• Administrative Assistant
• Accounting Assistant
• Driver

ROLE OVERVIEW

Under the supervision of the ECOWAS Regional Radio Manager, the incumbent shall coordinate the Administrative and Finance functions of the directorate.

ROLE AND RESPONSIBILITIES

·       Assist with the coordination, planning and control of the activities of the Directorate.

·       Manage the preparation of the directorate’s budget.

·       Monitor the implementation of the directorate’s budget and programmes.

·       Contribute to the development of the Directorate’s budget.

·       Identify the operational needs of the organisation.

·       Develop and supervise the implementation of the organisation’s Annual Procurement Plan;

·       Ensure the smooth operation of the ongoing administrative functions including work environment, space, equipment, information storage and retrieval system.

·       Monitor payments to vendors and individual contractors for services rendered.

·       Coordinate shipment/freights, customs clearances, and the preparation of all related documentation.

·       Validate information provided to staff regarding office administration, IT procedures,

·       Assist with planning, organizing, and overseeing the administrative functions.

·       Assist with monitoring and meeting the administrative and material needs of the directorate and in the preparation, storage and retrieval of requisite records.

·       Provide administrative support for the procurement process.

·       Prepare the periodic status reports, including drafting of briefs, minutes of meetings, speeches, letters, and other relevant documents as needed for review.

·       Ensure a properly maintained filing system for administrative documents.

·       Preparation of the agenda of meetings and supporting material for distribution.

·       Performing the daily, weekly, and monthly financial activities that are required for the proper preparation of financial statements.

·       Oversee and review posting of transactions into the accounting system.

·       Prepare periodic reports (monthly, quarterly, and annual financial reports, etc.).

·       Ensure bank reconciliations,

·       Supervise the work of subordinates, provide guidance, motivate, and mentor staff,

·       Perform other tasks which may from time to time be assigned by the supervisor.

ACADEMIC QUALIFICATIONS AND EXPERIENCE

• Bachelor’s degree in Administration, Finance, Social Sciences or Humanities or in a related from a recognized University.
• Five (5) years of professional experience in procurement, managing finance and budget operations in international or multinational organizations.
• knowledge of ECOWAS financial regulations, administrative procedures, procurement Tender Code and staff regulations.
• knowledge and technical competence to consolidate financial statements for inclusion in ECOWAS financial statements to be audited, and ability to respond to internal/external audit observations.
• In-depth practical knowledge of cash management practices, policies and procedures, and the ability to make appropriate recommendations to improve their accuracy, security timeliness and efficiency.

• AGE LIMIT

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

ECOWAS KEY COMPETENCIES

• Ability to execute tasks, contact colleagues and contribute as needed towards decision-making to ensure tasks are completed in a timely manner.
• Ability to respect the chain of command in an appropriate manner.
• Ability to guide own work by setting and monitoring goals with strong personal initiative and commitment to ECOWAS.
• Ability to model and advocate for compliance, good work ethics, flexibility and persistence to get job done coupled with an ability to influence positive teamwork and cooperation.
• Ability to work in teams to carry out semi-routine work including assigning work, training and checking work.

·       Excellent interpersonal skills to engage with clients in positive exchanges that establish mutual expectations and understanding and reduce uncertainties and conflicts.

·       Ability to keep clients informed on matters of relevance to expectations, establishing “bring forward” systems and introducing other procedures/techniques to ensure that service standards are maintained.

·       Ability to make decisions based on guidelines, procedures and precedents and maintain confidentiality and discretion with clients.

·       Good judgment and demonstrated ability to be assertive – rather than passive or aggressive when interacting with clients.

·       Well-developed problem-solving, critical thinking and conflict-resolution skills.

·       Ability to perceive the moods and feelings of others, and to understand the attitude, interests, needs, and perspectives of others.

·       Well-developed ability to relate well with people from varied backgrounds, open to understanding diverse cultural differences especially within West Africa

·       Ability to listen attentively to people’s ideas, requests, and concerns and to explain to others the need for diversity management in everyday workplace practices.

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

·       Ability to factor in diversity when providing services, responding to requests, recognizing and releasing preconceived notions and stereotypical views of certain groups and individuals.

• Basic understanding of the ECOWAS organization mandate and its functions.
• Ability to explain the functional area assigned to and the contributions it makes to the organization and its mandate.
• Knowledge of ECOWAS semi-routine procedures, processes, and practices as it relates to assigned responsibilities and information systems.
• Ability to apply ECOWAS standards in emailing, reporting, correspondence, etc. and to contribute to implementing associated changes as directed.

·       Ability to carefully review and check the accuracy of the information in work reports provided by management, management information systems or other individuals.

·       Good knowledge of office monitoring indicators of relevance to own work and ability to provide brief reports or updates

·       Ability to edit, check, track and review documents prepared by others and reorganize data or information according to instructions using latest technology.

·       Efficiently retrieves, inputs, edits, formats, transmits and links electronic file data used for analysis and understands data management operations.

·       Ability to condense information and/or produce concise summary notes to help others with decision-making, problem-solving and/or assessment of work.

·       Demonstrated computer skills to communicate using tools, to write and format documents appropriately for presentation, the web, proposals, reports, and other documents.

·       Ability to proofread, edit and revise documents to ensure they follow standard conventions for punctuation and mechanics and formatted in accordance to ECOWAS communication standards

·       Ability to relay/redirect complete and accurate messages to appropriate persons/departments.

• 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 organize information and materials for others, solving minor problems and checking for completeness and compliance to standards and instructions.

·       knowledge of techniques to prioritize tasks in fast paced workplace with frequent interruptions and moving deadlines and adaptability/ flexibility to meet work expectations.

·       Understanding and adherence to the policies, procedures and guidelines required to support the ECOWAS planning cycle at the individual and organizational level.

·       Good initiative with an ability to identify what needs to be done and take action in a proactive manner.