Administrative Coordinator/Sr. Administrative Coordinator - FINAI FI, Washington, United States

## Administrative Coordinator/Sr. Administrative Coordinator - FINAI FI, Washington, United States - Organization:IMF - International Monetary Fund - Country:United States - Office:IMF Washington Work for the IMF. Work for the World. The Finance Department's Fund Investment Unit (FINAI FI) is seeking a qualified candidate for the role of Administrative Coordinator/Senior Administrative Coordinator. The Fund Investment Unit is responsible for developing and implementing the investment strategies for the Investment Account (IA) and assets of certain trusts that support the Fund's concessional lending and debt relief. The Unit is accountable to the Investment Oversight Committee (IOC) in carrying out its responsibilities within the Fund's Conflict of Interest Framework. Specifically, it facilitates the selection of and monitors external managers and custodians, ensures compliance with investment guidelines and risk controls, and reports on investment performance, compliance, and market developments. Duties and Responsibilities The selected candidate will be expected to undertake the following responsibilities: - Provide a wide range of administrative support to FINAI FI and serve as the Unit's sole coordinator, taking primary responsibility for overseeing and facilitating all administrative and operational support functions, and demonstrating leadership, flexibility and responsiveness to meet the Unit's needs during peak business cycles. - Independently manage and take ownership of the Unit's administrative operations with minimal supervision, ensuring timely, high-quality support to the Deputy Director-Chief Investment Officer and Lead (Investment Strategy and Operations). - Anticipate needs, exercise sound judgment, and proactively resolve issues to facilitate the smooth and effective functioning of the Unit. - Independently maintain the Unit's official records, filing systems, and Teams channels; maintain the Unit's IT access rights in coordination with relevant Fund stakeholders. Propose refinements to the Unit's records and filing systems as opportunities arise. - Effectively coordinate and collaborate across teams within the Unit, FIN's divisions and Front Office, other Fund departments, and external stakeholders, exercising diplomacy, tact, sound judgment, and emotional intelligence in all interactions. - Organize meetings, seminars, workshops, conferences, and other events, including scheduling, logistics, preparation of materials, and coordination with participants, speakers, and other stakeholders. - Manage electronic calendars; draft and prepare correspondence with minimal review; identify and prioritize competing demands; develop and monitor workplans and timelines to meet deadlines and quality standards; and cultivate effective working relationships with colleagues at all levels, as well as external managers and custodians. - Identify and address compliance issues in documents and correspondence, and advise staff on applicable Fund procedures, Board documentation requirements, and review processes. - Promote, apply, and continuously learn the responsible and effective use of AI and other productivity tools to enhance administrative workflows and service delivery. - Adapt to evolving priorities and proactively manage administrative responsibilities with minimal supervision. Beyond the general scope of the role described above, the selected candidate will be expected to: - Provide administrative support to the Investment Oversight Committee (IOC), including coordinating committee schedules, preparing and distributing meeting materials, developing PowerPoint presentations, maintaining official records and filing systems, and supporting the smooth execution of committee activities. - Prepare and format Board documents, liaise with SEC on Board meeting dates and requirements, develop and monitor document-preparation timelines to ensure accuracy and timely completion; and coordinate meetings with Executive Directors. - Interact periodically with the Unit's external investment managers and custodian banks, coordinate ad hoc meetings, quarterly review conference calls and videoconferences, prepare correspondence, maintain electronic files, process authorizations for payment of management fees, and prepare and file correspondence for market opening and other regulatory documents. Qualifications and Experience In addition to the duties and responsibilities outlined above, the successful candidate must possess the following: - Educational development, typically acquired by the completion of a high school diploma, or equivalent, supplemented by a minimum of six (6) years of relevant experience, is required. External candidates must have had at least two (2) of the six required years of experience in a lead role. - Excellent interpersonal, analytical, and problem-solving skills, with a proven ability to build and maintain effective working relationships across all levels of the organization, engage senior Fund and external stakeholders, navigate complex situations, and resolve issues with diplomacy, tact, sound judgment, and discretion. - Excellent technical knowledge and skills, with proven experience in reviewing, editing, coordinating, and processing Board documents while ensuring accuracy, consistency, and adherence to established standards, policies, and procedures. - Extensive knowledge of the Fund's administrative policies, procedures, and organizational structure, typically acquired through substantial Fund experience, and the ability to navigate them effectively in support of departmental objectives. - Advanced proficiency in document production tools, Fund templates, collaboration platforms, and Fund systems, including Microsoft Word, Excel, PowerPoint, SharePoint, OneDrive, Teams, Nexus, and CRS, with the ability to produce high-quality documents, presentations, and other materials efficiently and accurately. - Demonstrated commitment to continuous learning and innovation, with the ability to effectively leverage Fund-approved AI tools to enhance productivity, automate routine tasks, streamline workflows, and improve administrative service delivery. - Demonstrated ability to work independently and proactively, manage multiple and complex priorities, meet tight deadlines under pressure, and consistently deliver accurate, high-quality results with minimal supervision. - A collaborative team player with sound judgment and discretion, including the ability to balance overlapping requests, handle confidential information appropriately, and contribute effectively to a high-performing team environment. - Flexibility to adjust work schedules as needed, including providing virtual or in-person support and working overtime on short notice to meet business requirements. - Strong understanding of the Unit's strategic priorities, objectives, and work program, with the ability to proactively coordinate across teams, anticipate support needs, and help ensure seamless business continuity during periods of staff absence, transition, or peak workload. - Sound judgment in managing confidential and strictly confidential information and basic understanding of the importance of IT network security and access rights management are an advantage. - Front Office experience within the Fund is an advantage, as is a genuine interest in, or commitment to understanding, the Fund's investment activities. A regular staff member who is selected to fill the vacancy will maintain their open-ended status. If the selected candidate is a contractual employee, they will be offered a Term staff appointment. Staff members already on a term appointment will continue their current term but may receive an extension provided that their current term appointment has not already been extended. All applicants are expected to include a Statement of Interest as an attachment to the application, which may be used in the screening process for this vacancy. Only candidates who are currently r