Office Manager (Mcmai)

Work for the IMF. Work for the World.

The Monetary and Capital Markets Department (MCM) is seeking to hire an Office Manager. The selected candidate will implement and coordinate a range of administrative procedures. Reporting to the Assistant to the Director, the selected candidate would work closely with senior staff on the management and mentoring of Grades A1-A7 Administrative Coordinators and the specific personnel issues pertaining to this group. The selected candidate will procure services from relevant support departments; and facilitate the smooth administrative functioning of the department.

Description

In addition to the duties and responsibilities outlined in the job standards, the Office Manager (OM) will report to the Strategic HR Partner (SHRP), and will also work closely with the Human Resources Business Partner (HRBP), and in coordination with the Resource Management (RS) division in performing the duties.

Main Duties and Responsibilities

• Coordinates the A1-A7 Administrative Coordinators: providing individual feedback and advice, including during Annual Talent Management Exercise (ATME); managing assignments and resourcing across units, ensuring coverage across units during absences (including using temporary staff and informal pipelines) through HRD's SOS pool, 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.

• Assists in recruitment, supports hiring manager in the process; for example, determining shortlists, and sitting on both institutional and departmental interview panels as needed.

• Conflict resolution: first point of contact for A1-A7 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.

• Responds to general enquiries on administrative processes and policies: first point of contact for queries outside the focus of HR issues, e.g., office space protocols, etc.

• Assists the SHRBP/HRBP and senior staff in managing A1-A7 Administrative Coordinators and personnel issues pertaining to this group of staff, including: recruitment and staffing, distribution and planning of workload, coordination of cross-departmental assignments to meet heavy and changing work demands and to help build bridges between units, performance assessment, career and skills development, and training including Workday transactions.

• Provides leadership on office administration matters, seeking ongoing improvement in departmental administrative practices, ensuring that procedures are carried out and communicated efficiently and effectively and in accordance with Fund and departmental policies. This includes the responsibility of coordinating the departmental office space planning.

• Monitors budget for overtime, temporary support and contractual assistants; discretionary budget, except business travel and IT; monitors vacancy lag for MCM staff and overall staffing levels at the division and departmental levels relative to allocated FTEs; and keeps track of incoming/outgoing staff.

• Works closely and maintains administrative support on Fund-wide and departmental initiatives (e.g., Assistant Mobility Program, Fund Recognition Program, and other special events).

• Works closely with RS division on FTE and positions management.

• Coordinates information technology-related work, including technology training, network requests, HRPROD, FINPROD, and liaising with IT.

• Oversees telework requests and manages its submission to HRD.

• Leave usage: monitoring and reporting on staff leave usage, CWS, compensatory leave, and overtime usage, and coordinate with the Budget Officer on applicable budget(s).

• Administration and oversight of recognition programs and mentoring program; contingent worker management; N12 issuance; management of departmental access rights (My IT Access); approval of overtime reports and contractual timesheets and other ad hoc responsibilities.

• Manages facilities/office space requests and other related issues: oversight of all procedures related to facilities/office space, including staff moves, and liaison with CSF on associated workspace issues, including how staff will be accommodated for rotational presence, and other logistical constraints.

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

• Provides HRMS reports when required.

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.

At Grade A10, 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, and a minimum of two years of relevant professional experience; or a bachelor's degree, supplemented by a minimum of eight years of relevant professional experience in

general administration, office management; or a minimum of two years of professional administrative experience at Grade A9, 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.

A regular staff member who is selected to fill the vacancy will maintain their open-ended status. 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.

Contractual employees are ineligible to apply for staff positions that are advertised internally only. This is in alignment with the Fund's Categories of Employment (CoE) framework EBAP/14/89.

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:

MCMAI Monetary and Capital Markets Dept. Immediate Office

Hiring For:

A09, A10

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.