UA 30,266.13/USD 47,753.90

UA 34,293.95/USD 54,109.00

ROLE OVERVIEW

Under the guidance and direct supervision of the Line Manager, the Office Manager/Receptionist should play a vital role in the smooth running of the office. From welcoming visitors to the reception of calls, fixing appointments, organizing the schedule of his/her superior, drafting correspondence and filling out documents. He/she should be quite accessible and responsive in the face of competing demands from both internal and external parties.

ROLE AND RESPONSIBILITIES

·    Manage the Supervisor’s diary and schedule. Organise and manage appointments, receive and welcomes visitors, make telephone calls, and verify incoming calls to ensure their importance and the possibility to respond or transfer to the supervisor.

·    Organise meetings, receive, draft, and make follow-up on administrative letters.  Book meeting rooms request and provide supplies to the office.

·    Create a recording system of incoming and outgoing mail and ensure e-archiving and e-filing of documents using ECM software for easy retrieval. Manage documents (incoming and outgoing, filing of letters) and ensure follow-up on documents submitted for signature or approval.

·    The role requires to be Fluency in oral and written expressions in two of the ECOWAS official languages of the Community (English, French & Portuguese).

·    Knowledge of MS Office, ECM and other Ecolink software when it is possible.

·    Demonstrate ability in word processing in English, French, and/or Portuguese.

·       Assists colleagues with administrative tasks.

·       Contributes to team effort by accomplishing related results as needed.

·       Perform other tasks as may be assigned by the supervisor.

ACADEMIC QUALIFICATIONS AND EXPERIENCE

•        HND or equivalent in secretarial studies or Business administration in a related field from a recognized University.

•        Four (4) years of progressively responsible experience in administrative Secretarial services including such tasks as the maintenance of personnel and financial records, technical cooperation planning and/or implementation.

•        Understanding of administrative-related policies, procedures, and processes, and ability to recommend suitable office administration-related software and systems to be used.

•        Technical competence and knowledge of computer software in relevant ECM filing systems and correspondence-related procedures, guidelines and processes for preparing and using administrative documents and templates.

•        Demonstrate sound judgment and the ability to make reasonable decisions with little supervision.

AGE LIMIT

Be below 35 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) ensure compliance and work expectations are met.

•        Ability to motivate self and/or others to engage in discussions 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 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 tasks 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 focus on the most important steps first.

•        With appropriate guidance, ability to contribute to maintain 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.