Administrative Assistant (Local)

The Administrative Assistant provides secretarial and administrative support to the IMF Southeast Europe Technical Assistance Center's professional staff, including Regional Advisors. The role involves coordination of technical assistance activities, logistics for events, and general office administration under the supervision of the Office Manager.

Responsibilities

• Assist Regional Advisors in coordination and follow-up on Technical Assistance activities with authorities.
• Prepare informal translations from/to English and Italian as needed.
• Follow up with advisors on TA activities and ensure all correspondence and mission documents are sent and filed properly.
• Create and send virtual meeting details and ensure no technical difficulties at meeting launch.
• Assist Regional Advisors in flight booking and hotel reservations in consultation with the Office Manager.
• Follow up on TA summaries to feed the newsletter.
• Format, edit, and disseminate TA related material.
• Prepare and coordinate logistics for regional workshops, webinars, and outreach events including invitations, confirmations, and attendance.
• Book flights and hotel reservations for workshop participants in consultation with the Office Manager.
• Create online surveys and conduct connectivity tests with panelists and interpreters.
• Create participant lists and upload them on the IMF training platform interface.
• Coordinate related outreach material such as web notes and social media posts.
• Prepare, edit and disseminate Technical Assistance related documents.
• Assist with logistics for the annual Steering Committee meeting.
• Liaise with the Ministry of Foreign Affairs on matters related to SEETAC Director and resident advisors.
• Handle issuance and renewal process of UN IDs for SEETAC staff.
• Order stationery and keep track of filing system on SEETAC shared drive, NEXUS system and Partners Connect.
• Take minutes during meetings.
• Process expense reports for short-term experts.
• Perform other duties as needed and back up other administrative assistants.

Requirements

• Completion of secondary education; training in business, finance, human resources, administration or related fields is required.
• A bachelor’s degree from an accredited university is preferred.
• Five or more years of relevant experience.
• Strong office administration skills with attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Good interpersonal and teamwork skills.
• Effective written and verbal communication skills.
• Demonstrate flexibility, attention to detail, dedication, a strong drive for results, solid problem-solving skills, and the ability to work under tight deadlines.
• Ability to learn new tasks and IT systems pertinent to the IMF; pursue training, as necessary; and be comfortable in a multi-cultural office.
• Advanced working knowledge of Microsoft Word, Excel, PowerPoint, Copilot, and video conferencing tools (Teams, WebEx, Zoom) are essential.
• Appropriate discretion in dealing with sensitive material.
• Ability to work closely with IMF headquarters in Washington with occasional work hour flexibility due to time differences.
• Fluency in oral and written Italian and English is required.

Skills

• Office Management
• Time Management
• Written Communication
• Verbal Communication
• Problem Solving
• MS Word
• MS Excel
• MS PowerPoint
• Copilot Agent
• Video Conferencing Tools
• Teams
• Webex
• Zoom
• Event Logistics Management
• Secretarial Support
• Multicultural Office Experience
• Discretion Handling Sensitive Material

Languages

Italian, English