing members of the Office as they take up their assignments in the Office and at the end of their tenure with their separation process.
• Maintaining continuity in the office workflow is critical, particularly during the period of regular rotation of the Executive Board every two years.
• Providing broad administrative and logistical support to office members and country delegations during Spring and Annual Meetings. Such tasks include coordinating registration, catering, accommodation and travel arrangements, organizing high-level events, bilateral meetings, monitoring and updating agendas, and ensuring the overall successful participation of delegations in the meetings.
• Ensuring that all administrative tasks are operating efficiently. In this regard, you are expected to be proactive and timely in consulting with the relevant authorities inside and outside the IMF (IT Helpdesk, FIN, HRD for troubleshooting), and in escalating issues that require further guidance to the appropriate supervisor within the Office.
• Proficiency in MS Office applications (Word, Outlook, Excel, Power Point), MS Teams, Webex. Knowledge of PeopleSoft (HRPROD and FINPROD) will be an advantage.

Successful candidates will be contacted for an interview.

Department:

OEDBR Office of Executive Directors Mr. BevilaquaHiring For:

A06, A07The 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.