Registry at Economic Community of West African States (ECOWAS)

Job Code: 20001204
Location: Abuja
Grade: P3/P4
Department: Internal Services
Status: Permanent
Directorate: Administration & General Services
Division: Administration, Logistics, And Maintenance
Line Supervisor: Office Support(P3/P4)
Supervising: Registry Assistants

Role Overview

• Under the supervision of the Office Support Officer, the incumbent shall oversee the activities of the Registry.
• This primarily relates to record-keeping and management of the mail/courier services, including overseeing the filing system, ensuring compliance with document retention policies, and facilitating the retrieval of information when needed.
• The Registry Officer is a key contributor to maintaining an organized and accessible record-keeping system.

Role and Responsibilities

• Develop and implement efficient record-keeping systems for both physical and electronic documents.
• Classify, file, and maintain records in accordance with established procedures and document retention policies.
• Supervise mailroom activities, including the sorting and delivery of in-coming and out-going mail.
• Facilitate the timely retrieval of documents and records as requested by authorized personnel.
• Maintain an organized filing system to enable quick and accurate access to information.
• Safeguard confidential and sensitive information through secure storage and access controls.
• Implement security measures to protect records from unauthorized access, damage, or loss.
• In collaboration with the HR Department provide training to staff on proper document handling, filing procedures, and record-keeping best practices.
• Foster awareness of the importance of accurate and organized record-keeping throughout the organization
• Conduct regular audits of the filing system to ensure compliance with standards.
• Implement quality assurance measures to maintain the integrity of the records.
• Collaborate with other departments to streamline document workflows and information sharing.
• Work closely with IT and relevant stakeholders to ensure the seamless integration of electronic document management systems.
• Ensure the accuracy and completeness of documents before filing.
• Establish and enforce document control procedures to track revisions and updates.
• Arranges out-going shipments.
• Ensures that accurate records are kept on all in-coming and out-going mail.
• Arranges for timely dispatch/distribution of mail.
•  Arranges package pick-ups.
• Vet and submit courier – related bills for prompt payment.
• Propose new approaches to efficient service delivery.
• Carry out other duties as may be assigned.

Academic Qualifications and Experience

• Bachelor’s Degree or equivalent) in Information Management, Records Management, Public Administration, Business Administration, management, or a similar field.
• 5 years of experience in registry and documentation support functions.
• thorough knowledge of ECOWAS rules and regulations on the control and limitation of documentation.
• developed knowledge in record-keeping and management of the mail/courier services.
• Certification in Records Management or a related field is a plus.

Age Limi:

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

Ecowas Key Competencies:

• Ability to persuade/influence others to consider a certain point of view, adopt a new idea or implement new methods and practices.
• Ability to lead a team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well-defined set of activities.
• Ability to respect the chain of command in an appropriate manner.
• Ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions or alternatives for approval.
• Ability to utilize the Code of Ethics to manage self, others, information and resources.
• Ability to mentor others and create feedback loops with supervisors, colleagues and subordinates to build strong working relationships and improve performance.
• Contribute to maintaining organizational unit’s performance goals and standards.
• Interpersonal skills with the ability to keep a client informed of progress or setbacks in projects of relevance to the timeline, quality, and quantity.
• Ability to proactively interact with clients and build strong trusting relationships based on mutual respect and regular discussions.
• Ability to establish and sustain professional credibility with clients/stakeholders in a manner that anticipates their needs, mitigates issues and that carefully balances professional obligations with the need to be sensitive and responsive to their needs.
• Ability to counsel, advise, consult, and guide others on matters pertaining to assigned client service responsibilities and established client service standards.
• Demonstrate respect for cultural differences, fairness, and ability to relate well with People from varied backgrounds, nationality, gender, ethnicity, race, and religion.
• Understanding of diverse cultural views especially within West Africa, with sensitivity to group differences; ability to challenge bias and to practice tolerance and empathy.
• Ability to listen actively, consider people’s concerns and apply judgement, tact, and diplomacy.
• Ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths.
• Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
• Ability to encourage, empower, and advocate for people in an unbiased and transparent manner.
• Knowledge of ECOWAS institutions, sectors, programmes, and policies.
• Knowledge of ECOWAS internal operational requirements of programs, projects, services, and systems required to achieve work assignments and meet performance goals.
• Knowledge of rules and procedures of ECOWAS associated assigned responsibilities and ability to explain these clearly to others.
• Knowledge of the ECOWAS culture, structures and performance issues and priorities impacting assigned responsibilities.
• Knowledge of member states development trends, indicators, challenges, and opportunities as it relates to project/programme assigned to own position.
• Ability to study data/information from a variety of sources, identify anomalies, trends and issues, present findings, and make recommendations.
• Ability to break down problems or processes into key parts to identify and solve gaps in service, quality assurance, compliance, and performance targets.
• Knowledge of and ability to apply techniques to generate creative ideas and new approaches to meeting goals.
• Ability to use evidence and research to inform policies and programs and identify relevant and appropriate sources of information, including stakeholders, regional institutions and/or internal committees.
• Demonstrate operational computer proficiency using appropriate tools.
• Ability to make sound use of graphics and tables to effectively present numerical data to write semi-complex technical reports/proposals and edit/check templates, letters, etc.
• Ability to convey information clearly and concisely in a succinct and organized manner through both writing and verbal means,
• Exhibit interpersonal skills, make presentations, express opinions, and debate ideas with others in a constructive manner.
• 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 and implement an individual action plan for achieving specific work goals.
• Identify, organize, and monitor tasks throughout to facilitate execution.
• Ability to contribute and/or lead on projects as per accepted project management standards and techniques, to co-ordinate contributions by others to set and meet deadlines.
• Ability to organize work, set priorities, and work within timelines, giving attention to details, stakeholders, indicators, and risks.
• Ability to identify, collect and assess indicators to monitor performance and to take proactive remedial action as required.

Annual Salary
UA49,106.81 / USD77,480.72 - UA56,591.37 / USD 89,289.87