Office Aide

Economic Community of West African States (ECOWAS)

Job Summary

The incumbent who is under the supervision of the Auditor-General is responsible for managing the administrative functions of the office including maintaining paper and electronic files, providing notes and records of meetings, managing office supply inventories.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 2 years

Job Description/Requirements

Role and Responsibilities:

  • Establish, maintains, and updates filing system for the department;
  • Receive and record incoming and outgoing mails/circulation and dispatch services;
  • Knowledge of Microsoft Office;
  • Assist in e-archiving and e-filing of documents using software such as ECM, for easy retrieval when the need arises;
  • Manage documents (in-coming and out-going, filing of letters);
  • Assist in follow-up on documents submitted for signature or approval;
  • Retrieve needed information from files;
  • Seek direction, clarity, and accuracy of the final copy of the document;
  • Assist in Office management;
  • Assist in Reprographic services;
  • Manage office supply inventories  ;
  • Answering telephone calls;
  • Relaying messages;
  • Receiving guest/visitors ;
  • Responding to inquiries
  • Perform any other duty assigned by the superiors.

Academic Qualification and Experience:

  • West African School Certificate or equivalent certificate;
  • 2 years of demonstrated experience working in an office as an intern, entry-level office worker, or receptionist;
  • Practical experience completing simple highly routine clerical and office tasks requiring minimal judgment and limited knowledge of office procedures;
  • Understanding of processes and procedures of relevance to assigned responsibilities;
  • Ability to quickly assimilate and apply standard office routines and tasks to complete assigned tasks according to performance expectations.

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

Ecowas Key Competencies:

  • Ability to persuade/influence others to consider a certain point of view, adopt a new idea or implement new methods and practices;
  • Ability to lead a team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well-defined set of activities;
  • Ability to respect the chain of command in an appropriate manner;
  • Ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions or alternatives for approval;
  • Ability to utilize the  Code of Ethics to manage self, others, information, and resources;
  • Ability to mentor others and create feedback loops with supervisors, colleagues, and subordinates to build strong working relationships and improve performance.
  • Contribute to maintaining organizational unit’s performance goals and standards.
  • Interpersonal skills with ability to keep a client informed of progress or setbacks in projects of relevance to timeline, quality and quantity;
  • Ability to proactively interact with clients and build strong trusting relationships based on mutual respect and regular discussions;
  • Ability to establish and sustain professional credibility with clients/stakeholders in a manner that anticipates their need, mitigates issues and that carefully balances professional obligations with the need to be sensitive and responsive to their needs;
  • Ability to counsel, advise, consult and guide others on matters pertaining to assigned client service responsibilities and established  client service standards;
  • Demonstrate respect for cultural differences, fairness, and ability to relate well with people from varied backgrounds, nationality, gender, ethnicity, race and religion;
  • Understanding of diverse cultural views especially within West Africa, with sensitivity to group differences; ability to challenge bias and to practice tolerance and empathy;
  • Ability to listen actively, consider people’s concerns and apply judgment, tact, and diplomacy;
  • Ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths;
  • Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;
  • Ability to encourage, empower, and advocate for people in an unbias and transparent manner.
  • Knowledge of ECOWAS institutions, sectors, programmes, and policies;
  • Knowledge of ECOWAS internal operational requirements of programs, projects, services, and systems required to achieve work assignments and meet performance goals;
  • Knowledge of rules and procedures of ECOWAS associated assigned responsibilities and ability to explain these clearly to others;
  • Knowledge of the ECOWAS culture, structures and performance issues and priorities impacting assigned responsibilities;
  • Knowledge of member state's development trends, indicators, challenges, and opportunities as it relates to project/programme assigned to own position.
  • Ability to study data/information from a variety of sources, identify anomalies, trends, and issues, present findings, and make  recommendations;
  • Ability to break down problems or processes into key parts to identify and solve gaps in service, quality assurance, compliance, and performance targets;
  • Knowledge of and ability to apply techniques to generate creative ideas and new approaches to meeting goals;
  • Ability to use evidence and research to inform policies and programs and identify relevant and appropriate sources of information, including stakeholders, regional institutions, and/or internal committees.
  • Demonstrate operational computer proficiency  using appropriate tools;
  • Ability to make sound use of graphics and tables to effectively present numerical data to write semi-complex technical reports/proposals and edit/check templates, letters, etc.
  • Ability to convey information clearly and concisely in a succinct and organized manner through both writing and verbal means, ;
  • Exhibit interpersonal skills, make presentations, express opinions, and debate ideas with others in a constructive manner;
  • 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.
  • Ability to develop, implement an individual action plan for achieving specific work goals;
  • Identify, organize and monitor tasks throughout to facilitate execution;
  • Ability to contribute and/or lead on projects as per accepted project management standards and techniques, to co-ordinate contributions by others to set and meet deadlines;
  • Ability to organize work, set priorities, and work within timelines, giving attention to details, stakeholders, indicators and risks;
  • bility to identify, collect and assess indicators to monitor performance and to take proactive remedial action as required.

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