PUBLISHED ON: 01/05/2024
CLOSING DATE: 30/05/2024
JOB CODE 20003746
INSTITUTION ECOWAS Commission
GRADE P3
AGENCY
ANNUAL SALARY UA 55,863.83 USD 88,141.95
STATUS Permanent
DEPARTMENT Office of the President
DIRECTORATE Directorate of Communication
DIVISION ECOWAS Regional Radio
LINE SUPERVISOR Head of the ECOWAS Regional Radio
SUPERVISING Administrative Assistant
Accounting Assistant
Driver
DUTY STATION Liberia
Applications should be sent to: b46adminfinanceofficer@ecowas.int
ROLE OVERVIEW
Under the supervision of the ECOWAS Regional Radio Manager, the incumbent shall coordinate the Administrative and Finance functions of the directorate.
ROLE AND RESPONSIBILITIES
1. Assist with the coordination, planning and control of the activities of the Directorate.
2. Manage the preparation of the directorate’s budget.
3. Monitor the implementation of the directorate’s budget and programmes.
4. Contribute to the development of the Directorate’s budget.
5. Identify the operational needs of the organisation.
6. Develop and supervise the implementation of the organisation’s Annual Procurement Plan;
7. Ensure the smooth operation of the ongoing administrative functions including work environment, space, equipment, information storage and retrieval system.
8. Monitor payments to vendors and individual contractors for services rendered.
9. Coordinate shipment/freights, customs clearances, and the preparation of all related documentation.
10. Validate information provided to staff regarding office administration, IT procedures,
11. Assist with planning, organizing, and overseeing the administrative functions.
12. Assist with monitoring and meeting the administrative and material needs of the directorate and in the preparation, storage and retrieval of requisite records.
13. Provide administrative support for the procurement process.
14. Prepare the periodic status reports, including drafting of briefs, minutes of meetings, speeches, letters, and other relevant documents as needed for review.
15. Ensure a properly maintained filing system for administrative documents.
16. Preparation of the agenda of meetings and supporting material for distribution.
17. Performing the daily, weekly, and monthly financial activities that are required for the proper preparation of financial statements.
18. Oversee and review posting of transactions into the accounting system.
19. Prepare periodic reports (monthly, quarterly, and annual financial reports, etc.).
20. Ensure bank reconciliations,
21. Supervise the work of subordinates, provide guidance, motivate, and mentor staff,
22. Perform other tasks which may from time to time be assigned by the supervisor.
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ACADEMIC QUALIFICATIONS AND EXPERIENCE
1. Bachelor’s degree in Administration, Finance, Social Sciences or Humanities or in a related from a recognized University.
2. Five (5) years of professional experience in procurement, managing finance and budget operations in international or multinational organizations.
3. knowledge of ECOWAS financial regulations, administrative procedures, procurement Tender Code and staff regulations.
4. knowledge and technical competence to consolidate financial statements for inclusion in ECOWAS financial statements to be audited, and ability to respond to internal/external audit observations.
5. In-depth practical knowledge of cash management practices, policies and procedures, and the ability to make appropriate recommendations to improve their accuracy, security timeliness and efficiency.
AGE LIMIT
Be below 50 years old. This provision does not apply to internal candidates.
ECOWAS KEY COMPETENCIES
1. Ability to execute tasks, contact colleagues and contribute as needed towards decision-making to ensure tasks are completed in a timely manner.
2. Ability to respect the chain of command in an appropriate manner.
3. Ability to guide own work by setting and monitoring goals with strong personal initiative and commitment to ECOWAS.
4. Ability to model and advocate for compliance, good work ethics, flexibility and persistence to get job done coupled with an ability to influence positive teamwork and cooperation.
5. Ability to work in teams to carry out semi-routine work including assigning work, training and checking work.
6. Excellent interpersonal skills to engage with clients in positive exchanges that establish mutual expectations and understanding and reduce uncertainties and conflicts.
7. Ability to keep clients informed on matters of relevance to expectations, establishing “bring forward” systems and introducing other procedures/techniques to ensure that service standards are maintained.
8. Ability to make decisions based on guidelines, procedures and precedents and maintain confidentiality and discretion with clients.
9. Good judgment and demonstrated ability to be assertive – rather than passive or aggressive when interacting with clients.
10. Well-developed problem-solving, critical thinking and conflict-resolution skills.
11. Ability to perceive the moods and feelings of others, and to understand the attitude, interests, needs, and perspectives of others.
12. Well-developed ability to relate well with people from varied backgrounds, open to understanding diverse cultural differences especially within West Africa
13. Ability to listen attentively to people’s ideas, requests, and concerns and to explain to others the need for diversity management in everyday workplace practices.
14. ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
15. Ability to factor in diversity when providing services, responding to requests, recognizing and releasing preconceived notions and stereotypical views of certain groups and individuals.
16. Basic understanding of the ECOWAS organization mandate and its functions.
17. Ability to explain the functional area assigned to and the contributions it makes to the organization and its mandate.
18. Knowledge of ECOWAS semi-routine procedures, processes, and practices as it relates to assigned responsibilities and information systems.
19. Ability to apply ECOWAS standards in emailing, reporting, correspondence, etc. and to contribute to implementing associated changes as directed.
20. Ability to carefully review and check the accuracy of the information in work reports provided by management, management information systems or other individuals.
21. Good knowledge of office monitoring indicators of relevance to own work and ability to provide brief reports or updates
22. Ability to edit, check, track and review documents prepared by others and reorganize data or information according to instructions using latest technology.
23. Efficiently retrieves, inputs, edits, formats, transmits and links electronic file data used for analysis and understands data management operations.
24. Ability to condense information and/or produce concise summary notes to help others with decision-making, problem-solving and/or assessment of work.
25. Demonstrated computer skills to communicate using tools, to write and format documents appropriately for presentation, the web, proposals, reports, and other documents.
26. Ability to proofread, edit and revise documents to ensure they follow standard conventions for punctuation and mechanics and formatted in accordance to ECOWAS communication standards
27. Ability to relay/redirect complete and accurate messages to appropriate persons/departments.
28. Proficiency in information communication technologies (ICT).
29. 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.
30. Ability to organize information and materials for others, solving minor problems and checking for completeness and compliance to standards and instructions.
31. knowledge of techniques to prioritize tasks in fast paced workplace with frequent interruptions and moving deadlines and adaptability/ flexibility to meet work expectations.
32. Understanding and adherence to the policies, procedures and guidelines required to support the ECOWAS planning cycle at the individual and organizational level.
33. Good initiative with an ability to identify what needs to be done and take action in a proactive manner
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