Conference Assistant
17 Feb, 2025
JOB PROFILE
JOB TITLE
Conference Assistant
JOB CODE
20000347
INSTITUTION
ECOWAS COMMISSION
GRADE
G4/G5/G6
AGENCY
COMMISSION
ANNUAL SALARY
UA 20,166.30/USD 31,818.39;UA25,527.53/USD 40,277.34
UA 30,178.98/USD 47,616.39
STATUS
Permanent
DEPARTMENT
GENERAL ADMINISTRATION AND CONFERENCE
DIRECTORATE
CONFERENCE & PROTOCOL
DIVISION
CONFERENCE
LINE SUPERVISOR
CONFERENCE OFFICER
SUPERVISING
NA
DUTY STATION
ABUJA, NIGERIA
Applications should be sent to : [email protected]
ROLE OVERVIEW
Reporting to the Conference Officer, the incumbent will be responsible for but not limited to administrative duties as it relates to management, planning and execution of all aspects of event logistics and event management
ROLE AND RESPONSIBILITIES
- Assists in the preparation, organisation and coordination of relevant meetings of the ECOWAS Commission, including ensuring that all meeting requirements in terms of services and facilities are provided.
- Assist in the research for information relevant to the substantive and organisational preparation of the meetings organised by the Division (such as ‘Level of Representation’, ‘Tenure related order of precedence’ etc.).
- Organize and maintain reference materials and background documents.
- Draft replies to requests for information not requiring substantive knowledge of the programme area, as well as invitation letters to Member States, specialised agencies, private sector representatives and non-governmental organizations.
- Serve as meeting logistics focal person with the Programme officers and other senior officials of the Department, and other programmes, of the ECOWAS system.
- Maintain correspondence log and follow up and coordinate accordingly.
- Provide meeting services support during ECOWAS Statutory technical meetings and important events organised by the Commission or those being held under its auspices.
- Follow-up on the delivery and presentation of food and beverages and all services from both internal and external providers.
- Support supervising officer to prepare Quarterly/Annual Calendar of Events.
- Prepare the Commission’s weekly schedule of meetings and events for circulation.
- Format and process name tags to be inserted into nameplates.
- Prepares monthly statistics on meetings held at headquarters/ offices away from headquarters.
- Collect and vet bills from the conference service providers.
- Working with Protocol Assistants, generate, update and dispatch of list of participants.
- Handle physical distribution of documents during meetings only upon clearly from supervising Director.
- Support the preparation of guidelines, feedback forms, templates required for the deployment of Meeting Logistics.
- Have a thorough understanding of the ‘Memorandum of Understanding on the Organisation of ECOWAS Meetings’
- Prepare budgets for all meetings, events and gatherings, using the official budget template and standard rates.
- Performs other duties, as assigned.
ACADEMIC QUALIFICATIONS AND EXPERIENCE
- Higher National Diploma or its equivalent in the Social Sciences, Humanities, Event Management, Diplomacy and Etiquette, Hotel Management, Hospitality or another related field.
- A minimum of 5 years of progressively responsible experience in Event / Meeting Management, conference support in an international organization or a multi-lateral setting.
- Knowledge of ECOWAS conference policies, procedures and practices, accepted norms, rules and customs of international diplomatic protocol, including practices developed within the ECOWAS System.
- Knowledge of planning and implementation of administrative and logistical arrangements for meetings, conferences, and workshops within and outside base station.
- Ability to research, select, organize and summarize information required for the preparation of meetings and to identify issues, formulate opinions, make conclusions and recommendations.
- Experience in the coordination and preparation of documents is desirable
- Experience working at a Front Office, Banquet Services or Hospitality Industry is desirable.
- Knowledge of order and rules of precedence.
- Basic accounting, graphics design.
- Advanced User MS Office Suite.
- Familiarity with relevant technologies such as AI Event Management Modules, related AI Tools.
- Strong Ability to communicate in a 2nd ECOWAS language.
- Knowledge of Graphic Design programmes.
- Basic Accounting skills. eoVQpLg BIpnb
- Touch Typing.
- High Proficiency in MS Office Suite.
- Proficiency in use of Event management tools.
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 with the ability to explain client interactions to resolve concerns, 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.
- 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 allocate time for specific task 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 focusing on the most important steps first.
- Ability to contribute to maintaining organizational performance standards throughout 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.
Assessment method: Assessment of qualified candidates may include a written exercise and a competency-based interview.
Special notice: Female applications are strongly encouraged.
This position is subject to local recruitment pursuant to staff rule article 9.3 of the ECOWAS Staff Regulations (revised 2021). All staff in the General Service and related categories shall be recruited from ECOWAS citizens who are resident in the Member state where the position has been advertised. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
More Information
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