Logistics & Maintenance Officer at the Economic Community of West African States (ECOWAS) Full Time

Job Title: Logistics & Maintenance Officer

Location: Abuja, Nigeria
Job Code: 20000202
Institution: ECOWAS Commission
Grade: P4
Department: Internal Services
Status: Permanent
Directorate: General Administration & General Services
Division: Administration, Logistics & Maintenance
Line Supervisor: Administration, Logistics and Maintenance
Supervising: Fleet Management and Transport Officer(P2/P3), Building Maintenance Officer (P3/P4)

Role Overview

• Under the supervision of the Principal Officer, Administration, Logistics & Maintenance (P5), the incumbent is responsible for the provision of administrative support services in the areas of logistics, and maintenance of the Commission’s facilities, fixed assets, insurance, records management, courier services, and security.

 Role and Responsibilities

• Ensure Logistics and maintenance requirements are met within allocated funds based on the Unit’s expenditure plan from the approved budget.
• Supervise the development and maintenance of the Commission’s transport safety policies, maintenance rules/regulations, and Motor Transport Standard Operating Procedures (SOPs).
• Coordinate requirements for maintenance services to be obtained through contracts and manage associated contracts.
• Oversee the development and adherence to an elaborate facilities management schedule.
• Ensure the Maintenance Unit’s activities are carried out within established Standard Operating Procedures.
• Oversee the implementation of all maintenance service contracts to ensure they are delivered in the best interest of the Commission.
• Manage and ensure the maintenance and repair of all air conditions in the ECOWAS Commission, the annexes, and the residence of the President.
• Handle all plumbing/water problems and billings in the ECOWAS Commission, the annexes, and the residence of the President.
• Manage and supervise all maintenance services associated contracts.
• Manage and monitor the implementation of all maintenance service contracts to ensure they are delivered in the best interest of the Commission.
• Manage and ensure the proper functioning with an uninterruptable supply of electrical and technical equipment, and communications systems.
• Manage and supervise the installation of the electricity network and equipment where necessary.
• Ensure stable power distribution from generators to the buildings and proper functioning of generators, electrical heating systems, and other electrical equipment.
• Supervise the development and maintenance of a reliable fixed assets register for all Community Institutions.
• Exercise oversight responsibility for the Registry, including good records keeping and timely dispatch/distribution of mail.
• Ensure staff receive the necessary support to keep them abreast with modern trends in technology and training.
• Supervise the security architecture of the Commission by ensuring the use of the latest technology for monitoring and surveillance of the premises.
• Perform any other task assigned by the supervisor.

Academic Qualifications and Experience

• Minimum of Master’s degree or equivalent in Business Administration, Management or a similar field from a university of recognized standing.
• Seven (7) years of progressively responsible experience in general administration, maintenance, logistics, procurement, or related field.
• Knowledge of maintenance and services and the implementation of new programs and/or processes such as facility utilization, site repairs/construction, preventive maintenance, etc.
• Knowledge of international Procurement laws, codes, and standards.
• Extensive experience applying budgeting and procurement policies and practices.
• Ability to lead large-scale initiatives, organize various components, mobilize people towards a single objective, and monitor results.
• Knowledge of administrative and financial guidelines regarding logistical aspects and the use of equipment, in particular vehicles (insurance, registration, tax discs/license tags, driving licenses, etc.) and materials.

Age Limit:

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

Ecowas Key Competencies:

• Ability to bring groups together to work cooperatively by actively involving them, fostering respect and openness, applying effective techniques for group facilitation, exploring potential, providing motivation, and offering guidance.
• Lead cross-divisional work groups in developing creative solutions to address problems or guide a small team of entry-level professionals and support staff.
• Respect the chain of command appropriately.
• Develop on-the-job training paired with excellent coaching and mentoring; understand new staff orientation to facilitate position and organizational understanding.
• Assign work to direct reports and provide timely, consistent feedback on technical proficiency and effectiveness.
• Represent the organization effectively with external parties.
• Consider the impact of shifting program direction on internal and external stakeholders.
• Promote and incorporate staff feedback to streamline processes to meet relevant client deadlines.
• Maintain composure and direction consistently in high-pressure situations.
• Develop problem-solving, mediation, and conflict-resolution skills to address discrepancies, complaints, bottlenecks, and time constraints affecting client service quality and quantity.
• Anticipate growing client needs and expectations to continuously improve quality, timeliness, and service delivery; address client questions promptly.
• Communicate openly with clients, keeping them informed of progress and issues needing attention or resolution.
• Implement program changes in a manner that ensures a bias-free work environment and fair, equitable application of new rules and regulations.
• Experience and ability to adhere to policies, goals, objectives, and principles of valuing diversity in everyday duties and responsibilities; promote and model tolerance and understanding of various cultures.
• Remain objective in managing conflict regardless of cultural differences, gender, and positions; encourage overcoming cultural and gender bias and differences.
• Build value by leveraging diverse capabilities and inputs from various cultures, staff, and clients.
• Incorporate gender perspectives and ensure equal participation of women and men in all work areas.
• Create a diverse and inclusive interactive environment that benefits from diverse strengths and brings together innovative practices.
• Seek out best practices to make organizational decisions relevant to diversity management, ensuring systemic checks in project and program activities that identify vulnerable areas.
• Know ECOWAS institutions and interrelationships, particularly related to own work sector and programs.
• Know approaches to policy and program development in an international organization and project management.
• Know the rules, processes, and procedures of an international organization relevant to own position’s tasks.
• Know member states’ development trends, indicators, challenges, and opportunities related to projects and programs assigned to own position.
• Use creativity and flexibility to develop new procedures, processes, and tools that deviate from traditional methods, leveraging technology to simplify whenever possible.
• Re-evaluate current procedures and suggest improvements for an effective, streamlined process.
• Gather and summarize information to predict stakeholder views on new policies/programs; use excellent analytical skills to assess external policies and trends when reviewing policy/program options, pros, cons, and recommendations.
• Synthesize complex information from various internal and external sources and disseminate it logically to others.
• Apply appropriate methodology to discover or identify policy issues and resource concerns.
• Evaluate, incorporate, and communicate the latest developments in specialty area using institutional/agency guidelines and criteria.
• Develop interpersonal, negotiation, networking, and presentation skills with proven ability to influence, explain complex information, and demonstrate empathy and open-mindedness.
• Demonstrate operational proficiency using computers and technology tools for communication.
• Convey information clearly, concisely, and succinctly in an organized manner through written and verbal expressions.
• Exhibit active listening to encourage stronger communication among team members, show care, make them feel valued, and drive employee engagement.
• Exhibit proficiency in information and communication technologies (ICT).
• Fluency in oral and written ECOWAS official languages; knowledge of an additional language is an advantage.
• Know internal planning cycles and contribute to Community-wide or institutional policy development and implementation by determining target audiences, building coalitions, and monitoring progress.
• Consider external circumstances, factors, and trends when organizing activities to ensure optimal outcomes.
• Review outcomes, reports, and policy documents to develop achievable plans.
• Conduct meetings with staff, stakeholders, and others to ascertain organizational, program, and/or project needs, adjusting plans and activities accordingly.
• Adjust project plans based on staff and stakeholder input and/or design and implement guidelines, tools, and templates to accommodate new or revised programs and services.

Salary

• USD 89,289.87 annually.

Application Closing Date
15th May, 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.