The Economic Community of West African States (ECOWAS) is a regional group of fifteen West African countries. Founded on 28 May 1975, with the signing of the Treaty of Lagos, its mission is to promote economic integration across the region.
We are recruiting to fill the position below:
Job Title: Registry
Job Code: 20001204
Location: Abuja
Grade: P3/P4
Department: Internal Services
Status: Permanent
Directorate: Administration & General Services
Division: Administration, Logistics, And Maintenance
Line Supervisor: Office Support(P3/P4)
Supervising: Registry Assistants
Role Overview
- Under the supervision of the Office Support Officer, the incumbent shall oversee the activities of the Registry.
- This primarily relates to record-keeping and management of the mail/courier services, including overseeing the filing system, ensuring compliance with document retention policies, and facilitating the retrieval of information when needed.
- The Registry Officer is a key contributor to maintaining an organized and accessible record-keeping system.
Role and Responsibilities
- Develop and implement efficient record-keeping systems for both physical and electronic documents.
- Classify, file, and maintain records in accordance with established procedures and document retention policies.
- Supervise mailroom activities, including the sorting and delivery of in-coming and out-going mail.
- Facilitate the timely retrieval of documents and records as requested by authorized personnel.
- Maintain an organized filing system to enable quick and accurate access to information.
- Safeguard confidential and sensitive information through secure storage and access controls.
- Implement security measures to protect records from unauthorized access, damage, or loss.
- In collaboration with the HR Department provide training to staff on proper document handling, filing procedures, and record-keeping best practices.
- Foster awareness of the importance of accurate and organized record-keeping throughout the organization
- Conduct regular audits of the filing system to ensure compliance with standards.
- Implement quality assurance measures to maintain the integrity of the records.
- Collaborate with other departments to streamline document workflows and information sharing.
- Work closely with IT and relevant stakeholders to ensure the seamless integration of electronic document management systems.
- Ensure the accuracy and completeness of documents before filing.
- Establish and enforce document control procedures to track revisions and updates.
- Arranges out-going shipments.
- Ensures that accurate records are kept on all in-coming and out-going mail.
- Arranges for timely dispatch/distribution of mail.
- Arranges package pick-ups.
- Vet and submit courier – related bills for prompt payment.
- Propose new approaches to efficient service delivery.
- Carry out other duties as may be assigned.
Academic Qualifications and Experience
- Bachelor’s Degree or equivalent) in Information Management, Records Management, Public Administration, Business Administration, management, or a similar field.
- 5 years of experience in registry and documentation support functions.
- thorough knowledge of ECOWAS rules and regulations on the control and limitation of documentation.
- developed knowledge in record-keeping and management of the mail/courier services.
- Certification in Records Management or a related field is a plus.
Age Limi:
- Be below 50 years old. This provision does not apply to internal candidates.
Ecowas Key Competencies:
- Ability to persuade/influence others to consider a certain point of view, adopt a new idea or implement new methods and practices.
- Ability to lead a team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well-defined set of activities.
- Ability to respect the chain of command in an appropriate manner.
- Ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions or alternatives for approval.
- Ability to utilize the Code of Ethics to manage self, others, information and resources.
- Ability to mentor others and create feedback loops with supervisors, colleagues and subordinates to build strong working relationships and improve performance.
- Contribute to maintaining organizational unit’s performance goals and standards.
- Interpersonal skills with the ability to keep a client informed of progress or setbacks in projects of relevance to the timeline, quality, and quantity.
- Ability to proactively interact with clients and build strong trusting relationships based on mutual respect and regular discussions.
- Ability to establish and sustain professional credibility with clients/stakeholders in a manner that anticipates their needs, mitigates issues and that carefully balances professional obligations with the need to be sensitive and responsive to their needs.
- Ability to counsel, advise, consult, and guide others on matters pertaining to assigned client service responsibilities and established client service standards.
- Demonstrate respect for cultural differences, fairness, and ability to relate well with People from varied backgrounds, nationality, gender, ethnicity, race, and religion.
- Understanding of diverse cultural views especially within West Africa, with sensitivity to group differences; ability to challenge bias and to practice tolerance and empathy.
- Ability to listen actively, consider people’s concerns and apply judgement, tact, and diplomacy.
- Ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths.
- Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
- Ability to encourage, empower, and advocate for people in an unbiased and transparent manner.
- Knowledge of ECOWAS institutions, sectors, programmes, and policies.
- Knowledge of ECOWAS internal operational requirements of programs, projects, services, and systems required to achieve work assignments and meet performance goals.
- Knowledge of rules and procedures of ECOWAS associated assigned responsibilities and ability to explain these clearly to others.
- Knowledge of the ECOWAS culture, structures and performance issues and priorities impacting assigned responsibilities.
- Knowledge of member states development trends, indicators, challenges, and opportunities as it relates to project/programme assigned to own position.
- Ability to study data/information from a variety of sources, identify anomalies, trends and issues, present findings, and make recommendations.
- Ability to break down problems or processes into key parts to identify and solve gaps in service, quality assurance, compliance, and performance targets.
- Knowledge of and ability to apply techniques to generate creative ideas and new approaches to meeting goals.
- Ability to use evidence and research to inform policies and programs and identify relevant and appropriate sources of information, including stakeholders, regional institutions and/or internal committees.
- Demonstrate operational computer proficiency using appropriate tools.
- Ability to make sound use of graphics and tables to effectively present numerical data to write semi-complex technical reports/proposals and edit/check templates, letters, etc.
- Ability to convey information clearly and concisely in a succinct and organized manner through both writing and verbal means,
- Exhibit interpersonal skills, make presentations, express opinions, and debate ideas with others in a constructive manner.
- 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.
- Ability to develop and implement an individual action plan for achieving specific work goals.
- Identify, organize, and monitor tasks throughout to facilitate execution.
- Ability to contribute and/or lead on projects as per accepted project management standards and techniques, to co-ordinate contributions by others to set and meet deadlines.
- Ability to organize work, set priorities, and work within timelines, giving attention to details, stakeholders, indicators, and risks.
- Ability to identify, collect and assess indicators to monitor performance and to take proactive remedial action as required.
Annual Salary
UA49,106.81 / USD77,480.72 – UA56,591.37 / USD 89,289.87
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.
Click here to download the application form (Docx.)
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.
