Administrative Assistant/Senior Administrative Assistant – ITDEA, Washington 140 views

Administrative Assistant/Sr. Administrative Assistant – ITDEA ( Job Number: 2000643 )

• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules taking effect on May 1, 2015.

Description

The IT Department of the International Monetary Fund (IMF) has a vacancy of Administrative Assistant/Sr. Administrative Assistant.

The selected candidate will provide a wide range of administrative support to the Enterprise Architecture and Strategy Division in Information Technology Department. The candidate will be expected to work with minimum supervision and exercise initiative and sound judgment in order to ensure the smooth functioning of the administrative operations. He/she will be expected to work collaboratively with other assistants in the department and provide back-up when necessary.

Duties include, but are not limited to:

• Managing the supervisor’s agenda to determine scheduling priorities. Pre-screening documents submitted for supervisor’s review or approval to ensure relevancy and completeness.
• Use the document management and records management systems (currently eDocs and eRecords) to ensure appropriate record keeping and posting of files in SharePoint.
• Advising staff on appropriate administrative procedures and documentation requirements.
• Facilitating the scheduling and/or tracking of work within the division (for example, procurement, travel, training, absences, CWS).
• Entering travel in TIMS for divisional staff and assisting with expense report entry as needed. Maintaining travel planning spreadsheet.
• Entering and tracking procurement orders for the division; resolve most problems related to payments independently.
• Supporting budgetary activities. Update spreadsheets and databases as needed for budget preparation and review. Follow procedures for entry and validation of year-end accruals and renewals.
• Managing a Fund P-Card for authorized divisional purchases.

• Tags

  administrative assistant

  architect

  document management

  educational development

  information technology

  peoplesoft

  procurement

  records management

  sharepoint

• Carrying out Onboarding and Departure activities for Vendors and others as needed.
• Organizing meetings, events, and other social functions, including budgetary requests and tracking.
• Producing a variety of documents ranging from standard communications to complex documents by integrating text, tables and charts from multiple sources/software applications (Word, Excel, Power Point, other specialized software, etc.) into single, unified documents
• Drafting and editing routine and non-routine correspondence on administrative matters. Proofreading and editing documents on behalf of supervisor and/or department/division/office staff; ensuring correct grammar, spelling, and punctuation; formatting in accordance with Fund style.
• On an as needed basis, the successful candidate would also handle administrative responsibilities delegated by the Office Manager.

Only candidates currently residing in the Washington, DC metro area will be eligible for further consideration.

Qualifications

Educational development, typically acquired by the completion of a high school diploma or equivalent, supplemented by a minimum of six years of relevant experience, is required. External candidates must have spent at least two of the six required years of experience in a lead role.

In addition to the qualifications listed above, this position requires:

• Proven ability to work with minimum supervision and exercise independent initiative.
• Ability to juggle conflicting priorities, meet deadlines, and pay close attention to detail.
• Excellent organizational skills and thorough knowledge of Fundwide and departmental administrative practices, policies and procedures.
• Proficiency in Fund standard software applications, including Word, PeopleSoft, Excel, PowerPoint, etc.
• Excellent interpersonal skills, tact, good judgment, a cooperative attitude, and demonstrated ability to perform well as part of a team.
• Excellent oral and written communication skills. Ability to communicate and deal effectively and courteously with ITD staff and the Fund-wide user community.
• Editing skills and experience in maintaining SharePoint content are also required.

The 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.