| Applications should be sent to: b45officeaidebanjul@ecowas.int
Deadline For Application : 15th May 2024
ROLE OVERVIEW
The incumbent who is under the Direct supervision of the Office Manager, is responsible for managing the administrative functions of the office including maintaining paper and electronic files, providing notes and records of meetings, and managing office supply inventories.
ROLE AND RESPONSIBILITIES
- Establish, maintain, and update the filing system for the Directorate.
- Receive and record incoming and outgoing mails/circulation and dispatch services.
- Knowledge of Ms Office.
- Assist in e-archiving and e-filing of documents using software such as ECM, for easy retrieval when the need arises.
- Manage documents (in-coming and out-going, filing of letters).
- Assist to follow-up on documents submitted for signature or approval.
- Retrieve needed information from files.
- Seek direction, clarity, and accuracy of the final copy of the document.
- Assist in Office management.
- Assist in Reprographic services.
- Manage office supply inventories.
- Answering telephone calls.
- Relaying messages.
- Receiving guests/visitors.
- Responding to inquiries.
- Perform any other duty assigned by the superiors.
ACADEMIC QUALIFICATIONS AND EXPERIENCE
· West African School Certificate or equivalent certificate.
· 2 years of demonstrated experience working in an office as an intern, entry-level office worker or receptionist.
· practical experience completing simple highly routine clerical and office tasks requiring minimal judgment and limited knowledge of office procedures.
· understanding of processes and procedures of relevance to assigned responsibilities.
· Ability to quickly assimilate and apply standard office routines and tasks to complete assigned tasks according to performance expectations.
AGE LIMIT
Be below 50 years old. This provision does not apply to internal candidates.
ECOWAS CORE COMPETENCIES
- Understands own role in the team, making every effort to contribute in a meaningful way.
- Adapts quickly (i.e., early adopter) to new ways of doing things.
- Ability to follow simple instructions and to consistently completes work in a timely manner.
- Ability to learn from others, on-the-job and independently by reading instructions, guidelines, and work manuals.
- Ability to interact with others in a candid, timely and straightforward manner.
- Proven ability to communicate general information in an accurate and customer-friendly way.
- Capable of dealing with difficult clients or situations in an effective manner, understanding own limitations and when to call for assistance.
- Knowledge of ECOWAS diversity management and multiculturalism
- Ability to interact with others in a manner that is adapted and that respects multicultural and diversity policies/expectations.
- Ability to ask questions to clarify multicultural and diversity expectations in the day-to-day execution of assigned tasks and learns from experiences.
- Clearly understands the goals and targets of assigned work.
- Broad knowledge of the mandate of the organization.
- Ability to understand, apply and explain ECOWAS procedures and work instructions.
- Ability to display values in the execution of assigned duties that reflect ECOWAS expectations e.g., honesty, trustworthy, integrity.
- Keeps high quality records that are easy for others to understand.
- Good knowledge of who to seek within ECOWAS for information important to the executing assigned duties.
- Ability to writes with correct grammar and spelling and draws reasonable conclusions from written instructions.
- Fluency in one of the three ECOWAS official languages (English, French & Portuguese);
- good written communication skills to understand correspondence/emails and reply accordingly.
- Ability to use technology as determined by assigned responsibilities and internal standards.
- Approaches and carries out all duties in a thorough and organized manner.
- Ability to identify and appreciate the urgency and importance of different tasks.
- Knowledge of the need for quality record keeping in planning and implementation of assigned tasks.
- Ability to execute tasks in accordance with step-by-step instructions.
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