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Logistics & Maintenance

12 Apr, 2024
JOB TITLE  Logistics & Maintenance
JOB CODE: 20000202
INSTITUTION ECOWAS Commission
GRADE P4
AGENCY N/A
DEPARTMENT Internal Services
ANNUAL SALARY UA56,591.37 / USD 89,289.87
STATUS Permanent
DIRECTORATE General Administration & General Services
DIVISION Administration, Logistics & Maintenance
LINE SUPERVISOR Administration, Logistics and Maintenance
SUPERVISING
  • Fleet Management and Transport Officer(P2/P3)
  • Building Maintenance Officer (P3/P4)
DUTY STATION
  • ABUJA, NIGERIA
Applications should be sent to: b45logistmaintenance@ecowas.int

Deadline For Application : 15th May 2024

 

ROLE OVERVIEW:

Under the supervision of the Principal Officer, Administration, Logistics & Maintenance (P5), the incumbent is responsible for the provision of administrative support services in the areas of logistics, and maintenance of the Commission’s facilities, fixed assets, insurance, records management, courier services, and security.

 

ROLE AND RESPONSIBILITIES

·       Based on the Unit’s expenditure plan from the approved budget, ensure that Logistics and maintenance requirements are met within allocated funds.

·       Supervise the development and maintenance of the Commission’s transport safety policies, maintenance rules/regulations, and Motor Transport Standard Operating Procedures (SOPs);

·       Coordinate requirements for maintenance services to be obtained through contracts and manage associated contracts.

·       Oversee the development and adherence to an elaborate facilities management schedule.

·       Ensure activities of the Maintenance Unit are carried out within established Standard Operating Procedures.

·       Oversee the implementation of all maintenance service contracts to ensure contracts are delivered in the best interest of the Commission.

·       Manage and ensure the maintenance and Repair of all Air Conditions In the ECOWAS Commission, the Annexes, and the residence Of The President;

·       Handles All Plumbing/Water Problems and Billings in the ECOWAS Commission, the Annexes, And the Residence of the President.

·       Manage and supervise all maintenance services associated contracts.

·       Manage and monitor the implementation of all maintenance service contracts to ensure contracts are delivered in the best interest of the Commission.

·       Manage and ensure the proper functioning with an uninterruptable supply of electrical and technical equipment, and communications systems.

·       Manage and supervise the installation of the electricity network and equipment where necessary.

·       Ensure stable power distribution from generators to the buildings and proper functioning of generators, electrical heating systems, and other electrical equipment.

·        Supervise the development and maintenance of a reliable fixed assets register for all Community Institutions.

·       Exercises oversight responsibility for the Registry. This includes good records keeping and timely dispatch/distribution of mail.

·       Ensure that staff receive the necessary support to keep them abreast with modern trends in terms of technology and training.

·       Supervise the security architecture of the Commission by ensuring the use of the latest technology for monitoring and surveillance of the premises.

·       Perform any other task assigned by the supervisor.

 

ACADEMIC QUALIFICATIONS AND EXPERIENCE

·       Minimum of master’s degree or equivalent) in Business Administration, Management or a similar field from a university of recognized standing.

·             Seven (7) years of progressively responsible experience in general administration, maintenance, logistics, procurement, or related field.

·             Knowledge of maintenance and services and the implementation of new programs and/or processes such as facility utilization, site repairs/construction, preventive maintenance, etc;

·             Knowledge of international Procurement laws, codes, and standards.

·             Extensive experience applying budgeting and procurement policies and practices.

·             Ability to lead large-scale initiatives, organize various components, mobilize people towards a single objective, and monitor results.

·             Knowledge of administrative and financial guidelines regarding logistical aspects and the use of equipment, in particular vehicles (insurance, registration, tax discs/license tags, driving licenses, etc.) and materials.

AGE LIMIT

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

 

ECOWAS KEY COMPETENCIES

·       Ability to get groups to work together cooperatively, by enlisting active involvement, creating a climate for respect and openness, and applying effective techniques for group facilitation, exploring their potential, motivate and guiding them.

·       Organize and lead cross-divisional work group in developing creative solutions to address problems and or lead a small group of entry-level professionals and administrative support staff.

·       Ability to respect the chain of command in an appropriate manner.

·       Develop on-the-job training techniques paired with excellent coaching and mentoring skills; knowledge of new staff orientation approaches to facilitate understanding of the position and organization.

·       Ability to assign work to direct reports and provide timely and consistent feedback regarding technical proficiency and effectiveness.

·       Ability to represent the organization effectively before external parties.

·       Ability to consider the impact of a shift in programmatic direction to the needs of internal and external stakeholders.

·       Ability to promote and consider staff feedback to streamline processes to meet deadlines of relevance to client expectations.

·       Ability to consistently maintain composure and direction in high-pressure situations.

·       Develop problem solving, mediation and conflict-resolution skills to address discrepancies, complaints, bottlenecks, and time constraints affecting the quality and quantity of client services.

·       Ability to anticipate growing client needs and expectations to continuously improve quality, timelines, and service delivery and address client questions in a timely manner.

·       Ability to communicate openly with clients, keeping them informed of progress and issues requiring attention/resolutions.

·       Ability to implement programmatic changes in a manner that ensures a biased-free work environment, fair and equitable application to new rules/regulations.

·       Experience and ability to adhere to policies, goals, objectives, and principles of valuing diversity in performing everyday duties and responsibilities; promoting/modelling behaviors that demonstrate tolerance and understanding of various cultures.

·       Ability to remain objective in managing conflict regardless of cultural differences /positions, gender differences, and encourage other staff to overcome cultural and gender bias and differences.

·       Ability to build value by leveraging diverse capabilities and inputs from various cultures, staff and clients.

·       Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

·       Ability to create a diverse and inclusive interactive environment that benefits from diverse strengths bringing together innovative practices.

·       Ability to seek out best practices to make organizational decisions of relevance to diversity management, ensuring that project and programme activities identify vulnerable areas and contain systemic checks.

·       Knowledge of ECOWAS institutions and how the different organs relate to each other, particularly as it relates to own work sector/programs.

·       Knowledge of approaches to policy and programme development of an international organization as well as project management.

·       Knowledge of the rules, processes, and procedures of an international organization, of pertinence to tasks related to own position.

·       Knowledge of member states development trends, indicators, challenges, and opportunities as it relates to project/programme assigned to own position.

·       Creativity and flexibility to deviate from traditional methods in developing new procedures, processes, and tools, using technology to simplify methods and approaches whenever possible.

·       Ability to re-evaluate current procedures and suggest improvements to ensure an effective, streamlined process.

·       Ability to gather and summarize information to predict stakeholder views on a new policy/programme; and excellent analytical skills to assess external policies and trends when reviewing policy/programme options, pros, cons and recommendations.

·       Ability to synthesize complex information gathered from a variety of external and internal sources and disseminate it to others in a logical manner.

·       Ability to apply the appropriate methodology to discover or identify policy issues and resource concerns.

·       Ability to evaluate, incorporate, and communicate the latest developments in specialty area using institution/agency guidelines and criteria.

·       Develop interpersonal, negotiation, networking, and presentation skills with proven abilities to influence, explain complex information and demonstrate empathy and open-mindedness.

·       Ability to demonstrate operational proficiency in the use of computer in communicating using technology tools.

·       Ability to convey information clearly and concisely in a succinct and organized manner through both written and verbal expressions.

·       Exhibit active listening skills to encourage stronger communication amongst team members, to show care and make them feel valued and to drive employee engagement in all institutions and agencies.

·       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.

·       Knowledge of internal planning cycles and ability to contribute to the development and to implement Community-wide or institutional policy by determining the target audience, building coalitions with the appropriate population, and monitor progress.

·       Ability to consider external circumstances, factors and trends when organizing project activities to ensure the best outcomes.

·       Ability to review process outcomes, correspondence, reports, and policy documents to develop achievable plans.

·       Ability to conduct meetings with staff, stakeholders, colleagues, and others to ascertain organizational programme and/or project needs, adjusting plans and activities accordingly.

·       Ability to adjust project plans based on input from staff and stakeholders and/or ability to design and implement guidelines, tools, and templates to accommodate new or revised programmes and services.

Member States