Office Manager - APDAI

Work for the IMF. Work for the World.

 

The selected candidate implements and coordinates a range of administrative procedures in the department. Works closely with senior staff on the management and mentoring of Grades A1–A8 Administrative Coordinators and the specific personnel issues pertaining to this group. Procures services from relevant support departments; Facilitates the smooth administrative functioning of the department.

Main Duties and Responsibilities

Coordination of the A1–A8 Administrative Coordinators within the department, providing individual feedback and advice, including during ATME; managing assignments across divisions, gaining a unique perspective on the talent pool; typically acting as primary contact for the group and elevating common issues of concern to departmental management. For recruitment, supports hiring manager in the process; for example, determining short-lists, and sitting on both institutional and departmental interview panels as needed.

Training and onboarding of A1–A8 Administrative Coordinators

Facilities/Office space requests and issues: oversight of all procedures related to facilities/office space, including staff moves, and liaison with CSF on associated workspace issues.

Manages A1−A8 assignments and resourcing: ensuring coverage across divisions during absences (including using temporary staff and informal pipelines) through HRD’s SOS. Supporting departmental onboarding for staff. Conflict resolution: first point of contact for A1–A8 group to raise concerns about work environment issues. Coordinates with HR team and provides guidance on available resources and escalation channel to ensure fairness and respect.

Coordinates with relevant Units on the onboarding of staff (including office assignment, issuance of IT equipment, and responding to inquiries).

Event management: townhalls, departmental events (organize retreats, holiday parties, multi- sports day, townhalls), coordinates departmental events such as TODS, recognition awards, holiday party, department retreat.

Other Departmental Duties: Administration and oversight of recognition programs and mentoring program; N12 issuance; management of departmental allocation of IT devices (iPhone/iPad) and IT access rights; prioritization and approval of ICD-led training courses; approval of overtime reports and contractual timesheets and other ad hoc responsibilities.

Coordinates, tracks, and follows-up on non-core work deliverables based on departmental timelines. Is involved in Fundwide working groups; follows-up on IT related projects and trainings; and handles ad-hoc tasks.

General enquiries on administrative processes and policies.

Minimum Qualifications

Educational development, including and/or supplemented by work experience, typically acquired through the completion of an advanced university degree program, or equivalent, in human resources management and administration, business administration, or a related field; or a bachelor's degree, or equivalent, supplemented by a minimum of six (6) years of relevant professional experience in human resources administration, office management; or a minimum of two (2) years of human resources-related experience at Grade A8 (or new Grade A7), or equivalent, is required.

Critical Competencies

Technical expertise

• Analytical Skills—Analyzes issues/problems, identifies trends, and develops sound solutions in a systematic manner.
• Specialty Knowledge
  • Office Management Skills—Demonstrates in-depth knowledge of Fund's administrative policies, practices, and procedures. Thorough understanding of departmental administrative policies and procedures.
  • People management for A1–A8 staff:
    • Group process facilitation—skillfully facilitates meetings and work sessions with groups and teams so that they can solve problems more effectively and efficiently.
    • Mediation—assists in resolving disputes between two or more parties by facilitating communication between them, helping them focus on the underlying issues, and generating options for settlement.
    • Interviewing—understands the theoretical basis of structured behavioral interviews and effectively uses behavioral interviewing questions to assess candidates against established standards.
    • Coaching—helps staff define clear goals around performance and professional development and set a specific timeframe in which to meet them.
    • Counseling—listens effectively to understand other's needs; provides options that address the staff's needs/concerns and are aligned with the Fund's internal policies.
• Versatility—Understanding of the Fund's and department's work; has a broad understanding of the operation of the Fund and knowledge of the respective department's business.
• Technological/Data Management Skills
  • IT Proficiency: Identifies and applies measures to enhance productivity and improve organizational effectiveness. Works closely with IT in proposing solutions when standard applications or procedures are not applicable. Coordinates information  technology-related work in the department, including training, network requests, and  liaising with IT.
  • Effectively uses data and datamining techniques; creates reports; identifies automation opportunities and integrates them with work practices.

Planning and organizing skills

• Handles multiple demands and competing priorities.
• Anticipates problems and acts proactively to develop contingency plans to address demands and priorities.
• Uses efficient work processes and methods.
• Recognizes and acts on opportunities to improve or streamline current work processes and methods.

Open communication skills

• Listens carefully to input without interrupting.
• Clarifies and ask questions to gain deeper understanding.
• Provides others with access to relevant information. Maintains a dialogue with staff at all levels.

Relationship building

• Treats people with respect.
• Works effectively with people from diverse backgrounds.
• Demonstrates sensitivity to the different perspectives and backgrounds, (e.g. gender, culture, customs, etc.) of others.
• Recognizes and responds to the needs and concerns of others.
• Earns trust and confidence of others.

Supervisory Skills

• Coordinates the workflow and delegates assignments to staff.
• Set priorities and helps scheduling conflicts.
• Monitors the quality, delivery, and timeliness of completed work assignments.
• Provides guidance or training on use of Fund procedures or systems and constructive feedback.
• Makes well-reasoned, timely, and sound decisions.
• Fosters teamwork.

Department:

APDAI Asia and Pacific Department Immediate Office

Hiring For:

A09, A10

The IMF is guided by the principle that the employment, classification, promotion, and assignment of staff shall be made without discrimination against any person. We welcome requests for reasonable accommodations for disabilities during the selection process. Information on how to request accommodations will be provided during the application process.