UA 26,446.85/USD 41,727.84

UA 31,098.30/USD 49,066.90

ROLE OVERVIEW

Under the overall guidance and supervision of the Principal Officer, Regional Security, the Programme Assistant, Regional Security provides administrative and Programme assistance to Regional Security Programme and ensures efficient day-to-day functioning of administrative processes in the Division.

ROLE AND RESPONSIBILITIES

• Assist and facilitate the Division’s meetings and all related activities.
• Aid Regional Security Programme and ensures efficient day-to-day functioning of administrative processes in the Division.
• Contribute to the implementation of the Regional Security Programme.
• Manage incoming and outgoing mail for the Division.
• Follow up on all mails, recording and archiving the same in clearly labeled folders.
• Prepare reports of appropriate research results, contribute to writing papers, summaries, briefs, reports, minutes, speeches, memos, letters, and other written documents.
• Assist the Head of Division and Programme Officers in the development of output as may be necessary to achieve the objectives of the Regional Security Programme.
• Maintain appropriate databases, keep accurate printed and electronic records, and ensure that records are stored securely, maintain confidentiality of all stored official and personal data in line with the provisions of relevant data protection laws.
• Liaise with and follow up correspondence with other Directorates and Departments of the ECOWAS Commission.
• Assist in the organization of capacity building, conferences, meetings, sensitization workshops, dialogues, missions, and other events in the Regional Security Division.
• Monitor all communications relating to the Regional Security Programme and forward critical communications to the Head of Division or relevant Programme Officers.
• Prepare of requisition for supply of stationeries for office use.
• Covers the weekly meeting of the division.
• Undertake other duties as may be assigned by the line supervisor.

ACADEMIC QUALIFICATIONS AND EXPERIENCE

• Brevet technician (BT)/OND or equivalent in Arts, Humanities or Social Sciences including Political Science, International Relations, Peace and Security Studies, Criminology, Law, or a relevant field.

·       Minimum of 5 years of progressively responsible experience in Programme or project administration, technical cooperation, or related area.

·       Experience working in an international organization or at a multi-country level is highly desirable.

·       Knowledge of and ability to identify the required resources for programs/ projects and to perform specific specialized activities aimed at effective and efficient functioning of the Programme team.

·       Knowledge of internal policies, processes, and procedures generally and those related to Programme/project administration, implementation and evaluation, technical cooperation, programming, and budgeting.

·       Demonstrated knowledge of project management methods (including budget management, reporting monitoring and evaluation

·       Experience in record keeping, report writing, and Programme assistance is required.

·       Ability to establish and maintain positive working relationships with colleagues is required.

·       Ability to set priorities and work within a work schedule.

·       Ability to work efficiently under pressure, and to juggle tasks and meet deadlines.

·       Knowledge of the ECOWAS Commission and its mandates and relevant instruments in peace and security will be an advantage.

AGE LIMIT

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

ECOWAS KEY COMPETENCIES

• Ability to assume a credible presence when explaining rules, standards, and expectations (e.g. deadlines) to ensure compliance and work expectations are met.
• Ability to motivate self and/or others to engage in discussions that will result in recommendations to improve processes, templates, or other work tools.
• Ability to engage in positive approaches to teamwork, participate actively in discussions and the achievement of team goals.
• Ability to take responsibility for own career and performance with the occasional guidance from the supervisor/mentor.
• Ability to build capacity of self and others by sharing knowledge, tools, expertise and experience with others to remain proficient and well informed in the execution of assigned role.

• Well-developed interpersonal, listening, and multitasking skills with a good understanding of client service responsibilities and role in representing ECOWAS values in all interactions.
• Ability to take initiative to resolve routine problems associated with assigned tasks using good judgment in involving colleagues or superiors as required.
• Ability to work as part of a team with the ability to explain client interactions to resolve concerns, problems and improve services.
• Ability to manage own time effectively and organize own work area in a manner that will meet performance expectations related to assigned client services.
• Ability to direct people to the appropriate source for further information and ask for help when overwhelmed with client demands.

·       Ability to apply culturally relevant and appropriate approaches with people from diverse cultural backgrounds.

·       Good diversity management skills to interact with individuals in a manner that is culturally appropriate and in accordance with ECOWAS rules/policies.

·       Ability to recognize preconceived notions and stereotypical views of certain groups and individuals and to successfully adopt inclusive and culturally appropriate behaviors.

·       Good knowledge of diversity management as it relates to daily work expectations and assigned tasks.

·       Good knowledge of the ECOWAS mandate and operational goals of relevance to assigned responsibilities.

• Ability to keep up to date with Departmental activities, schedules, and goals of pertinence to own work team, functional area.

·       Excellent knowledge of ECOWAS procedures relevant to assigned work and the ability to apply sound judgment in their application.

·       Demonstrated strong interest and commitment to ECOWAS values and activities in daily assumption of duties.

• Excellent ability to maintain, process and provide accurate information as part of assigned tasks.
• Ability to organize files and information for easy retrieval and record keeping.
• Ability to spot mistakes, act promptly to correct them and learn from experiences.
• Knowledge and ability to challenge and question fundamental assumptions regarding accepted ways of doing things in the spirit of improvement.

• Excellent ability to use current technology to communicate effectively e.g. office software programs, including spreadsheets, word processing and graphic presentation software; ability to type and format presentations, reports, manuals, newsletters, website content.

·    Well-developed information sharing skills using technology and in accordance with established processes and practices.

·    Advanced verbal assertiveness and communication skills with a demonstrated ability to acknowledge and understand the validity of others’ viewpoints and to respond in a constructive manner.

• Fluency in one of the three ECOWAS official languages (English, French & Portuguese)

• Ability to allocate time for specific task in a manner that will meet deadlines and quality/quantity expectations.
• Good organizational skills with an excellent ability to break down work into smaller parts and focusing on the most important steps first.
• With appropriate guidance, ability to contribute to maintaining organizational performance standards throughout implementation of new processes, practices and plans adopted by the Department and of relevance to assigned tasks.
• Ability to monitor progress and to consider new goals in the context of assigned responsibilities.
• Ability to follow through with commitments made to others.