Senior HR Assistant Data Management at Economic Community of West African States (ECOWAS)

Job Code: 20000131
Grade: G6/G7

Role Overview

• Under the supervision of the Employee Data Management & Reporting Officer, the incumbent shall ensure the accuracy of all data entry and maintaining procedures for data collection, input, management, and quality control.
• In addition, he/she will be responsible for overseeing data entry, ensuring data integrity, generating reports, and supporting HR functions with a focus on data accuracy and compliance through, written and verbal communication and ensuring real-time employee details are achieved as at required.

Role and Responsibilities

• Extract data from the available ERP system such as SAP as required and generate requested reports for the organization.
• Compile and gather data for processing and entering databases.
• Enter employee information into HR databases and systems.
• Organize, enter, and process data relating to staff details.
• Check and verify data relating to staff details.
• Maintain databases for various types of activities and functionalities.
• Enter and retrieve data from a database relating to administrative tasks and functions of staff members.
• Assist in generating and analyzing HR reports to provide insights into key metrics such as headcount, turnover, and diversity.
• Prepare ad-hoc reports for HR management and other departments as needed.
• Ensure compliance and record-keeping with data protection regulations and ECOWAS Institution policies.
• Maintain and update employee records, including personnel files, under legal requirements.
• Handle data processing operations relating to specific or multiple projects.
• Support HR systems and technology-related initiatives and generate requested reports and data for the organization.
• Retrieve data from databases.
• Assist employees with inquiries related to HR data, ensuring confidentiality, and providing accurate information.
• Conduct routine verification of data entered the database.
• Perform any other task as assigned by the supervisor.

Academic Qualifications and Experience

• Brevet de Technicien Superieur (BTS) /Ordinary National Diploma(OND) in Information Technology, Statistics or in a similar field from a recognized University.
• Eight (8) years’ experience in Information technology, data management, and/or administrative experience in a private/public sector or international organizations.
• Excellent mastery and usage of MS Excel for data processing, Analysis, Reporting and Visualization.
• Proficiency in using ERP systems such as SAP in performing skilled administrative and specialized technical tasks, and understanding of HR principles, work processes using SAP, and their application to respond to and resolve HR queries.
• Ability to compile and gather data, files, and documentation in an organized manner and in line with compliance standards using relevant ERP systems where necessary.
• Experience of database creation and management, and use of specialized computer systems and programs for operationalizing a variety of HR business processes and reports.
• Broad knowledge of information technology/information management particularly as it relates to HR systems analysis, content management solutions, application development, and project management.
• Strong analytical and problem-solving/troubleshooting skills.

 Age Limit: Be below 50 years old. This provision does not apply to internal candidates.

Key Competencies:

• Demonstrated experience leading group conversations to provide participants with opportunities to exchange information, ideas, or awareness and/or elicit feedback.
• Good networking and teamwork skills with an ability to positively influence co-workers when faced with challenges and to help trigger solutions and build confidence.
• Ability to motivate self and/or others to engage in and successfully complete tasks at hand.
• Ability to lead in the management of own career and performance and to seek assistance/coaching when required.
• Excellent work ethic, positivity, motivation, flexibility, problem-solving, critical thinking, and conflict resolution to carry out tasks associated with the position.
• Ability to take initiative to resolve problems and improve quality and/or quantity of work.
• Ardent desire to help others and capacity to empathize to generate mutual understanding.
• Ability to work as part of a team in supporting and addressing the needs of clients and stakeholders.
• Ability to manage own time effectively, multitask, and contribute to meeting client service/stakeholder management standards and objectives related to assigned responsibilities.
• Ability to work with people from various cultural backgrounds, and to understand interests, needs, and perspectives to prevent/address misunderstandings and complaints.
• Excellent interpersonal skills and ability to understand diverse cultural differences, especially within West Africa.
• Ability to listen attentively to people’s ideas, requests, and concerns, and to understand, internalize, and communicate the need for diversity management in everyday workplace practices in accordance with ECOWAS rules/policies.
• Ability to factor in diversity when providing services, responding to requests, and recognizing and releasing preconceived notions and stereotypical views of certain groups and individuals.
• Basic understanding of the ECOWAS organization mandate and its functions.
• Knowledge of ECOWAS routine procedures and practices as it relates to assigned responsibilities (e.g., interpretation of regulations) and work tools (e.g., technology).
• Ability to apply ECOWAS standards for emailing, reporting, producing correspondence, etc., and to keep records, produce reports, and manage information pertaining to assigned work.
• Ability to explain ECOWAS programs and projects relevant to tasks and demonstrate understanding of data used by the department/institution/agency, including knowing where data resides in the system, the ability to see how the data in the system interrelates, and how data entries and changes may impact other parts of the system.
• Excellent numeracy skills with the ability to collect, collate, classify, and summarize data systematically.
• Demonstrated ability to contribute to and/or implement new or changed processes or procedures in accordance with instructions and/or best practices (e.g., verification procedures, approval processes, classification procedures, filing processes).
• Detail-oriented with an ability to identify inconsistencies, errors, or concerns and to present findings clearly and concisely.
• Good creative thinking skills and ability to use initiative in the generation of alternative solutions to processing problems (e.g., quality, quantity, turnaround time).
• Ability to gather, analyze, and arrange information and data in a logical sequence.
• Ability to provide useful feedback when asked and to use feedback constructively when given by supervisors, co-workers, or clients.
• Demonstrated ability to use computers with superior word-processing skills and proficiency in the use of databases (e.g., Access), spreadsheets (e.g., Excel), inter/intranet, email, and social media.
• Ability to relay/redirect complete and accurate messages to appropriate persons or departments.
• Tact, diplomacy, and well-developed interpersonal skills.
• Fluency in one of the three ECOWAS official languages (English, French, or Portuguese).
• Well-established time management skills with the ability to make well-considered/reasoned work plans independently and to follow through until all activities are fully implemented.
• Ability to use action planning skills, develop work goals, and identify the steps needed to achieve goals.
• Ability to understand and contribute to team or work unit goals, plans, activities, and collective decision-making processes.
• Ability to set and coordinate day-to-day functions for the office and those supported, by following semi-routine administrative practices (e.g., in time management and organizing work tasks over a set period).
• Well-developed concentration and organizational skills to meet deadlines and produce documents accurately and in accordance with office standards and practices.