IMF - Sr. Facilities Assistant / Facilities Assistant (for Global Real Estate)

International Monetary Fund (IMF) Facilities and Workplace Management Division, Corporate Services and Facilities Department (CSF) Sr. Facilities Assistant / Facilities Assistant (for Global Real Estate)   Under the general supervision of the Section Chief of Global Real Estate, of the Facilities and Workplace Management Division in Corporate Services and Facilities (CSF) at IMF, the successful candidate will provide transaction and project management assistance, contribute to the management of the lease administration process, and provide direct and back-up budget and financial management support.   Duties and responsibilities  

• Support the lease renewal process with guidance from portfolio managers. Monitor lease critical dates report; and assist with lease renewal transactions (e.g., draft lease amendment, develop memorandum and supporting documentation, prepare lease termination/extension letters, walk-through forms)
• Assist portfolio and project managers with selected aspects of lease transaction and project management activities (e.g. procurement activities, due diligence documentation)
• Prepare payment schedules for lease payments; liaise with FIN and CSFPB. Prepare requisitions and change orders for purchase orders, maintain records, and distribute invoices to managers for approval; liaise with vendors and/or CSFPB to clarify and resolve billing discrepancies
• Conduct research, consolidate and prepare data analysis to support Section initiatives (e.g., develop market intelligence analysis; analyze lease data and present findings)
• Support the Section mandate by leading or contributing to special projects as needed, such as development of Request for Proposal documentation and evaluations, and process review and optimization initiatives.
• Identify opportunities to streamline services delivery, applying technical expertise and analytical skills to develop improvements through innovation.
• Prepare miscellaneous reports and analysis as needed, such as real estate portfolio trends and projections.
• Support document management efforts, including proper filing of lease and due diligence documents; adhere to records management and archiving policies and procedures for soft and hard copy originals
• Assist project managers in monitoring adherence to vendor contract terms and conditions; and assist coordination with vendors, consultants, and contractors to facilitate the administration of various programs and projects.
• Track account receivables for tenant lease arrangements and follow-up on irregularities; determine pass-through billings and annual reconciliations as required
• Track account payables for HQ based office leases and contracts; monitor administrative projects and adjust projections
• Assist with the recovery of advance rent payments and collection of security deposit at lease termination
• Prepare budget/expense data for submissions, quarterly reviews, accruals and ad hoc requests including special reports.
• Assist Section Chief and Portfolio Managers with the compilation of budget projections for: (i) Q3 outturn & FY field office lease budget development; (ii) quarterly & FY centrally funded field office budget; (iii) Division administrative and capital budget submissions for the Section
• Prepare annual end-of-fiscal-year accruals and budget reports; assist in the year-end closing of purchase orders

In addition to the set forth in the job standards, the successful candidate will have the following experience and skills:  

• Proficiency in using Microsoft Office tools (Access, PowerPoint, Project Professional, Word), expert knowledge of MS Excel (including pivot tables).
• Working knowledge of the Fund s financial systems (e.g., PeopleSoft Financials, Clarity, iBBS) to assist in the processing of requisitions, change orders, and invoices in the Fund s financial systems.
• Basic knowledge of project management principles.
• Familiarity with real estate leases, including standard terminology.
• Excellent interpersonal skills and the ability to prioritize and work with staff at all levels in other departments, divisions and vendor organizations.
• Strong database management skills, and the ability to logically organize, work and analyze large quantities of data.
• Working knowledge and familiarity with Fund budget management and financial accounting policies and procedures.
• Be flexible, diligent, detail-oriented, have a willingness to learn, and maintain a strong team-oriented attitude.
• Ability to manage multiple priorities without sacrificing accuracy and attention to detail.
• Able to perform effectively in a time sensitive work environment .