Office Aide at Economic Community of West African States (ECOWAS) Full Time

Job Title: Office Aide

Job Code: 20000377
Location: Lome, Togo
Grade: G1/G2/G3
Agency: PPDU
Department: Infrastructure, Energy & Digitalization
Directorate: Office of the Director PPDU
Line Supervisor: Director PPDU

Role Overview

• Under the guidance and direct supervision of the Director PPDU, The Office Assistant assists the secretariat with document distribution, document production, filing and organizing meetings.

Role and Responsibilities

• Establish, maintains and updates filing system for the department.
• Receive and record incoming and outgoing mails/circulation and dispatch services.
• Retrieve needed information from files.
• Seek direction, clarity, and accuracy of final copy document.
• Assist in Office management.
• Assist in charge of reprographic services.
• Manage office supply inventories.
• Answering telephone calls
• Relaying messages
• Receiving guest/visitors
• Responding to inquiries
• Perform any other duty assigns by the superiors.

Academic Qualifications and Experience

• Hold at least the West African School Certificate or equivalent.
• 2 years of demonstrated experience working in an office as an intern, entry level office worker or receptionist.
• practical experience completing simple highly routine clerical and office tasks requiring minimal judgment and limited knowledge of office procedures.
• understanding of processes and procedures of relevance to assigned responsibilities.
• Ability to quickly assimilate and apply standard office routines and tasks to complete assigned tasks according to performance expectations.

Age Limit:

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

ECOWAS Core Competencies:

• Understands own role in the team, making every effort to contribute in a meaningful way.
• Adapts quickly (i.e., early adopter) to new ways of doing things.
• Ability to follow simple instructions and to consistently completes work in a timely manner.
• Ability to learn from others, on-the-job and independently by reading instructions, guidelines, and work manuals.
• Ability to interact with others in a candid, timely and straightforward manner.
• Proven ability to communicate general information in an accurate and customer-friendly way.
• Capable of dealing with difficult clients or situations in an effective manner, understanding own limitations and when to call for assistance.
• Knowledge of ECOWAS diversity management and multiculturalism
• Ability to interact with others in a manner that is adapted and that respects multicultural and diversity policies/expectations.
• Ability to ask questions in order to clarify multicultural and diversity expectations in the day-to-day execution of assigned tasks and learns from experiences.
• Clearly understands the goals and targets of assigned work.
• Broad knowledge of the mandate of the organization.
• Ability to understand, apply and explain ECOWAS procedures and work instructions.
• Ability to display values in the execution of assigned duties that reflect ECOWAS expectations e.g., honesty, trustworthy, integrity.
• Keeps high quality records that are easy for others to understand.
• Good knowledge of who to seek within ECOWAS for information important to the executing assigned duties.
• Ability to writes with correct grammar and spelling and draws reasonable conclusions from written instructions.
• Fluency in one of the three ECOWAS official languages (English, French & Portuguese);
• Good written communication skills in order to understand correspondence/emails and reply accordingly.
• Ability to use technology as determined by assigned responsibilities and internal standards.
• Approaches and carries out all duties in a thorough and organized manner.
• Ability to identify and appreciate the urgency and importance of different tasks.
• Knowledge of the need for quality record keeping in planning and implementation of assigned tasks.
• Ability to execute tasks in accordance with step-by-step instructions.

Salary
USD14,295.60 – USD22,347.43 Annually.

Application Closing Date
6th March, 2024.

Method of Application
Interested and qualified candidates should send their correctly filled Application Form, Curriculum Vitae (CV) and a Motivation letter to: [email protected] using the Job Title as the subject of the mail.

Note

• Female applications are encouraged.
• Only shortlisted candidates will be contacted. Applications initially submitted with only the CV remain acceptable.
• ECOWAS does not charge a fee for recruitment and will not request for your account details.