Office Manager (Bilingual Secretaries) 558 views13 applications


The Economic Community of West African States (ECOWAS) is a regional group of fifteen West African countries. Founded on 28 May 1975, with the signing of the Treaty of Lagos, its mission is to promote economic integration across the region.

Office Manager (Bilingual Secretaries)

Grade: G5/G6/G7
Slot: 22 Openings
Department: General Administration & Conference
Directorate: General Administration
Line Supervisor: Line Director

Role Overview

  • Under the supervision of the Director, the Office Manager should play a vital role in the smooth running of the Department.
  • From welcoming visitors, to reception of calls, fixing appointments, organizing the schedule of his/her superior, drafting of correspondence and filing documents, his or her duties will be critical to the daily activities of the Department /Directorate. 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: Manage the Supervisor’s diary and schedule, organise and manage appointments; receive and welcome visitors; make telephone calls; verify in-coming calls to ensure their importance and possibility to respond or transfer to the supervisor.
  • Administrative Management: Organise meetings; receive, draft, type and make follow-up on administrative letters; book meeting rooms; request and provide supplies to the office.
  • Management of mail and documents: Create a recording system of in-coming and out-going mails; ensure e-archiving and e-filing of documents using ECM software for easy retrieval when the need arises; manage documents (in-coming and out-going, filing of letters); ensure follow-up on documents submitted for signature or approval.
  • Computer skills: Knowledge of Ms Office, ECM and other Ecolink software when it is possible. Demonstrate ability in word processing in English, French and/or Portuguese.
  • Perform any other duty assigned by the supervisor.

Academic Qualifications and Experience

  • HND or equivalent in Secretarial Studies or Administration or a related field from a  recognized higher institution;
  • 6 years’ experience in administrative and  secretarial services;
  • Sound judgment and the ability to make reasonable decisions with little supervision;
  • Knowledge of related computer software and relevant ECM filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates.

Age Limit:

  • Be below 50 years old. This provision does not apply to internal candidates.

Ecowas Key Competencies

  • Ability to provide suggestions based on own observations that will improve the way work is accomplished and confidently lead on their implementation as requested;
  • Experience working effectively as a team member, mentoring teams and occasionally leading on discussions and/or replacing other leading roles as required;
  • Ability to support the team by keeping abreast of the team’s initiatives, events and needs, assisting team leaders as required;
  • Ability work under pressure and be dependable for results;
  • Ability to take responsibility for own career and performance and to regularly and independently engage in self-assessment activities
  • Ability to develop and maintain skills and expertise required to perform in the role effectively
  • Excellent work ethics, positivity, motivation, flexibility and problem-solving skills to carry out tasks associated with position;
  • Ability to take initiative to resolve semi-routine problems and make recommendations to improve the quality/quantity of services to clients;
  • Ardent desire to help others in a variety of circumstances of relevance to own work area and to refer to appropriate person for further assistance as required;
  • Ability to work as part of a team in articulating the needs of clients ;
  • Ability to manage own time effectively and meet service standards and objectives related to assigned responsibilities.
  • Understands how to access internal resources or services to enhance cultural awareness and actively seeks to improve multicultural skills when interacting with others with culturally and linguistically diverse backgrounds, especially within west Africa;
  • Ability to listen attentively to people’s ideas, requests and concerns and to understand, internalize and develop diversity management skills in accordance with ECOWAS rules/policies;
  • Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;
  • Ability to recognize preconceived notions and stereotypical views of certain groups and individuals and to successfully adopt inclusive and culturally appropriate behaviors;
  • Basic understanding of the ECOWAS organizations mandate and its functions, particularly those of own institution/agency;
  • Knowledge of ECOWAS routine procedures and practices as it relates to assigned responsibilities  and work tools;
  • Ability to apply ECOWAS standards for emailing and other routine tasks and to keep records, and information pertaining to assigned work in accordance with rules and regulations;
  • Ability to apply ECOWAS procedures relevant to tasks and demonstrate understanding of associated systems, processes, rules and/or standards sufficiently to explain their necessity and to identify errors and consequences.
  • Numeracy skills with the ability to collect, collate, classify and summarize data following clear and simple instructions;
  • Ability to be innovative with  established procedures with a view of improving performance and/or outputs;
  • Ability to detect and correct errors and to keep accurate records of simple indicators/information;
  • Ability to gather and arrange information and data in a simple and understandable manner.
  • Ability to provide accurate and complete information to supervisor/co-workers/clients as requested, using good judgment, tact and diplomacy;
  •  Ability to use computers with advanced word-processing skills including a working knowledge of spreadsheets, database, inter/intranet, email and social media;
  • Ability to read/listen and understand routine instructions and carry them out with limited supervision;
  • Ability to produce clear, concise, logical and grammatically correct written material in the three ECOWAS official languages  and to have equal verbal language proficiency;
  • Ability to address issues with others in a candid, polite , timely and straightforward 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 organize routine work tasks, to identify solutions to address conflicting priorities or uncertainty in carrying out new or changing tasks;
  • Ability to develop work goals and identify the steps needed to achieve these goals;
  • Ability to understand and contribute to team or work unit goals as directed by supervisor;
  • Ability to work within well-established office practices and balance multiple tasks within set deadlines.

Annual Salary
UA25,527.53, USD40,277.34/UA30,178.98, USD47,616.39/UA34,933.43, USD55,117.96

Method of Application

Interested and qualified candidates should download the Application Form below, fill it out correctly; attach a Curriculum Vitae (CV) and a Motivation Letter and send

Click here to download Application Form (Ms Word)

Click here for more Information

More Information

  • Job City Abuja
  • This job has expired!
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Before the creation of ECOWAS, the collective territory known as West Africa, from a regional point of view, was made up of an aggregation of states that had emerged from different colonial experiences and administrations which largely defined the boundaries of the 15 states domiciled in the area.

 Even though member states of the community, today make use of three different imported official languages (English, French and Portuguese), there are well over a thousand existing local languages including cross-border native tongues such as Ewe, Fulfulde, Hausa, Mandingo, Wolof, Yoruba, Ibo, Ga, etc. that constitute its over 300 million people tucked in a vast land of about 5.1 million square kilometres.

 Prior to colonialism, the area played host to many proud empires and kingdoms that spanned centuries some of which included Ghana, Mali Songhai, Wolof, Oyo, Benin and Kanem Bornu.

 The region’s cultural, linguistic and ecological diversity presents both opportunities and challenges for the integration process. The longing to combine forces politically and economically has always been recognised as a step forward in the desire to engender co-prosperity in the area.

 In this regard, the first effort at integration dates back to 1945 with the creation of CFA franc that brought the francophone countries of the region into a single currency union. Then in 1964, Liberian president William Tubman proposed an economic union for West Africa leading to an agreement which was signed in 1965 by the four states of Cote d’Ivore, Guinea, Liberia and Sierra Leone.

 However, nothing concrete emanated from these until 1972 when Nigerian head of state Gen Yakubu Gowon and his Togolese counterpart Gnassingbe Eyadema toured the region in support of the integration Idea. Thanks to the drafts that emanated from their efforts as they formed the basis for the emergence of the treaty of Lagos in 1975 which birthed ECOWAS. The treaty of Lagos was initially limited to economic policies but emerging political events led to its revision and therewith the expansion of scope and powers in 1993.

 ECOWAS is meant to foster interstate economic and political cooperation. History is on its side in this regard. Dating back to pre-colonial times, West Africans have been among the world’s most mobile populations although much of the migration had been intra-regional. About 7.5 million West African migrants (3 percent of the regional population) are living in ECOWAS countries other than their own. The 1.2 million other migrants are dispersed mainly in North America and Europe. Estimated at about 149 million in 2013, women constitute over 50 percent of the region’s population. The cross-border migration of women as traders and business persons places them as potential champions for promoting integration, even though this is a reality that is yet to be fully exploited.

 Over the last few years, West Africa’s population witnessed strong growth, increasing from 70 million to nearly 300 million inhabitants between 1950 and 2010. By the end of 2014, it represents nearly 40% of the population of sub-Saharan Africa. According to the projections of the United Nations, the population of West Africa should reach between 550 and 600 million by 2050. It is the youngest region of the world. Also, with about 5 percent of the world’s population, with an area covering over 40 percent of sub-Saharan Africa, West Africa is the most densely populated on the continent.

 The diverse socio-cultural dimension of development should be a necessary building block for establishing peace and security in the region. Drawing strength from its past, leaders of the community have been making sacrifices to keep the shape of the political structure of the region. In 1976, Cape Verde, one of the two Lusophone countries in the region joined ECOWAS, and in December 2000 Mauritania withdrew its membership, having a

At all times, ECOWAS chief executive officers presiding either as Executive Secretaries or Presidents, deferred to the supreme organ of the community-the Authority of the Heads of State of Government for guidance. This body is usually headed by a Chairman. There have been 28 such Chairmen between 1978 to 2015.

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0 USD Abuja CF 3201 Abc road Full Time , 40 hours per week Economic Community of West African States (ECOWAS)

The Economic Community of West African States (ECOWAS) is a regional group of fifteen West African countries. Founded on 28 May 1975, with the signing of the Treaty of Lagos, its mission is to promote economic integration across the region.

Office Manager (Bilingual Secretaries)

Grade: G5/G6/G7 Slot: 22 Openings Department: General Administration & Conference Directorate: General Administration Line Supervisor: Line Director

Role Overview
  • Under the supervision of the Director, the Office Manager should play a vital role in the smooth running of the Department.
  • From welcoming visitors, to reception of calls, fixing appointments, organizing the schedule of his/her superior, drafting of correspondence and filing documents, his or her duties will be critical to the daily activities of the Department /Directorate. 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: Manage the Supervisor’s diary and schedule, organise and manage appointments; receive and welcome visitors; make telephone calls; verify in-coming calls to ensure their importance and possibility to respond or transfer to the supervisor.
  • Administrative Management: Organise meetings; receive, draft, type and make follow-up on administrative letters; book meeting rooms; request and provide supplies to the office.
  • Management of mail and documents: Create a recording system of in-coming and out-going mails; ensure e-archiving and e-filing of documents using ECM software for easy retrieval when the need arises; manage documents (in-coming and out-going, filing of letters); ensure follow-up on documents submitted for signature or approval.
  • Computer skills: Knowledge of Ms Office, ECM and other Ecolink software when it is possible. Demonstrate ability in word processing in English, French and/or Portuguese.
  • Perform any other duty assigned by the supervisor.

Academic Qualifications and Experience

  • HND or equivalent in Secretarial Studies or Administration or a related field from a  recognized higher institution;
  • 6 years’ experience in administrative and  secretarial services;
  • Sound judgment and the ability to make reasonable decisions with little supervision;
  • Knowledge of related computer software and relevant ECM filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates.

Age Limit:

  • Be below 50 years old. This provision does not apply to internal candidates.

Ecowas Key Competencies

  • Ability to provide suggestions based on own observations that will improve the way work is accomplished and confidently lead on their implementation as requested;
  • Experience working effectively as a team member, mentoring teams and occasionally leading on discussions and/or replacing other leading roles as required;
  • Ability to support the team by keeping abreast of the team’s initiatives, events and needs, assisting team leaders as required;
  • Ability work under pressure and be dependable for results;
  • Ability to take responsibility for own career and performance and to regularly and independently engage in self-assessment activities
  • Ability to develop and maintain skills and expertise required to perform in the role effectively
  • Excellent work ethics, positivity, motivation, flexibility and problem-solving skills to carry out tasks associated with position;
  • Ability to take initiative to resolve semi-routine problems and make recommendations to improve the quality/quantity of services to clients;
  • Ardent desire to help others in a variety of circumstances of relevance to own work area and to refer to appropriate person for further assistance as required;
  • Ability to work as part of a team in articulating the needs of clients ;
  • Ability to manage own time effectively and meet service standards and objectives related to assigned responsibilities.
  • Understands how to access internal resources or services to enhance cultural awareness and actively seeks to improve multicultural skills when interacting with others with culturally and linguistically diverse backgrounds, especially within west Africa;
  • Ability to listen attentively to people’s ideas, requests and concerns and to understand, internalize and develop diversity management skills in accordance with ECOWAS rules/policies;
  • Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;
  • Ability to recognize preconceived notions and stereotypical views of certain groups and individuals and to successfully adopt inclusive and culturally appropriate behaviors;
  • Basic understanding of the ECOWAS organizations mandate and its functions, particularly those of own institution/agency;
  • Knowledge of ECOWAS routine procedures and practices as it relates to assigned responsibilities  and work tools;
  • Ability to apply ECOWAS standards for emailing and other routine tasks and to keep records, and information pertaining to assigned work in accordance with rules and regulations;
  • Ability to apply ECOWAS procedures relevant to tasks and demonstrate understanding of associated systems, processes, rules and/or standards sufficiently to explain their necessity and to identify errors and consequences.
  • Numeracy skills with the ability to collect, collate, classify and summarize data following clear and simple instructions;
  • Ability to be innovative with  established procedures with a view of improving performance and/or outputs;
  • Ability to detect and correct errors and to keep accurate records of simple indicators/information;
  • Ability to gather and arrange information and data in a simple and understandable manner.
  • Ability to provide accurate and complete information to supervisor/co-workers/clients as requested, using good judgment, tact and diplomacy;
  •  Ability to use computers with advanced word-processing skills including a working knowledge of spreadsheets, database, inter/intranet, email and social media;
  • Ability to read/listen and understand routine instructions and carry them out with limited supervision;
  • Ability to produce clear, concise, logical and grammatically correct written material in the three ECOWAS official languages  and to have equal verbal language proficiency;
  • Ability to address issues with others in a candid, polite , timely and straightforward 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 organize routine work tasks, to identify solutions to address conflicting priorities or uncertainty in carrying out new or changing tasks;
  • Ability to develop work goals and identify the steps needed to achieve these goals;
  • Ability to understand and contribute to team or work unit goals as directed by supervisor;
  • Ability to work within well-established office practices and balance multiple tasks within set deadlines.

Annual Salary UA25,527.53, USD40,277.34/UA30,178.98, USD47,616.39/UA34,933.43, USD55,117.96

Method of Application

Interested and qualified candidates should download the Application Form below, fill it out correctly; attach a Curriculum Vitae (CV) and a Motivation Letter and send

Click here to download Application Form (Ms Word)Click here for more Information
2020-01-30

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