Reprographic / Documentation Officer at the Economic Community of West African States (ECOWAS)

Job Title: Reprographic / Documentation Officer

Role Overview

• Under the supervision of the Principal Officer Conference, the Reprographic/Documentation Officer at ECOWAS is a key role responsible for overseeing the reprographic and documentation functions within the organisation and supervising the Reprographic Assistants.
• This position involves managing the production and of printed materials, ensuring the efficient operation and maintenance of reprographic equipment, and supervising the documentation process to maintain high standards of quality and accuracy.
• The Reprographic/Documentation Officer also plays a critical role in developing and implementing enterprise document management policies and procedures. He/she should also be able to carry out hands on training on standard reprographic equipment, develop TORs for relevant trainings and provide technical specifications for reprographic hardware and software.
• He/she shall also devise document confidentiality plans, advise on electronic signatures and other relevant areas relating to document protection and inviolability.

Role and Responsibilities

• Use and monitor the adherence to the ECOWAS Corporate design chart for all relevant correspondence and media.
• Work with Precis Writers, Terminologists and other relevant DCP staff to produce the Commission’s Style Guide.
• Oversee the operation and maintenance of all reprographic equipment, including photocopiers, printers, and scanners.
• Ensure high-quality production of printed materials such as reports, manuals, and presentations.
• Supervise the documentation process, ensuring documents are accurately produced, archived, and easily retrievable.
• Implement and maintain document security measures to protect sensitive information.
• Lead the digitisation efforts for electronic storage and distribution of documents.
• Supervise and provide guidance for reprographic and documentation staff.
• Conduct/recommend training sessions to enhance the skills and knowledge of team members.
• Monitor team performance and provide feedback for continuous improvement.
• Develop and implement policies and procedures for reprographic and document management.
• Ensure compliance with ECOWAS standards and regulations.
• Continuously review and improve documentation processes to enhance efficiency and quality.
• Respond to requests for reprographic and documentation services from various departments, while respecting approved channels of receipt and dispatch.
• Provide expert advice and support to staff on the use of reprographic equipment and documentation practices.
• Handle inquiries and resolve issues related to reprographic and documentation services.
• Monitor the utilization of reprographic equipment and technologies to ensure the confidential reproduction of documents, while also overseeing adherence organizational policies and procedures.
• Regularly monitor stock levels of reprographic supplies and equipment to ensure continuous availability for document reproduction needs.
• Manage and ensure compliance with copyright licensing requirements for reproduced documents and materials.
• Provide occasional out of hours support.
• Perform any other duties as may be required from time to time.

Academic Qualifications and Experience

• At least a Bachelor’s Degree or equivalent) in Information Management, Office Administration, Business Administration, Library Sciences, Information Technology Data Management, Public Administration or a similar field from a university of recognised standing.
• Advanced training or certification in reprographic and document management systems is an added advantage.
• Five (5) years of progressively responsible experience in reprographic services, document management, and project oversight.
• Proven understanding of best practices and current trends in planning within the reprographics and documentation industry.
• Demonstrated knowledge of ECOWAS regional rules and regulations related to Reprographics and documentation.
• Demonstrated experience in developing and delivering training programs or educational sessions related to reprographics and documentation.
• Experience working for an international organization is an added advantage.
• Ability to efficiently harness AI to improve consistency and standardisation and for any other application relevant to the field.

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 the ability to keep a client informed of progress or setbacks in projects of relevance to the 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 needs, 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 judgement, 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 unbiased 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 states 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 and 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.
• Ability to identify, collect and assess indicators to monitor performance and to take proactive remedial action as required.

Salary
UA49,106.81 / USD77,480.72 – UA56,591.37 / USD 89,289.87 annually.

Application Closing Date
30th March 2025Application Instructions:

The application deadline is on 30th March, 2025. Therefore, Qualified and interested candidates should send their updated Resume to: [email protected] using the Job Title as the subject of the email.

Click here to download the application form (Docx.)

Note

• Special notice: Female applications are strongly encouraged.
• Assessment method: Assessment of qualified candidates may include a written exercise and a competency-based interview.