Administrative Coordinator / Senior Administrative Coordinator (INV)

Investment Office Administrative Assistant

Work for the IMF. Work for the World.

The Investment Office (INV) is responsible for the investment and management of the Staff Retirement Plan (SRP) and Retired Staff Benefits Investment Account (RSBIA). SRP ($1.5 billion) and RSBIA ($4 billion) are currently structured as globally diversified portfolio across 7 asset classes (Global Equities, Emerging Market Equities, High Income, Real Assets, Enhanced Cash / Absolute Return, Alternative Investments, and Global Fixed Income).

The selected candidate will work for the Head of Investment Office and the Investment Office (INV) staff. The successful candidate is expected to perform a range of administrative duties to ensure effective functioning of INV. The successful candidate will be expected to execute certain tasks independently, apply sound judgment, engage collaboratively with diverse teams and external parties, and maintain discretion in handling sensitive information.

Major Duties and Responsibilities

The selected candidate is expected to play an integral role in assuming the following key administrative duties :

• Coordinate the administrative workflow of the Investment Office; manage and keep track of all absolute and shifting priorities.
• Coordinate and organize meetings of the Investment Committee, Pension Committee, and Advisory Group, and prepare and distribute meeting materials in a timely manner.
• Handle meeting arrangements on behalf of the Head of Investment Office with IMF Management, Investment Committee members, Pension Committee members, Advisory Group members, external investment managers, consultants and other financial services providers, and staff.
• Organize INV business meeting venues.
• Coordinate Governing Bodies' nominations processes.
• Proofread and edit correspondence and reports as directed and in accordance with Fund style (e.g., Pension Committee Report, Investment Committee Meeting Minutes, Investment Memoranda to Investment Committee, etc.).
• Disseminate transaction instructions and documents to the Fund custodian, investment managers, and administrators.
• Maintain investment managers contact information, and calendar of investment manager conferences and annual meetings.
• Assist with managing INV's relationship with the Investment Committee (IC), including : tracking IC requests; preparation of draft IC meeting agenda; preparation of binders and material for IC meetings, including proofreading, editing, and timely dissemination to IC; and uploading various documents for IC to OneDrive.
• Ensure adherence to INV's internal compliance, operational and control procedures.
• Handle proper filing of documents, including electronic correspondence and reporting from investment managers. Ensure accuracy and quality of files while using judgment as to the integrity and completeness of the files.
• Coordinate distribution of the annual SRP Participants Report, including preparation of distribution lists (IMF staff, and retirees), cost analysis, coordination with printing services and Mailroom.
• Assist with the update, filing and distribution of INV authorized signatories document, tax forms and Know-Your-Customer documents.
• Assist with obtaining authentications / apostilles for investment-related documents.
• Handle specialized subscriptions to publications, and an array of professional memberships.
• Process INV staff travel arrangements and travel claims.
• Maintain INV website.
• Provide general office support and event planning.
• Other duties as assigned.

Minimum Qualifications

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.

In addition to the qualifications set forth in the job standards, the selected candidate must possess :

Only candidates who are currently residing in the Washington DC metro area may be considered. Candidates need to have passed the IMF Office Assistant Exam to be considered for this position.

Department : INV Investment Office

Hiring For : A05, A06

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.