Office Manager at Economic Community of West African States (ECOWAS)

Ref: ECW/HR/17041925
Location: Bamako / Mali
Grade: G5/G6/G7
Statut: Permanent
Institution: Ecowas Commission
Supervising: Office Aide
Line Supervisor: Executive Director; REGIONAL ANIMAL HEALTH CENTER (RAHC) – BAMAKO

Role Overview

• The Office Manager will play a vital role in the efficient functioning of the office by organizing office operations and procedures critical to the daily activities of the Executive Director.
• The Office Manager will maintain the Executive Director’s schedule, maintain effective documentation of records, ensure appropriate communication and correspondence, and maintains professional and technical knowledge for the effective running of the office.
• In this regard, he/she should be quite accessible and responsive in the face of competing demands from both internal and external parties.

Role And Responsibilities

• Provide office support for the efficient functioning of the office of the Executive Director;
• Organize office operations and procedures for efficiency;
• Coordinate the schedule, appointments and bookings of the Executive Director;
• Coordinate activities of the office of the Executive Director and allocate tasks and assignments to ensure effective delivery of service;
• Control correspondence, documentation and an efficient filing system;
• Ensure security, integrity and confidentiality of information, and the retention and protection of documents;
• Manage visitor enquiries and complaints and report;
• Provide general support to visitors;
• Coordinate with relevant Units to ensure effective operations of the office;
• Implement procedural and policy changes to improve operational efficiency;
• Undertake other duties as may be assigned by the Head of Division.

Academic Qualifications And Experience

• Higher National Diploma (HND) or equivalent in Secretarial Studies or Administration or a related field from a recognized higher institution;
• 6 years of progressively responsible experience in secretarial services and office management;
• Knowledge of related computer software and relevant enterprise content management (ECM) filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates.

Age Limit:

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

Ecowas Key Competencies

• Ability to provide suggestions based on own observations that will improve the way work is accomplished and confidently lead on their implementation as requested;
• Demonstrated experience working effectively as a team member and mentoring;
• Ability to work under pressure and be dependable for results;
• Ability to take responsibility for own career and performance and to regularly and independently engage in self-assessment activities;
• Ability to develop and maintain skills and expertise required to perform in the role effectively;
• Ability to resolve routine problems and make recommendations to improve the quality/quantity of services to clients;
• Ability to manage own time effectively and meet service standards and objectives related to assigned responsibilities;
• Understands how to access internal resources or services to enhance cultural awareness and actively seeks to improve multicultural skills when interacting with others with culturally and linguistically diverse backgrounds, especially within west Africa;
• Basic understanding of the ECOWAS organizations mandates and its functions, particularly those of own institution/agency;
• Knowledge of ECOWAS routine procedures and practices as it relates to assigned responsibilities and work tools;
• Ability to be innovative with established procedures with a view of improving performance and/or outputs;
• Ability to detect and correct errors and to keep accurate records of simple indicators/information;
• Ability to organize routine work tasks, to identify solutions to address conflicting priorities or uncertainty in carrying out new or changing tasks;
• Ability to provide accurate and complete information to supervisor/co-workers/clients as requested, using good judgment, tact and diplomacy;
• Ability to use computers with advanced word-processing skills including a working knowledge of spreadsheets, database, inter/intranet, email and social media;
• Ability to develop work goals and identify the steps needed to achieve these goals;
• 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 work goals and identify the steps needed to achieve these goals;
• Ability to understand and contribute to team or work unit goals as directed by supervisor;
• Ability to work within well-established office practices and balance multiple tasks within set deadlines;
• Excellent work ethics, positivity, motivation, flexibility and problem-solving skills to carry out tasks associated with position;
• Ardent desire to help others in a variety of circumstances of relevance to own work area and to refer to appropriate person for further assistance as required;
• Ability to work as part of a team in articulating the needs of clients.

Annual Salary
UA 22,964.49 USD 36,233.37/UA 27,577.33 USD 43,511.51/ UA 32,292.32 USD 50,950.81