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

Location: Banjul, Gambia
Grade: G5 / G6 / G7
Status: Permanent
Institution: ECOWAS Regional Competitive Authority (ERCA)
Agency: ECOWAS Regional Competitive Authority (ERCA)
Department: Trade, Customs, Free Movement And Tourism
Directorate: Office of the Director, Administration & Finance
Line Supervisor: Director, Administration & Finance

Role Overview

• Under the supervision of the Director, Administration & Finance, the incumbent should play a vital role in the smooth running of the Department
• From welcoming visitors, to reception of calls, fixing appointments, organizing the schedule of his / her superior, drafting of correspondence and filing documents, his or her duties will be critical to the daily activities of the Department / Directorate
• 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

• Management of the Supervisor’s schedule: manage the Supervisor’s diary and schedule, organise and manage appointments; receive and welcome visitors; make telephone calls; verify in-coming calls to ensure their importance and possibility to respond or transfer to the supervisor
• Administrative Management: organise meetings; receive, draft, type and make follow-up on administrative letters; book meeting rooms; request and provide supplies to the office
• Management of mail and documents: create a recording system of in-coming and out-going mails; ensure e-archiving and e-filing of documents using ECM software for easy retrieval when the need arises; manage documents (in-coming and out-going, filing of letters); ensure follow-up on documents submitted for signature or approval
• Computer skills: Knowledge of Ms Office, ECM and other Ecolink software when it is possible. Demonstrate ability in word processing in English, French and/or Portuguese
• Perform any other duty assigned by the supervisor.

Academic Qualifications and Experience

• HND or equivalent in Secretarial Studies or Administration or a related field from a  recognized higher institution
• 6 years experience in administrative and  secretarial services
• Sound judgment and the ability to make reasonable decisions with little supervision
• Knowledge of related computer software and relevant ECM filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates.

Eligible Candidates:

• Nationals of Gambia or other ECOWAS member-states resident in Gambia.

Age Limit

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

Salary

• UA 20,581.97; USD 32,474.24 / UA 24,770.16; USD 39,082.35 / UA 29,051.08; USD 45,836.80 annually.