Reprographic Assistant at Economic Community of West African States (ECOWAS)

Job Code: 20000091

Role Overview

• Under the direct supervision on the Reprographic/Documentation Officer, the Reprographic Assistant is responsible for a variety of important tasks within the Commission 
• The Reprographic Assistant at ECOWAS plays a crucial role in supporting the organization’s documentation and publication processes. 
• The individual in this position will be responsible for operating and maintaining reprographic equipment, producing high-quality printed materials, and ensuring efficient document management. 
• This role is essential for facilitating effective communication and information dissemination within the organization.

Roles and Responsibilities

• Operate reprographic equipment to produce copies of documents, reports, manuals, and other printed materials.
• Ensure the quality and accuracy of printed materials by conducting regular checks and maintenance of reprographic machines.
• Provide reprographic services including printing, scanning, laminating, and binding for the timely production of documents.
• Offer clerical support by organizing files, managing document circulation, and assisting with reports and presentations
• Manage the distribution of printed materials to the relevant departments and stakeholders.
• Perform routine maintenance and troubleshooting of reprographic equipment to ensure optimal performance.
• Coordinate with service providers for repair and maintenance of equipment as needed.
• Maintain an inventory of supplies and reorder materials such as paper, toner, and other consumables.
• Organize and archive documents to ensure easy retrieval and reference.
• Implement document security measures to protect sensitive information.
• Assist in the digitization of documents for electronic storage and distribution.
• Respond to requests for reprographic services from various departments and provide timely and efficient support.
• Offer guidance and assistance to staff on the use of reprographic equipment and services.
• Handle inquiries and resolve issues related to reprographic services.

Academic qualifications

• A minimum of Ordinary National Diploma/Brevet de Technician in Reprography, Printing Technology, Office Technology Management, or a related field.
• Additional training or certification in the use of reprographic equipment and document management systems is an advantage.
• At least 5 years of experience in a reprographic or printing environment, preferably within an international organization or corporate setting.
• Experience in operating and maintaining various types of reprographic equipment, including photocopiers, printers, and scanners.
• Proven track record of managing document production processes, including quality control and distribution.
• Good knowledge of standard industry production and printing processes and of printing practices and operations
• Experience with basic troubleshooting and maintenance of reprographic equipment.
• Familiarity with document management practices and systems.
• Demonstrated ability to manage inventory and coordinate supply orders
• Knowledge of graphic design and demonstrated ability to develop creative solutions and produce high quality graphic materials for various print and electronic projects (e.g. logos, brand identities, books, potters, booklets, brochures, banners, e-publications, web and social media graphics, etc.).
• Demonstrated knowledge of typography, layout, photography and color theory and professional competence and mastery of graphic design and/or graphic art.
• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Knowledge of reprographic software and tools.
• Familiarity with digital document management systems.
• Ability to assist in the digitization and electronic storage of documents.
• Proficiency in English and French is an advantage.
• Ability to handle inquiries and provide assistance in a professional manner.
• Ability to manage time effectively to meet deadlines and prioritize tasks.
• Capability to work under pressure and handle multiple assignments simultaneously.

Competencies:

• Ability to assume a credible presence when explaining rules, standards, and expectations (e.g. deadlines) to ensure compliance and work expectations are met.
• Ability to motivate self and/or others to engage in discussions that 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 as it 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.

Remuneration (Annually)

• UA 20,166.30 / USD 31,818.39
• UA25,527.53 / USD 40,277.34
• UA 30,178.98 / USD 47,616.39..