Office Manager - COMAI

Work for the IMF. Work for the World.

 

The Office Manager (OM) will be responsible for the smooth functioning of administrative matters in the department. The OM will ensure that all administrative procedures are carried out in an efficient, streamlined manner, and in accordance with Fund policy. The OM works closely with the HR and budget teams on a range of departmental activities.

Reporting to the Deputy Director of COM and working closely with the HR and budget teams, the OM will:

• Lead and coordinate administrative matters in the department, facilitating effective A1-A8 staff work practices, monitoring and reporting staff leave (including extended sick leave requests and liaison with Broadspire), overtime, and departmental training requests.

• Administer, oversee and/or deliver a range of HR-related activities such as recognition programs, N12 issuance, support processing of Requests for Personnel Actions (RPAs), HRMS reports, departmental HR newsletters, departmental access rights (MyITAccess), departmental events and retreats, and overtime reports and contractual timesheets.

• Coordinate office space operations and planning, offering solutions and alternatives to meet staff needs.

• Facilitate onboarding, coaching, mentoring and training of administrative staff, including serving as the first point of contact for work environment concerns. The OM will address conflict in a timely manner and facilitate resolution, ensuring all parties are treated with fairness and respect. Additionally, the OM will provide guidance on available resources and escalation channels.

• Participate in regularly scheduled HR and budget meetings, supporting personnel matters (recruitment, assignment, career development, performance management) and budget issues for the HRBP/SHRP/Line Managers and COM’s senior leadership team.

• Act as Alternate Budget Officer, providing support and procedural advice.

• Work on ad-hoc projects and initiatives as requested by the COM Front Office and/or SHRP/SBM.

Minimum Qualifications

At Grade A9, 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.

The candidate must demonstrate the following skills:

• Thorough knowledge of office management and Fund and departmental administrative policies and procedures.

• Ability to effectively assign A1-A8 administrative staff, monitor work assignments, stay on top of A1-A8 group issues as well as bring them to the table for follow-up, provide feedback and respond to the department's changing work demands; experience in using recruiting/screening techniques is desirable.

• Good knowledge of current IT-based office equipment and applications software including HRPROD, FINPROD, and IBBIS; and be proficient in creating and manipulating spreadsheets and databases used in the Fund.

• Excellent interpersonal skills and proven ability to establish effective relations with staff at all levels and from different cultures, including fostering a collaborative work environment; strong oral and written communication; demonstrated ability to proactively address potential areas of conflict.

• Ability to establish priorities and make timely decisions, manage multiple tasks effectively, establish protocols and standards for core A1-8 responsibilities, and stay calm under pressure.

• Initiative and sound judgment, strong drafting skills, and good problem-solving ability.

Department:

COMAI Communications 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.