Applications should be sent to: officemanagerp@courtecowas.org
ROLE OVERVIEW
Reports to the President of the Court. Implements and supports the communication and documentation activities of the office of the President, which manages a component of a major programme and which is normally organized into several interdependent units. Relieves the President of selected paperwork, reporting and office details. Responsible for considerable coordination and follow-through with delegated monitoring of deadlines.
ROLE AND RESPONSIBILITIES
- Management of the Supervisor’s schedule: receive and welcome visitors; organise and manage appointments; keep the Supervisor’s timetable; make telephone calls; verify in-coming calls to ensure their importance and possibility to respond; manage the President’s diary and schedule;
- Administrative management: organise meetings; receive, draft, type and make follow-up on administrative letters; meeting room bookings; provide supplies to the office;
- Management of mail: create a recording system of in-coming and out-going mails; ensure archiving and filing of documents; manage documents (in-coming and out-going, filing of letters); ensure follow-up on documents submitted to the President for signature;
- Demonstrate experience in word processing in English and French and/or Portuguese in accordance with established standards;
- Knowledge of and technical competence to apply post editing techniques and practices for the preparation and production of documents according to ECOWAS policy;
- Undertake any other duty assigned by the superior.
ACADEMIC QUALIFICATIONS AND EXPERIENCE
Education:
- Bachelor’s degree in political science, public administration or a related field from a recognized university;
Experience:
- A minimum of 3 years of progressively responsible experience in administrative, and secretarial services;
- Demonstrates sound judgment and the ability to make reasonable decisions in the absence of direction;
- Knowledge of related computer software and relevant ECM filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates;
- Knowledge of conference services and documentation;
- Familiarity with administrative and financial policies and procedures related to conference services and procedures in a governmental or international organization.
AGE LIMIT: Be below 50 years old. This provision does not apply to internal candidates
ECOWAS KEY COMPETENCES
- Ability to motivate self and/or others to engage in and successfully complete tasks at hand;
- Demonstrated experience leading conversations that will either provide participants with new information, ideas or awareness or elicit feedback;
- Ability to positively influence co-workers when faced with challenges and work problems to help trigger solutions and build confidence;
- Ability to respect chain of command in an appropriate manner;
- Ability to lead in the management of own career and performance and to seek assistance/coaching when required.
- Well-developed client service skills including a positive attitude, creative thinking skills, good work ethic, teamwork experience, time management skills, flexibility;
- Ability to take initiative to resolve problems and improve quality and/or quantity of work by identifying alternative solutions and discussing appropriateness/approach with supervisor;
- Strong desire to help others and capacity to empathize to generate mutual understanding;
- Ability to work as part of a team in supporting and addressing the needs of clients and stakeholders;
- Ability to multitask and to meet client service/stakeholder management standards and objectives of pertinence to assigned responsibilities.
- Ability to perceive the moods and feelings of others from various cultural backgrounds, and to understand interests, needs, and perspectives so as to prevent/address misunderstandings and complaints;
- Well-developed ability to relate well with people from varied backgrounds and sound understanding of diverse cultural differences especially within west Africa;
- Ability to listen attentively to people’s ideas, requests and concerns and to understand and internalize the need for diversity management in every day workplace practices;
- Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;
- Ability to factor in diversity when providing services, responding to requests, recognizing and releasing preconceived notions and stereotypical views of certain groups and individuals.
- Basic understanding of the ECOWAS organization mandate and its functions;
- Ability to explain the ECOWAS programs and projects relevant to tasks and demonstrated understanding of data used by the department/institution/agency, including knowing where data resides in the system, the
- Ability to see how the data in the system interrelates and how data entries and changes may impact data in other parts of the system.
- Knowledge of ECOWAS routine procedures and practices as it relates to assigned responsibilities;
- Ability to apply ECOWAS standards in emailing, reporting, correspondence, etc. and to accept and implement changes as directed.
- Excellent numeracy skills with the ability to collect, collate, classify and summarize data systematically.
- Demonstrated ability to assist in conducting primary and secondary research activities in accordance with instructions and/or best practices in research techniques (e.g. interviews, tests, desk research);
- Ability to identify inconsistencies in reasoning and to articulate findings clearly;
- Ability to use creativity and initiative in the generation of alternative solutions to a problem;
- Ability to gather, analyze and arrange information in a logical sequence.
- Ability to provide useful feedback when asked and to use feedback constructively when given;
- Demonstrated ability to use computers with superior word-processing skills and proficiency in the use of data base (e.g. access), spreadsheets (e.g. excel), inter/intranet, email and social media;
- Tact, diplomacy and well-developed interpersonal skills;
- Ability to write accurate, clear and well-organized text;
- 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.
- Well established time management skills with the ability to make well considered/reasoned decisions regarding own work and to follow them through;
- Ability to use action planning skills, set priorities, develop work goals and identify the steps needed to achieve goals of relevance to own work area;
- Ability to work well and meet objectives of tasks when under pressure or when exposed to uncertainties, challenges and/or changing work environments;
- Ability to understand and contribute to team/work unit goals and plans as well as to collective decision-making.
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