Office Manager
30 Apr, 2024| JOB TITLE | Office Manager | |
| JOB CODE | 20003743 | |
| INSTITUTION | ECOWAS Commission | |
| GRADE | G4 | |
| AGENCY | ||
| ANNUAL SALARY | UA 26,554.40 USD 41,897.53 | |
| STATUS | Permanent | |
| DEPARTMENT | Office Of The President | |
| DIRECTORATE | Communication | |
| DIVISION | ECOWAS Regional Radio | |
| LINE SUPERVISOR | Head of the ECOWAS Regional Radio | |
| SUPERVISING | ||
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DUTY STATION |
LIBERIA |
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| Applications should be sent to: b46officemanagermon@ecowas.int
ROLE OVERVIEW Under the supervision of the Head of the ECOWAS Regional Radio, this position should play a vital role in the smooth running of the office. From welcoming visitors, to receiving of calls, fixing appointments, organizing the schedule of his/her superior, drafting of correspondence and filing documents, his or her duties will be critical to the daily activities of the office. In this regard, he/she should be quite accessible and responsive in the face of competing demands from both internal and external parties.
ROLE AND RESPONSIBILITIES • Management of the Supervisor’s schedule: Manage the Supervisor’s diary and schedule, organize and manage appointments; receive and welcome visitors; make telephone calls; verify in-coming calls to ensure their importance and possibility to respond or transfer to the supervisor. • Administrative Management: Organize meetings; receive, draft, type and make follow-up on administrative letters; book meeting rooms; request and provide supplies to the office. • Management of mail and documents: Create a recording system of in-coming and out-going mails; ensure e-archiving and e-filing of documents using ECM software for easy retrieval when the need arises; manage documents (in-coming and out-going, filing of letters); ensure follow-up on documents submitted for signature or approval. • Computer skills: Knowledge of Ms Office, ECM and other Ecolink software when it is possible. Demonstrate ability in word processing in English, French and/or Portuguese. • Check and confirm meetings for his/her Supervisor, upon the request of the Supervisor. • Responsible for receiving and placing calls. • Receive all correspondence and record them properly in the book of entry, proceed to the distribution of mail, receive, and ensure correspondences are delivered immediately to the appropriate person and prepare the output correspondence where applicable. • Draft routine correspondence upon request from the Supervisor. • Monitor and maintain stock of offices supplies in consultation with Administrative Officer. • Prepare and coordinate logistics for meetings. • Provide support with the protocol and events (booking, confirmation and purchase of tickets, hotel reservations, acquisition and renewal of visas, etc.) in cooperation with the Administrative Officer. • Perform any other duty assigned by the supervisor.
ACADEMIC QUALIFICATIONS AND EXPERIENCE • Brevet deTechnicien Superieur (BTS)/Ordinary National Diploma (OND) or equivalent in Secretarial Studies or Administration or a related field from a recognized higher institution. • Five (5) years’ experience in administrative services in an international organization. • Demonstrate advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills. • Knowledge of related computer software and ability to use relevant ECM modules for filing and archiving documents for proper storage, retrieval, and disposal of documents. • Demonstrated analytical skills and an understanding of the business processes to effectively interpret and anticipate office needs.
AGE LIMIT • Be below 50 years old. This provision does not apply to internal candidates.
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