Archiving and Documentation Officer at the Economic Community of West African States (ECOWAS)

Job Title: Archiving and Documentation Officer

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.

Roles and Responsibilities

• Supervise maintenance of accurate information about the 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 Qualifications & 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 a 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.

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.

Age Limit:

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

Salary
USD66,123.98 – USD104,330.42 Annually.

Application Instructions:

The application deadline is 31st July, 2025. Therefore, Qualified and interested candidates should send their updated Resume to: [email protected] using the Job Title as the subject of the email.

Note: Only qualified 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://au.int/en/recs/ecowas

Click here to download the application form (Docx.)

Note

• Shortlisted candidates may be required to undergo a written test and subsequently an interview session.
• Successful candidates shall be subjected to further screening / background checks.
• Employment offers are contingent upon satisfactory background check.
• Assessment method: Assessment of qualified candidates may include a written exercise and a competency-based interview.
• ECOWAS provides a work environment that reflects the values of gender equality, diversity, integrity and a healthy work-life balance.
• We are committed to ensuring gender parity in the organization and therefore, we encourage women to apply for positions that suit their competencies.
• Individuals from minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are also highly encouraged to apply. Diversity, Equity and Inclusion is at the heart of ECOWAS’s workforce.
• Selection and appointment will be subject to background and reference checks and other administrative requirements.
• ECOWAS does not charge for any application, processing, training, interviewing, testing in connection with application or recruitment processes and does not concern itself with information on applicants’ bank accounts.