Registry Assistant at the Economic Community of West African States (ECOWAS) Full Time

Job Title: Registry Assistant

Job Code: 20000231
Location: Abuja, Nigeria
Institution: ECOWAS Commission
Grade: G4 / G5 / G6
Department: Internal Services
Status: Permanent
Directorate: Administration & General Services
Division: Administration, Logistics and Maintenance
Line Supervisor: Registry Officer

Role Overview

• Under the supervision of the Registry Officer, the incumbent shall be responsible for all incoming and outgoing correspondence and record keeping of the mail/courier services.

Role and Responsibilities

• Assist with mailroom activities, including the sorting and delivery of in-coming and out-going mail.
• Arrange out-going shipments.
• Ensure accurate records are kept on all in-coming and out-going mail.
• Arrange for timely dispatch/distribution of mail.
• Arrange package pick-ups.
• Maintain strict confidentiality of sensitive information and correspondences.
• Implement security measures to safeguard records against unauthorized access.
• Technology Utilization
• Maintain an organized and up-to-date filing system for all incoming and outgoing correspondences.
• Regularly update and maintain electronic and/or physical records of correspondences.
• Implement archival processes to ensure older documents are properly stored for future reference.

Data Entry and Tracking:

• Vet and submit courier–related bills for prompt payment.
• Assign appropriate reference numbers or codes to each correspondence for easy identification and retrieval.
• Propose new approaches to efficient service delivery of mails.
• Perform any other task assigned by the supervisor.

Academic Qualifications and Experience

• Brevet de Technicien Superieur (BTS) / Ordinary National Diploma (OND) or equivalent in related field from a recognized University.
• 5 years of relevant working experience in administration, including experience in in archives, electronic record management or related area is required.
• Knowledge of ECOWAS documentation, the document processing chain and relevant operational and administrative procedures, registry policies and practices, terminology, and reference standards or that of a similar international organization.
• Knowledge of registry duties, and practices as well as the ability to use relevant ECM modules to carry out routine tasks.
• Knowledge of document storage and retrieval and of electronic record keeping and relevant information systems procedures in terms of the working environment.

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 teamwork, 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 to resolve concerns, and 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 certain 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 with 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.
• 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 tasks 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 focus on the most important steps first.
• Ability to contribute to maintaining organizational performance standards throughout the 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.

Annual Salary
UA20,166.30 / USD 31,818.39 ; UA 25,527.53 / USD 40,277.34 ; UA 30,178.98 / USD 47,616.39

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.