ECOWAS Commission Ghana is Recruiting – 3 Positions

•  Under the guidance and direct supervision of the Resident Representative of the President of ECOWAS Commission Cape Verde, the Office Manager should play a vital role in the smooth running of the office. From welcoming visitors, to reception of calls, fixing appointments, organizing the schedule of his/her superior, drafting of correspondences and filling of documents. He/she should be quite accessible and responsive in the face of competing demands from both internal and external parties.

ROLE AND RESPONSIBILITIES

•  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.
•  Organise meetings; receive, draft, type and make follow-up on administrative letters; book meeting rooms; request and provide supplies to the office.
•  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.
•  Knowledge of Ms Office, ECM and other Ecolink software when it is possible. Demonstrate ability in word processing in English, French and/or Portuguese.
•  Assists colleagues with administrative tasks;
•  Contributes to team effort by accomplishing related results as needed;
•  Undertakes such other duties as may be assigned by the supervisor.

Qualification Required & Experience

•  HND or equivalent in secretarial studies or administration from a related field from a recognized University.
•  Six (6) years of progressively responsible experience in administrative services, Secretarial services including such tasks as the maintenance of personnel and financial records, technical cooperation planning and/or implementation;
•  Understanding of administrative-related policies, procedures, and processes, and ability to recommend suitable office administration-related software and systems to be used;
•  Technical competence in relevant ECM filing systems and correspondence-related procedures, guidelines and processes to preparing and using administrative documents and templates;
•  Demonstrate 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.

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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;
•  demonstrated 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 at least two out of 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: UA22,874.74 USD36,091.78/UA27,323.27 USD43,110.66/UA31,870.30 USD50,284.96

Method of Application

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 The incumbent reports to the Administrative Officer who supervises the activities and the assigned task of the Accounting Assistant in the area of accounting as stated in the roles and responsibilities below.

Role And Responsibilities:

•  Assist in the year end closing of accounts and preparation of the financial statements;
•  Monthly exports and review of the trial balance of the year in review and note areas with issues;
•  Assist in analyzing of all general ledger accounts (Payables, receivables, Income & expenses) and adjust/propose corrections where necessary;
•  Preparation of journal vouchers and post into accounting system;
•  Amortization/expensing of utilized prepaid accounts;
•  Clearing of General Ledger open items;
•  Respond and provide requested information/documents to external auditors on issues raised during the year-end audit and recommend/ propose ways to correct them;
•  Assist the Administrative Officer in liaising with external auditors in closing of accounts and preparation of reports;
•  Assist other accounting activities like accounts payables, bank reconciliation, receivables etc and with issues/proposed adjustments raised during the financial year audit;
•  Receive vendor invoices, scan/import the images, verify data extraction is accurate, and route the documents into electronic workflow for processing;
•  Verify and post scanned invoices using appropriate transaction codes in SAP;
•  Identify and prevent duplicate invoice processing;
•  Identify missing vendor workflow and initiate the vendor creation process;
•  Process invoices in accordance with SAP requirements and ECOWAS financial policies and procedures;
•  Obtain and attach additional documentation as required for special expenditures including capital expenses;
•  Monitor opportunities to optimize timing of payments, based on payment terms;
•  Process disbursements in accordance with schedule;
•  Reconcile supplier statements and monitor vendor account balances;
•  Enter and post cash receipts into accounting software system (SAP) using the appropriate transaction codes;
•  Post all payments made or received by wire transfer timely and accurately;
•  Prepare accurate bank reconciliation statements on a monthly and timely basis;
•  Respond to internal and external queries in a timely and in a professional manner;
•  Assist in resolving invoice discrepancies with the vendor;
•  Process payable documents in accordance with their legal and compliance policies;
•  Process and release cheques for related invoices and claims promptly;
•  Verify outgoing cheques for accuracy;
•  Assist in the archiving of department documentation;
•  Process staff expense claim and travel return forms in a timely manner;
•  Provide general filing and administrative support to the finance department;
•  Assist in maintaining detailed records of budget estimates, obligations and available balances, producing forecasts of expenditure; reconcile divisional accounts with central accounts;
•  Perform any other duty assigned by the supervisor.

Qualification Required & Experience

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ACADEMIC QUALIFICATIONS AND EXPERIENCE

•  Brevet deTechnicien Superieur (BTS)/Ordinary National Diploma(OND) or equivalent certificate in finance specialty, Accounting or a related field from a recognized University;
•  5 years of progressively more responsible work experience in finance, budget, accounting, or related area;
•  Demonstrated professional competence to extract, interpret, and analyze a wide variety of accounting data and to resolve data discrepancies and other problems;
•  Knowledge of transactional based accounting activities such as budgeting, payroll, vendor claims processing, reconciliation and financial reporting as related to assigned responsibilities;
•  Ability to identify and resolve accounting data discrepancies and operational problems.

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 team work, 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 in 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 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.

ANNUAL SALARY: UA18,089.21 USD28,541.16/UA22,874.75 USD36,901.78/UA27,232.27 USD43,110.66

Method of Application

•  Under the supervision of the Administrative Officer, this position should play a vital role in the smooth running of the office. From welcoming visitors, to receiving 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 office. 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

•  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.
•  Organise meetings; receive, draft, type and make follow-up on administrative letters; book meeting rooms; request and provide supplies to the office.
•  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.
•  Knowledge of Ms Office, ECM and other Ecolink software when it is possible. Demonstrate ability in word processing in English, French and/or Portuguese.
•  Check and confirm meetings for his/her Supervisor, upon the request of the Supervisor;;
•  Responsible for receiving and placing calls;
•  Receive all correspondence and record them properly in the book of entry, proceed to the distribution of mail, receive and ensure correspondences are delivered immediately to the appropriate person and prepare the output correspondence where applicable;
•  Draft routine correspondence upon request from the Supervisor;
•  Monitor and maintain stock of offices supplies in consultation with Administrative Officer;
•  Prepare and coordinate logistics for meetings;
•  Provide support with the protocol and events (booking, confirmation and purchase of tickets, hotel reservations, acquisition and renewal of visas, etc.) in cooperation with the Administrative Officer;
•  Perform any other duty assigned by the supervisor

Qualification Required & Experience

ACADEMIC QUALIFICATIONS AND EXPERIENCE

•  Brevet deTechnicien Superieur (BTS)/Ordinary National Diploma (OND) or equivalent in Secretarial Studies or Administration or a related field from a recognized higher institution;
•  5 years’ experience in administrative services in a public or private international organization;
•  Demonstrate advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills
•  Knowledge of related computer software and ability to use relevant ECM modules for filing and archiving documents for proper storage, retrieval, and disposal of documents.
•  Demonstrated analytical skills and an understanding of the business processes to effectively interpret and anticipate office needs.

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 team work, 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, 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 in 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). Working 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;
•  With appropriate guidance, 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.

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ANNUAL SALARY: UA18,089.21 USD28,541.16/UA22,874.75 USD36,901.78/UA27,232.27 USD43,110.66

Method of Application