Documentation & Archives Assistant at Economic Community of West African States (ECOWAS)

Role Overview

• Under the overall guidance and supervision of the Documentation and Archives Officer, the Documentation and Archive Assistant will assist in the use precise methods in sorting and organizing various forms of information (hard and electronic information) into files and records for the purpose of storing preserving and retrieving them when required.

Role and Responsibilities

• Organize archival files and documents with a view to maintaining the office filing system in accordance with the Directorate and Institution Archival Filing Policy/System.
• Scan, photocopy and store digital documents.
• Open new subject files as required and dispose of old files in accordance with the established retention schedule.
• Reproduce/provide photocopies of documents from the confidential registry files as requested
• Maintain a record of file movement/circulation within the office.
• Ensure document security in archiving.
• Perform other tasks as may be required

Academic Qualifications and Experience

• Brevet de Technicien (BT)/OND or equivalent certificate in an administrative specialty or in a similar field from a recognized University.
• 5 years of experience in library work, archives, information network administration or related field.
• Demonstrates deep understanding of the principles of copyright, licensing, purchasing; as well as establishes policies and procedures respecting these issues
• Knowledge of digitization, including scanning, creating digital objects and postings to designated repositories.
• Knowledge of and ability to apply a range of records management tools and techniques, including ECOWAS policies on period of retention and best practices, effectively in the institutional context

Age Limit: 

• Be below 35 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) ensure compliance and work expectations are met.
• Ability to motivate self and/or others to engage in discussions 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 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.

Assessment method:

• Assessment of qualified candidates may include a written exercise and a competency-based interview. 

ECOWAS Work Environment:

• ECOWAS provides a work environment that reflects the values of gender equality, diversity, integrity and a healthy work-life balance.
• We are committed to ensuring gender parity in the organization and therefore, we encourage women to apply for positions that suit their competencies.
• Individuals from minority ethnic groups, indigenous populations, persons with disabilities, and other underrepresented groups are also highly encouraged to apply. Diversity, Equity and Inclusion is at the heart of ECOWAS’s workforce.