Opportunity Description
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 Responsibilities
- 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.
