ROLE OVERVIEW

Under the supervision of the ECOWAS Representative Resident to the AU, the incumbent shall coordinate the Administrative and Finance functions of the Permanent Representation.

ROLE AND RESPONSIBILITIES

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

·       Manage the preparation of the Permanent Representation’s budget.

·       Monitor the implementation of the Permanent Representation’s budget and programs.

·       Contribute to the development of the Permanent Representation’s budget.

·       Identify the operational needs of the Permanent Representation.

·       Develop and supervise the implementation of the Representation’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/freight, 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 Permanent Representation 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.

·       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,

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

ACADEMIC QUALIFICATIONS

·       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 45 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 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 ability to keep a client informed of progress or setbacks in projects of relevance to 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 need, 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, 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.