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

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 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.

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.