Administrative Assistant at Economic Community of West African States (ECOWAS)

Job Title: Administrative Assistant

ROLE OVERVIEW:
Under the guidance and direct supervision of the Administrative Officer, the incumbent will assist in
carrying out the administrative duties revolving around managing the administrative, procurement
and protocol functions. He will assist in the initiation and implementation of best and effective
practices in administrative functions.

ROLE AND RESPONSABILITIES:

• Assist in the preparation and implementation of the work program and budget to ensure
  compatibility with work priorities and objectives, considering the most effective use of
  resources.
• Support in the Monitoring and control of budgetary allocations through regular reviews and
  provides effective monitoring reports and data thereby identifying deviations from plans and
  proposes corrective measures;
• Develops clear goals that are consistent with agreed strategies; identifies priority and
  assignments, adjusts priorities as required, allocates appropriate amount of time and resources
  for completing work;
• Provides performance advice to staff and management and foresees risks and allows for
  contingencies when planning, monitors and adjusts plans and actions as necessary using time
  efficiently;
• Assist in the production of major/complex reports for management;
• Carry out smooth operation of the administrative functions including work environment, space,
  equipment, and information retrieval system;
• Assist in identifying the operational needs and develop and support the implementation of the
  rules to facilitate the workflow process;
• Provide information to staff regarding office administration procedures, processes, and
  practices;
• Assist in the implementation of all the initiatives that will enable a rational management of the
  material, human resources (logistics and procedures);
• Assist in the preparation of objective, accurate, coherent reports in conformity with ECOWAS
  Rules and Regulations;
• Provide technical and logistical assistance in the organization of activities;
• Provide support to the Office in the analysis and review of incoming and outgoing files and documents;
• Performs other duties as assigned by the supervisor.
• Scanning /Archiving of all documentations regarding administrative processes ;
• Writing of Internal Memos/Circulars/Letters on administrative activities;
• Any other duties as may be assigned by the supervisor.

ACADEMIC QUALIFICATIONS AND EXPERIENCE:

• Brevet de Technicien Superior (BTS)/ Ordinary National Diploma (OND) in Business
  Administration, Public Administration or in a similar field from a recognized Institution.
• 5 years’ experience in administrative services or related areas in an international public
  organization with administrative experience in contract management and/or contract
  administration;
• broad knowledge of internationally recognized procurement standards and of phases of
  international procurement techniques and operations used in contracting for a diverse range
  of goods and services;
• Knowledge of contract law and of quantitative methods to assist in the measurement of
  supplier capacity systems.

AGE LIMIT:

• Be below 50 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) to ensure compliance and work expectations are met;
• Ability to motivate self and/or others to engage in discussions that will result in
  recommendations to improve processes, templates or other work tools;
• Ability to engage in positive approaches to team work, 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.
• 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 certains groups and
  individuals and to successfully adopt inclusive and culturally appropriate behaviors;
• Ability and responsibility for incorporating gender perspectives and ensuring the equal
  participation of women and men in all areas of work;
• Knowledge of diversity management as it relates to daily work expectations and assigned tasks.
• 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;
• 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.
• 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 and proficiency in
  information communication technologies (ICT);
• Well-developed information sharing skills using technology and in accordance in 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;
• 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 allocate time for specific task 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
  focusing on the most important steps first;
• Ability to contribute to maintaining 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.

Application Instructions:

The application deadline is November 27th, 2024. This position is subject to local recruitment pursuant to article 9 (3) of ECOWAS Staff Regulations
(revised 2021). Candidates shall be recruited from ECOWAS citizens who are resident in the member
state where the position has been advertised.

Applications should be sent to: [email protected]

Method of assessment: Assessment of internal qualified candidates may include a written exercise
and competency-based interview.

Click here to download the application form (Docx.)

Note

• Applications initially submitted with only the CV remain acceptable. 
• Assessment of qualified candidates may include a written exercise and a competency-based interview.
• Potential candidates must be under 50 years of age.
• Female applicants are encouraged.
• Only shortlisted candidates will be contacted.

 It is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

Website:

Official Job Website: https://www.ecowas.int/careers/