Administrative Assistant (Local)

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Administrative Assistant (Local)

Operations

Work for the IMF. Work for the World.

The IMF’s Southeast Europe Technical Assistance Center (SEETAC) located in Rome, Italy is seeking to hire a highly qualified Administrative Assistant to support its center operations, starting on October 5, 2026. SEETAC is a new IMF’s Regional Capacity Development center covering six Western Balkan countries (Albania, Bosnia and Herzegovina, Kosovo, Montenegro, North Macedonia, Serbia) and Moldova.

The position is offered as a one-year local contractual appointment, with the possibility of renewal for  successive terms of up to three years, subject to continued need and satisfactory performance.

Candidates must be nationals or residents of Italy or be able to independently obtain a valid work permit before starting employment with the Fund to be considered. Proof of nationality, residency, and/or work authorization will be required prior to starting employment. The IMF will not sponsor or assist with  obtaining work permits.  

Job Summary

Under the general guidance of the Head of Office and the supervision of the Office Manager (OM), the Administrative Assistant (AA) provides secretarial and administrative support to the center’s professional staff, including the Regional Advisors (RAs), in close coordination with other Administrative Assistants.  The AA is expected to back up others during absences and periods of heavy workload and perform similar assigned work. 

Duties and Responsibilities

Within limits of delegated authority, the Administrative Assistant (AA) undertakes the following duties and responsibilities: 

• Working closely with regional advisors 
• Assists the advisors in coordination and follow-up on Technical Assistance (TA) activities with authorities.  
• Prepares informal translations from/to: English, Italian as needed.
• Follows up with the advisors on TA activities and makes sure all needed correspondence and  mission documents are sent and filed properly: mission information sheet, briefing paper, back-to- office report etc.).
• Creates and sends virtual meeting details to mission members and ensures that there are no  technical difficulties at the launch of the meeting. 
• Assists the RAs in flight booking and hotel reservation for their activities to get better deals from  local travel agencies, in consultation with the OM.  
• Follows up with the respective RAs on TA summaries to feed the newsletter.
• Formats, edits, and disseminates TA related material
• Prepares and coordinates logistics for regional workshops, webinars, and outreach events. 
• Prepares and sends invitations.
• Follows up on confirmation and attendance.
• Books flights and hotel reservations for participants in workshops in consultation with OM.
• Creates online surveys using survey platforms.
• Conducts connectivity tests with the panelists and interpreters (online).
• Creates participant lists and uploads them on the IMF training platform interface.
• Coordinates related outreach material (web notes, social media posts, etc.). 
• Prepares, edits and disseminates Technical Assistance (TA)-related documents.

Other administrative matters

• Assists with logistics for the annual Steering Committee meeting as advised by the Senior Administrative Assistant (SAA) and OM
• Liaises with the Ministry of Foreign Affairs, with the guidance of SAA, on matters related to SEETAC Director and resident advisors such as: Diplomatic cards, shipment of personal belongings, etc. 
• Handles the issuance and renewal process of UN IDs for SEETAC staff in coordinating with SAA
• Orders stationary in coordination with SAA and OM
• Keeps track of proper filing system on SEETAC shared drive (with the OM and SAA guidance), NEXUS system and Partners Connect
• Takes minutes during meetings
• Processes expense reports for short-term experts
• Performs other duties when needed and backs up the work of the other administrative assistants

Qualifications

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. The selected candidate should have proven track record of working in a dynamic work environment with a growing office. Five or more years of relevant experience.

Skills

• Strong office administration skills with attention to detail and accuracy; excellent organizational and time-management; good interpersonal and teamwork; 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. Given time differences with IMF headquarters and different working days for member countries, occasional work hour flexibility is required 

Language Requirements

Fluency in oral and written Italian and English is required.

The IMF is guided by the principle that the recruitment, classification, and assignment of staff are conducted without discrimination. We welcome requests for reasonable accommodation for individuals with disabilities during the selection process. Information on how to request such accommodation will be provided during the application process.

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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.