–          PO Archivist

Applications should be sent to: b54ppoarchanddocumt@ecowas.int

ROLE OVERVIEW

Under the supervising of the Director of Communication Keep data organized, safe and available is the main task. This involves maintaining paper files, electronic files, or even databases. Inputting, organizing, and retrieving information from these systems.

ROLE AND RESPONSIBILITIES

·       Supervise maintenance of accurate information about ECOWAS Community and its institutions.

·       Manage data about ECOWAS Commission and other ECOWAS institutions, new acquisitions including reports, publications, and research for cataloguing.

·       Develops online guides for easy access.

·       Supervise the storage, archiving and develops on- line guides for retrieval of the Commissions’ documents.

·       Supervise document control activities by reviewing and editing prior to them being sent to ECOWAS Commission and other ECOWAS institutions and departments or archived.

ACADEMIC QUALIFICATION AND EXPERIENCE

·       Master’s degree or equivalent in Library, Archiving and Documentation or related field from a university of recognized standing.

·       10 years of experience in Library, Archiving and Documentation services of which at least 2 years relevant international experience and 2 years at supervisory level.

·       Experience with documentation, performance, and financial information management systems such as Documents, Conference and Production Management System (DCPMS) and an enterprise resource planning system like SAP/UMOJA.

·       Proven competence in developing content and implementing communication strategies to broaden awareness of programmes and priorities.

·       Knowledge in drafting communications strategies and plans to ensure visibility across key audiences, including the media.

·       Knowledge and understanding of theories, concepts and approaches relevant to sector, functional area, or another specialized field.

·       Thorough knowledge of ECOWAS rules and regulations on the control and limitation of documentation and meetings servicing.

AGE LIMIT

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

ECOWAS KEY COMPETENCIES

·       Ability to lead in assigned programs and projects by providing the necessary managerial and operational expertise required for the fulfilment of the organization’s mandate (e.g. establish networks and benchmarks).

·       Ability to lead by example and organize teamwork to encourage cooperation to achieve targeted results, champion and build momentum for change and to bring about employee engagement; develops and implements internal controls for pilot Program to manage potential barriers to implementation.

·       Excellent self-management skills, demonstrating ethics and integrity and displaying due regards for internal controls of rules, delegations, and transparency.

·       Ability to bring together complementary skills/expertise, assess individual contributions and recognize/address accomplishments and shortcomings in a manner that brings continued success to the organization.

·       Knowledge of program management at the level usually acquired from a certification in program management (e.g. Managing Successful Programmes (MSP) or Program Management Professional PgMP).

·    Ability to research benchmarks and trends to bring about the best recommendations for the development and improvement of programs/projects that will best serve the community/organization.

·    Well-developed networking and interpersonal skills to seek feedback, information, and data from a network of professionals from multiple countries/sectors/organizations and to identify and prioritize the most critical community requirements.

·    Ability to manage and co-ordinate client management initiatives (e.g. feedback loops, surveys, studies, needs assessments) and make recommendations.

·    Ability to develop and implement best practices in client services (e.g. dashboards, incentive management, feedback mechanisms).

·    Ability to develop and implement stakeholder management plans, programs, and initiatives to obtain buy-in on new initiatives, to better understand dissenting views, to obtain resources and to increase perceptions of success.

• Diplomacy, tact, and respect of other people from varied backgrounds, understanding diverse cultural views especially within west Africa with the ability to convert diversity into opportunities to improve program/operational outcomes.
• Ability to create a diverse and inclusive interactive environment that benefits from diverse strengths bringing together innovative practices.
• Ability to remain objective in appraisals, evaluations and in managing conflict regardless of cultural differences positions, gender issues or opinions, and encourages staff to overcome cultural and gender barriers and background differences.
• Ability to serve the interest of a culturally diverse multinational teams/organizations/communities and some disable groups without prejudice, bias, or sympathy to a select group.

• Solid understanding of the ECOWAS organizational structure, associated dynamics and expectations as required to collaborate, participate, contribute, and lead effectively.
• Applied knowledge of the Community mandate, strategic plan/priorities as well as the economic, political, and social state/trends of member states, especially as pertains to own scope of work.
• Knowledge of ECOWAS best practices, program management approaches and research techniques to lead and/or contribute to the development or assessment of programs, projects, or initiatives.
• Superior knowledge of the rules and procedures of ECOWAS to appropriately interpret and apply directive text, provide technical advice, coach others, and assess performance.

• Ability to analyze a situation by way of indicators (e.g. performance, technical) to assess the costs, benefits, risks, and chances for success, in deciding.
• Ability to pull together information from different sources to identify the source of problems, consequences of alternative courses of action, potential obstacles, and ways to avoid the problem in the future.
• Ability to break down very complex situations/information into simple terms (using charts, diagrams, effective expository writing) to explain recommendations and conclusions aimed at solving problems or improving operations/programs/projects.
• Ability to develop new insights into situations, apply innovative solutions to problems and to design new methods of addressing issues/disconnects where established methods and procedures are inapplicable, unavailable, or no longer effective.

• Proficiency in oral and written French and English languages.
• Ability to communicate with impact, clearly and concisely in a succinct and organized manner conveying credibility & confidence when making presentations, setting expectations, and explaining complex issues.
• Ability to listen intently and correctly interpret messages from others and respond appropriately.
• Accomplished technical writing skills (e.g. proposals, terms of reference, program assessments, blueprints, business processes) with well-developed editing.
• Ability to give honest feedback, provide recognition, address shortcomings, and motivate direct reports to work at peak performance.
• Fluency in one of the three ECOWAS official languages (English, French & Portuguese).

• Superior organizational and project/program management skills with significant experience identifying timelines, targets, costs, and resources necessary to deliver on operational/program/project outputs.
• Ability to set effective goals and targets for self, others, and the work unit and adjusting work or project priorities in response to changing circumstances.
• Ability to identify gaps affecting the achievement of program/project expectations and to design and implement intervention plans required to build the desired capacity (e.g. training, structural realignment, partnerships, reallocation of resources.
• Ability to implement rigorous monitoring, and evaluation practices and to set in place regular reporting schedules relevant to key outputs (e.g. management indicators, project milestones, program results, processing targets).
• Ability to plan, organize, and control resources, procedures, and protocols to achieve specific goals.