Programme Assistant – Gender and Civil Society at the Economic Community of West African States (ECOWAS) Full Time

Job Title: Programme Assistant – Gender and Civil Society

Job Code: 20003551
Location: Dakar, Senegal
Grade: G4 / G5 / G6
Agency: ECOWAS Gender Development Center (EGDC)
Department: Human Development & Social Affairs
Status: Permanent
Division: Programmes
Line Supervisor: PO Gender and Civil Society

Role Overview

• The Assistant assists the Programme Officers in the efficient day-to-day program activities of the Institution as may be required by programme officers.
• The incumbent initiates tasks and provides administrative assistance in all activities associated with programme activities.

Role and Responsibilities

• Draft Terms of References, invitation letters, and reports of internal meetings.
• Prepare working documents for internal and external meetings of the Programme Unit;
• Liaise and follow up on internal and external correspondence for programme activities.
• Assist with managing and organizing the administrative activities for programme meetings.
• Assisting in accommodation requirements during workshops; seminars and fora.
• Maintains a database of participants at programme meetings.
• Ensure a properly maintained filling system in Programme Unit.
• Assist in the preparation of periodic status reports of the Programmes Unit, drafting of minutes of meetings, speeches, letters, and other relevant documents as needed in the Programme Unit.
• Assist in the updating of Focal Points lists within member countries.
• Liaising with the Focal Points within Member Countries for follow-up actions on the transmission of correspondences.
• Monitoring and fulfilling the material needs of the Programme Unit.
• Assist in the monitoring of all Conventions; Memorandum of Understanding; Agreement for Programmes between the Institution and third parties.
• Establish a database of partners and other stakeholders intervening in programme activities.
• Participate in the management of the Documentation Centre;
• Undertake other related tasks, that may be assigned by Programmes officers.

Academic Qualifications and Experience

• Minimum Brevet de Technicien (BT)/OND or equivalent in a field relevant to a specialized or focus area; specialized training in programme/ project management is desirable.
• A minimum of 5 years of progressively responsible experience in programme or project administration, technical cooperation, or related area is required.
• Working knowledge of Programme Management in Gender, including proficiency in computer applications.
• Ability to organize information/data to facilitate the work of the programme Officers including knowledge of relevant ECM filing systems and correspondence-related procedures, guidelines, and processes to prepare and use administrative documents and templates”.
• Knowledge of and ability to identify the required resources for programs/ projects and to perform specific specialized activities aimed at the effective and efficient functioning of the Programme team.
• Knowledge of internal policies, processes, and procedures generally and those related to Programme/project administration, implementation and evaluation, technical cooperation, programming, and budgeting.
• Demonstrated knowledge of project management methods (including budget management, reporting monitoring, and evaluation).

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 and 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 culturally appropriate manner and by 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 pertinence to own work team and 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, and website content, and proficiency in information communication technologies (ICT).
• Well-developed information sharing skills using technology and 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 constructively.
• 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
AU 26,768.18 / USD 42,234.84 ; AU31,502.30 / USD 49,704.33 ; AU 35,815.21 / USD 56,509.24

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.