Company Info
Large organization
200 + Employees
The Economic Community of West African States (ECOWAS) is a regional organisation composed of fifteen West African countries. Founded on May 28, 1975, with the signing of the Treaty of Lagos, its purpose is to foster regional economic integration.
The Economic Community of West African States (ECOWAS) is a regional organisation composed of fifteen West African countries. Founded on May 28, 1975, with the signing of the Treaty of Lagos, its purpose is to foster regional economic integration.
1). Procurement & Administration Officer
Location: Banjul, Gambia
Job Code: 20003610
Institution: ECOWAS Commission
Grade: P3 / P4
Agency: ECOWAS Regional Competition Agency (ERCA)
Department: Economic Affairs & Agriculture
Status: Permanent
Directorate: Administration & Finance
Line Supervisor: PO Administration & HR
Job Summary
Under the supervision of the Principal Officer of Administration & Human Resources, this position has the responsibility for the management of the daily procurement activities in the division by ensuring that procurement procedures (including Grants) conducted at ERCA are in conformity with its laws and regulations, donors’ requirements, and those of other stakeholders
Roles and Responsibilities
- Provide day-to-day active technical support and advice as related to procurement and contract management, at all stages of the procurement cycle in line with the ECOWAS Standard Procurement code.
- Prepare Procurement and Monitoring Plans for ERCA procurement activities.
- Support in the preparation and finalization of a variety of procurement-related documents (Standard bidding documents, Standard evaluation reports, standard contracts, Standard Procurement reports Templates).
- Monitor the progress of contract implementation to ensure that it abides by the stipulated standards procedures and planned procurement timetable.
- Identify any delays/issues relating to the implementation of the Procurement Procedures within the Institutions.
- Conduct market research to identify cost-effective purchasing opportunities.
- Evaluate supplier performance and address any issues or concerns.
- Provide administrative support to the division including handling correspondence, scheduling meetings, and managing office supplies.
- Assist in the preparation of budgets and financial reports.
- Maintain accurate records of procurement transactions and administrative activities
Academic Qualifications and Experience
- Bachelor’s degree (or equivalent) in Business Administration, Public Administration, Commerce, Supply Chain, Law, or a related field from a recognized university.
- Five (5) years of progressively responsible experience in Procurement and /or Supply chain Management for a Public Institution, International Organization, NGO, or Multilateral Aid Agencies.
- Knowledge of procurement policies, processes, and procedures of Development Partners such as the World Bank, African Development Bank, and European Union will be an advantage.
- Knowledge of an Enterprise Resource Planning system or other procurement-related management system will be an advantage.
- Knowledge of ECOWAS financial regulations, administrative procedures, procurement Tender Code and staff regulations
Age Limit:
- 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 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 the subordinates to build strong working relationships and improve performance.
- Contribute to maintaining organizational unit’s performance goals and standards.
- Interpersonal skills with ability to keep a client informed of progress or setbacks in projects of relevance to 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 need, 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/program 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, 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.
Salary
USD 62,213.20 – USD 72,846.21 Annually.
Application Closing Date
15th May, 2024.
Note
- Female applications are encouraged.
- Only shortlisted candidates will be contacted
- Applications initially submitted with only the CV remain acceptable.
- ECOWAS does not charge a fee for recruitment and will not request for your account details.
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2). Registry Assistant
Job Code: 20000231
Location: Abuja, Nigeria
Institution: ECOWAS Commission
Grade: G4 / G5 / G6
Department: Internal Services
Status: Permanent
Directorate: Administration & General Services
Division: Administration, Logistics and Maintenance
Line Supervisor: Registry Officer
Role Overview
- Under the supervision of the Registry Officer, the incumbent shall be responsible for all incoming and outgoing correspondence and record keeping of the mail/courier services.
Role and Responsibilities
- Assist with mailroom activities, including the sorting and delivery of in-coming and out-going mail.
- Arrange out-going shipments.
- Ensure accurate records are kept on all in-coming and out-going mail.
- Arrange for timely dispatch/distribution of mail.
- Arrange package pick-ups.
- Maintain strict confidentiality of sensitive information and correspondences.
- Implement security measures to safeguard records against unauthorized access.
- Technology Utilization
- Maintain an organized and up-to-date filing system for all incoming and outgoing correspondences.
- Regularly update and maintain electronic and/or physical records of correspondences.
- Implement archival processes to ensure older documents are properly stored for future reference.
Data Entry and Tracking:
- Vet and submit courier–related bills for prompt payment.
- Assign appropriate reference numbers or codes to each correspondence for easy identification and retrieval.
- Propose new approaches to efficient service delivery of mails.
- Perform any other task assigned by the supervisor.
Academic Qualifications and Experience
- Brevet de Technicien Superieur (BTS) / Ordinary National Diploma (OND) or equivalent in related field from a recognized University.
- 5 years of relevant working experience in administration, including experience in in archives, electronic record management or related area is required.
- Knowledge of ECOWAS documentation, the document processing chain and relevant operational and administrative procedures, registry policies and practices, terminology, and reference standards or that of a similar international organization.
- Knowledge of registry duties, and practices as well as the ability to use relevant ECM modules to carry out routine tasks.
- Knowledge of document storage and retrieval and of electronic record keeping and relevant information systems procedures in terms of the working environment.
Age Limit:
- Be below 50 years old. This provision does not apply to internal candidates.
ECOWAS Key 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.
Annual Salary
- UA20,166.30 / USD 31,818.39 ; UA 25,527.53 / USD 40,277.34 ; UA 30,178.98 / USD 47,616.39
Deadline: 15th May, 2024.
How to Apply: Interested and qualified candidates should send their correctly filled Application Form, Curriculum Vitae (CV) and a Motivation Letter to the emails below using job title as subject of the mail:
- Administration Officer – [email protected]
- Registry Assistant – [email protected]
Note
- Female applications are encouraged.
- Only shortlisted candidates will be contacted
- Applications initially submitted with only the CV remain acceptable.
- ECOWAS does not charge a fee for recruitment and will not request for your account details.