Office Manager - EURAI

Work for the IMF. Work for the World.

The European Department (EUR) has an opening for an Office Manager (OM) in its Immediate Office. The OM has a broad portfolio of responsibilities that support the smooth administrative functioning of EUR. The OM works closely with EUR's senior staff and HR and Budget teams on the recruitment, assignment, and mentoring of Grade A1-A8 Coordinators and on personnel issues pertaining to this group. The OM also coordinates office space and services/supplies and plans and executes EUR events. The position requires the OM to work with staff at all levels within EUR and across the Fund, responding to both planned and ad hoc requests.

Main Duties and Responsibilities

• Coordinates the work assignments of A1-A8 staff, supporting recruitment, assignment, operations, and career development, including through stretch assignments, training, and mobility and providing feedback and advice and contributing a cross-departmental perspective during the Annual Talent Management Exercise (ATME). In addition, the OM carries out the following:
  • Manages A1-A8 assignments within the department during absences and departures, ensuring sufficient coverage across the department (including temporary coverage from HRD's support team (SOS), as necessary).
  • Ensures timely and appropriate training in EUR and Fund administrative processes and tools.
  • Makes proposals to increase efficiency, effectiveness, and engagement or work processes of Coordinators and administrative functioning of the department.
• Closely works with hiring managers on the recruitment process of Coordinators, determining shortlists, administering testing, sitting on departmental or institutional interview panels, providing feedback to candidates, negotiating start dates, etc.
• Provides direct oversight of all procedures related to facilities/office space issues, working closely with unit teams, and liaising closely with CSF on workspace and environmental issues.
• Coordinates with relevant Units on the onboarding of staff (including office assignment, issuance of IT equipment, and responding to inquiries).
• Acts as primary contact for the Coordinators' group and elevates common issues of concern to EUR management.
• Is responsible for review, approval, and submission of payments to staff (including overtime, daily rate timesheets, and lump-sum payments), procuring items for staff using the P-Card, as well as meeting the monthly deadlines for the reconciling of purchases.
• Coordinates EUR departmental events (such as townhalls, retreats, holiday parties, multi-sports day, TODS, recognition awards, holiday party, etc.), providing administration and central oversight.
• Handles general inquiries and requests on administrative processes and policies including leave administration (annual, sick, emergency, compensatory, etc.)
• 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 refresh projects and trainings; and handles ad-hoc tasks.
• Other EUR duties: Administration and oversight of recognition programs; contingent worker management; oversight 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.

The OM reports to several supervisors in a coordinated manner, including the EUR Director and EUR Deputy Director who oversees administration and the EUR Strategic HR Partner (SHRP).

Minimum Qualifications

Minimum Qualifications

At grade A09, 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, supplemented by a minimum of six years of relevant professional experience in human resources administration, office management; or a minimum of two years of relevant 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

• 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.

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.

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. We welcome requests for reasonable accommodations for disabilities during the selection process.

Department:
EURAI European 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.