UA56,591.37 / USD 89,289.87

Deadline For Application : 15th May 2024

ROLE OVERVIEW:

Under the supervision of the Office Support Officer, the incumbent shall oversee the activities of the Registry. This primarily relates to record-keeping and management of the mail/courier services, including overseeing the filing system, ensuring compliance with document retention policies, and facilitating the retrieval of information when needed. The Registry Officer is a key contributor to maintaining an organized and accessible record-keeping system.

ROLE AND RESPONSIBILITIES

• Develop and implement efficient record-keeping systems for both physical and electronic documents.
• Classify, file, and maintain records in accordance with established procedures and document retention policies.
• Supervise mailroom activities, including the sorting and delivery of in-coming and out-going mail.
• Facilitate the timely retrieval of documents and records as requested by authorized personnel.
• Maintain an organized filing system to enable quick and accurate access to information.
• Safeguard confidential and sensitive information through secure storage and access controls.
• Implement security measures to protect records from unauthorized access, damage, or loss.
• In collaboration with the HR Department provide training to staff on proper document handling, filing procedures, and record-keeping best practices.
• Foster awareness of the importance of accurate and organized record-keeping throughout the organization
• Conduct regular audits of the filing system to ensure compliance with standards.
• Implement quality assurance measures to maintain the integrity of the records.
• Collaborate with other departments to streamline document workflows and information sharing.
• Work closely with IT and relevant stakeholders to ensure the seamless integration of electronic document management systems.
• Ensure the accuracy and completeness of documents before filing.
• Establish and enforce document control procedures to track revisions and updates.
• Arranges out-going shipments.
• Ensures that accurate records are kept on all in-coming and out-going mail.
• Arranges for timely dispatch/distribution of mail.
•  Arranges package pick-ups.
• Vet and submit courier – related bills for prompt payment.
• Propose new approaches to efficient service delivery.
• Carry out other duties as may be assigned.

ACADEMIC QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree or equivalent) in Information Management, Records Management, Public Administration, Business Administration, management, or a similar field.
• 5 years of experience in registry and documentation support functions.
• thorough knowledge of ECOWAS rules and regulations on the control and limitation of documentation.
• developed knowledge in record-keeping and management of the mail/courier services.
• Certification in Records Management or a related field is a plus.

AGE LIMIT

Be below 50 years old. This provision does not apply to internal candidates.

ECOWAS KEY COMPETENCIES

·       Ability to persuade/influence others to consider a certain point of view, adopt a new idea or implement new methods and practices.

·       Ability to lead a team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well-defined set of activities.

·       Ability to respect the chain of command in an appropriate manner.

·       Ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions or alternatives for approval.

·       Ability to utilize the Code of Ethics to manage self, others, information and resources.

·       Ability to mentor others and create feedback loops with supervisors, colleagues and subordinates to build strong working relationships and improve performance.

·       Contribute to maintaining organizational unit’s performance goals and standards.

·       Interpersonal skills with the ability to keep a client informed of progress or setbacks in projects of relevance to the timeline, quality, and quantity.

·       Ability to proactively interact with clients and build strong trusting relationships based on mutual respect and regular discussions.

·       Ability to establish and sustain professional credibility with clients/stakeholders in a manner that anticipates their needs, mitigates issues and that carefully balances professional obligations with the need to be sensitive and responsive to their needs.

·       Ability to counsel, advise, consult, and guide others on matters pertaining to assigned client service responsibilities and established client service standards.

·       Demonstrate respect for cultural differences, fairness, and ability to relate well with People from varied backgrounds, nationality, gender, ethnicity, race, and religion.

·       understanding of diverse cultural views especially within West Africa, with sensitivity to group differences; ability to challenge bias and to practice tolerance and empathy.

·       Ability to listen actively, consider people’s concerns and apply judgement, tact, and diplomacy.

·       Ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths.

·       Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

·       Ability to encourage, empower, and advocate for people in an unbiased and transparent manner.

·       Knowledge of ECOWAS institutions, sectors, programmes, and policies.

·       Knowledge of ECOWAS internal operational requirements of programs, projects, services, and systems required to achieve work assignments and meet performance goals.

·       Knowledge of rules and procedures of ECOWAS associated assigned responsibilities and ability to explain these clearly to others.

·       Knowledge of the ECOWAS culture, structures and performance issues and priorities impacting assigned responsibilities.

·       Knowledge of member states development trends, indicators, challenges, and opportunities as it relates to project/programme assigned to own position.

·       Ability to study data/information from a variety of sources, identify anomalies, trends and issues, present findings, and make recommendations.

·       Ability to break down problems or processes into key parts to identify and solve gaps in service, quality assurance, compliance, and performance targets.

·       Knowledge of and ability to apply techniques to generate creative ideas and new approaches to meeting goals.

·       Ability to use evidence and research to inform policies and programs and identify relevant and appropriate sources of information, including stakeholders, regional institutions and/or internal committees.

·       Demonstrate operational computer proficiency using appropriate tools.

·       Ability to make sound use of graphics and tables to effectively present numerical data to write semi-complex technical reports/proposals and edit/check templates, letters, etc.

·       Ability to convey information clearly and concisely in a succinct and organized manner through both writing and verbal means,

·       Exhibit interpersonal skills, make presentations, express opinions, and debate ideas with others in a constructive manner.

·       Proficiency in information communication technologies (ICT).

·       Fluency in oral and written expressions in one of the ECOWAS official languages of the Community (English, French & Portuguese). Knowledge of an additional one will be an added advantage.

·       Ability to develop and implement an individual action plan for achieving specific work goals.

·       identify, organize, and monitor tasks throughout to facilitate execution.

·       Ability to contribute and/or lead on projects as per accepted project management standards and techniques, to co-ordinate contributions by others to set and meet deadlines.

·       Ability to organize work, set priorities, and work within timelines, giving attention to details, stakeholders, indicators, and risks.

·       Ability to identify, collect and assess indicators to monitor performance and to take proactive remedial action as required.