Archiving and Documentation Officer at Economic Community of West African States (ECOWAS)

Job Code: 20002782
Grade: P5

Role Overview

• Under the supervising of the Director of Communication Keep data organized, safe and available is the main task.
• This involves maintaining paper files, electronic files, or even databases. Inputting, organizing, and retrieving information from these systems.

Roles and Responsibilities

• Supervise maintenance of accurate information about the ECOWAS Community and its institutions.
• Manage data about ECOWAS Commission and other ECOWAS institutions, new acquisitions including reports, publications, and research for cataloguing.
• Develops online guides for easy access.
• Supervise the storage, archiving and develops on- line guides for retrieval of the Commissions’ documents.
• Supervise document control activities by reviewing and editing prior to them being sent to ECOWAS Commission and other ECOWAS institutions and departments or archived.

Academic Qualifications & Experience

• Master’s degree or equivalent in Library, Archiving and Documentation or related field from a university of recognized standing.
• 10 years of experience in Library, Archiving and Documentation services of which at least 2 years relevant international experience and 2 years at a supervisory level.
• Experience with documentation, performance, and financial information management systems such as Documents, Conference and Production Management System (DCPMS) and an enterprise resource planning system like SAP/UMOJA.
• Proven competence in developing content and implementing communication strategies to broaden awareness of programmes and priorities.
• Knowledge in drafting communications strategies and plans to ensure visibility across key audiences, including the media.
• Knowledge and understanding of theories, concepts and approaches relevant to sector, functional area, or another specialized field.
• Thorough knowledge of ECOWAS rules and regulations on the control and limitation of documentation and meetings servicing.

Key Competencies:

• Ability to lead in assigned programs and projects by providing the necessary managerial and operational expertise required for the fulfilment of the organization’s mandate (e.g. establish networks and benchmarks).
• Ability to lead by example and organize teamwork to encourage cooperation to achieve targeted results, champion and build momentum for change and to bring about employee engagement; develops and implements internal controls for pilot Program to manage potential barriers to implementation.
• Excellent self-management skills, demonstrating ethics and integrity and displaying due regards for internal controls of rules, delegations, and transparency.
• Ability to bring together complementary skills/expertise, assess individual contributions and recognize/address accomplishments and shortcomings in a manner that brings continued success to the organization.
• Knowledge of program management at the level usually acquired from a certification in program management (e.g. Managing Successful Programmes (MSP) or Program Management Professional PgMP).
• Ability to research benchmarks and trends to bring about the best recommendations for the development and improvement of programs/projects that will best serve the community/organization.
• Well-developed networking and interpersonal skills to seek feedback, information, and data from a network of professionals from multiple countries/sectors/organizations and to identify and prioritize the most critical community requirements.
• Ability to manage and co-ordinate client management initiatives (e.g. feedback loops, surveys, studies, needs assessments) and make recommendations.
• Ability to develop and implement best practices in client services (e.g. dashboards, incentive management, feedback mechanisms).
• Ability to develop and implement stakeholder management plans, programs, and initiatives to obtain buy-in on new initiatives, to better understand dissenting views, to obtain resources and to increase perceptions of success.

Age Limit:

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