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Office Manager (Bilingual Secretary)

                                                   JOB PROFILE
JOB TITLE Office Manager (Bilingual Secretary)
INSTITUTION ECOWAS Regional Competitive Authority (ERCA)
GRADE G5/G6/G7
ANNUAL SALARY UA20,581.97 USD32,474.24/UA24,770.16 USD39,082.35/UA29,051.08 USD45,836.80
STATUS Permanent
AGENCY ECOWAS Regional Competitive Authority (ERCA)
DEPARTMENT Trade, Customs, Free Movement and Tourism
DIRECTORATE Office of the Director, Administration & Finance
DIVISION
LINE SUPERVISOR Director, Administration & Finance
SUPERVISING
DUTY STATION BANJUL, GAMBIA
Applications should sent to: b20officemgrerca@ecowas.int

ROLE OVERVIEW

Under the supervision of the Director, Administration & Finance, the incumbent should play a vital role in the smooth running of the Department. From welcoming visitors, to reception 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 Department /Directorate. 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, organise 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: organise 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.

·     Perform any other duty assigned by the supervisor

 

ACADEMIC QUALIFICATIONS AND EXPERIENCE

·     HND or equivalent in Secretarial Studies or Administration or a related field from a  recognized higher institution;

·     6 years’ experience in administrative and  secretarial services;

·     Sound judgment and the ability to make reasonable decisions with little supervision;

·     Knowledge of related computer software and relevant ECM filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates.

 

ELIGIBLE CANDIDATES

Nationals of Gambia or other ECOWAS member-states resident in Gambia.

 

AGE LIMIT

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

 

 

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