ECOWAS
JOB PROFILE
| INSTITUTION | GIABA |
| GRADE | G5/G6/G7 |
| JOB CODE | 20003314 |
| ANNUAL SALARY | G5: UC 31,502.30 (US$ 49,704.33) / G6: UC 35,815.21 (US$ 56,509.24) / G7: UC 40,223.63 (US$ 63,464.83) |
| DIRECTORATE | Office of the Director General |
| LINE SUPERVISOR | Executive Assistant |
| SUPERVISING | OFFICE AID |
| DURATION | PERMANENT |
| DUTY STATION | DAKAR - SENEGAL |
| Application email address | g3314omdg@giaba.org |
| Application date line | 29 January 20025 |
ROLE OVERVIEW
Under the supervision of the Executive Assistant of the Director General, the Office Manager should play a vital role in the smooth running of the Directorate. From welcoming visitors to reception of calls, fixing appointments, organizing the schedule of his/her superior, drafting of correspondence and filing documents, her duties will be critical to the daily activities of the Institution. 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: receive and welcome visitors; organise and manage appointments; keep the Supervisor's timetable; make telephone calls; verify in-coming calls to ensure their importance and possibility to respond; manage the Director's diary and schedule.
- Administrative management: organise meetings; receive, draft, type and make follow-up on administrative letters; meeting room bookings; provide supplies to the office.
- Management of mail: create a recording system of in-coming and out-going mails; ensure archiving and filing of documents; manage documents (in-coming and out-going, filing of letters); ensure follow-up on documents submitted to the Director for signature.
- Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required.
- Undertake any other duty assigned by the superiors.
ACADEMIC QUALIFICATIONS AND EXPERIENCE
- A minimum of High School Certificate, a university degree and an additional training in administrative science or management is preferable.
- Minimum of six years working experience in secretariat and programs, ability to edit, draft communication, process editorial assistance and fluent in both written and oral communications in one or more of the ECOWAS languages. Proven Managerial skills, leadership and Knowledge of working in an international environment with diversity, are required.
AGE: The minimum age for recruitment is 24 and the maximum age is 50.
Age limit is not applicable to internal candidates.
LANGUAGE: Candidates must speak one of the official languages of ECOWAS: English, French or Portuguese. Knowledge of a second official ECOWAS language is an advantage.
COMPETENCIES PROFESSIONALISM:
- Show pride in work and in achievements, demonstrate professional competences and mastery of subject matter, be conscientious and efficient in meeting commitments, observing deadlines, and achieving results, be motivated by professional rather than personal concerns; show persistence when faced with difficult problems and challenges; remain calm in stressful situations.