JOB TITLE
JOB CODE 20003901
PUBLISHED ON: 01/03/2025
CLOSING DATE: 30/03/2025
INSTITUTION Ecowas Commission
GRADE G4/G5/G6
AGENCY Commission
DEPARTMENT General Administration And Conference
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
DIRECTORATE Conference & Protocol
DIVISION Conference
LINE SUPERVISOR Conference Officer
SUPERVISING NA
DUTY STATION Abuja, Nigeria
Applications should be sent to : b50conferenceassistant@ecowas.int
ROLE OVERVIEW
Reporting to the Conference Officer, the incumbent will be responsible for the technical, logistical and administrative aspects of the organization, installation and management of the interpretation facilities for all the conference and meeting rooms of the Commission.
ROLE AND RESPONSIBILITIES
1. Ensuring the efficient technical planning, preparation, organization and coverage of statutory and non-statutory meetings organized by the Commission.
2. Providing technical coverage of conferences and meetings in accordance with the Commission’s established conference and meeting management standards.
3. Identifying and preparing rooms for high level conferences and meetings organized by the Commission and ensuring the daily availability of technical and multimedia services (PowerPoint presentation and audio and video conferencing) as well as interpretation services.
4. Undertaking preventive and corrective maintenance of technical, simultaneous interpretation and audio-visual facilities in conference rooms, sound and recording equipment.
5. Keeping the inventory and management of the Commission’s conference and audio-visual facilities up to date.
6. Helping to define technical specifications for additional conference and meeting facilities and coordinating installations in accordance with the Commission’s needs.
7. Managing the stock of spare equipment and carrying out first class maintenance of conference and meeting facilities.
8. Managing the day-to-day technical activities,
9. Performing any other tasks requested by the line manager.
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ACADEMIC QUALIFICATIONS AND EXPERIENCE
1. A Degree or HND in Electrical Engineering, Electronics, Computer Science, Communication Technology, Professional Audio/Video Equipment or any other technical Degree in a related field.
2. Sound knowledge of technology, particularly in the field of conference and meeting facilities.
3. Familiarity with the procurement of goods and services, as well as with computer analysis and user support procedures.
4. Ability to read and interpret operating procedures, instructions, guidelines, notes and any technical documents.
5. Strong analytical skills, high sensitivity to issues related to information security and protection.
6. Ability to use standard Microsoft Office applications (Word, Excel, Access and PowerPoint).
7. A minimum of five (5) years’ experience in the field of technology, project management planning, procurement and maintenance of technical equipment.
8. Knowledge of ECOWAS conference policies, procedures and practices, accepted norms, rules and customs of international diplomatic protocol, including practices developed within the ECOWAS System.
9. Knowledge of planning and implementation of administrative and logistical arrangements for meetings, conferences, and workshops within and outside base station.
10. A keen sense of rigor, organization, availability and human relations.
11. Demonstrate responsiveness and efficiency in an emergency or stressful situations.
12. Ability to work in a dynamic multicultural institution and to take cultural differences into account.
13. Ability to communicate effectively (written and oral) in English or French, preferably with a good working knowledge of the other language.
AGE LIMIT
Be below 50 years old. This provision does not apply to internal candidates.
ECOWAS KEY COMPETENCIES
1. Ability to assume a credible presence when explaining rules, standards and expectations (e.g. deadlines) to ensure compliance and work expectations are met.
2. Ability to motivate self-and/or others to engage in discussions that will result in recommendations to improve processes, templates or other work tools.
3. Ability to engage in positive approaches to teamwork, participate actively in discussions and the achievement of team goals.
4. Ability to take responsibility for own career and performance with the occasional guidance from the supervisor/mentor.
5. 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.
6. Interpersonal, listening and multitasking skills with a good understanding of client service responsibilities and role in representing ECOWAS values in all interactions.
7. Ability to take initiative to resolve routine problems associated with assigned tasks using good judgment in involving colleagues or superiors as required.
8. Ability to work as part of a team with the ability to explain client interactions to resolve concerns, problems and improve services.
9. Ability to manage own time effectively and organize own work area in a manner that will meet performance expectations related to assigned client services.
10. Ability to direct people to the appropriate source for further information and ask for help when overwhelmed with client demands.
11. Ability to apply culturally relevant and appropriate approaches with people from diverse cultural backgrounds.
12. Good diversity management skills to interact with individuals in a manner that is culturally appropriate and in accordance with ECOWAS rules/policies.
13. Ability to recognize preconceived notions and stereotypical views of certain groups and individuals and to successfully adopt inclusive and culturally appropriate behaviors.
14. Ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
15. Knowledge of diversity management as it relates to daily work expectations and assigned tasks.
16. Knowledge of the ECOWAS mandate and operational goals of relevance to assigned responsibilities.
17. Ability to keep up to date with Departmental activities, schedules and goals of pertinence to own work team, functional area.
18. Knowledge of ECOWAS procedures relevant to assigned work and the ability to apply sound judgment in their application.
19. Demonstrated strong interest and commitment to ECOWAS values and activities in daily assumption of duties.
20. Excellent ability to maintain, process and provide accurate information as part of assigned tasks.
21. Ability to organize files and information for easy retrieval and record keeping.
22. Ability to spot mistakes, act promptly to correct them and learn from experiences.
23. Knowledge and ability to challenge and question fundamental assumptions regarding accepted ways of doing things in the spirit of improvement.
24. 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 technologies (loped information sharing skills using technology and in accordance with established processes and practices.
25. 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.
26. Proficiency in information communication technologies (ICT).
27. 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.
28. Ability to allocate time for specific task in a manner that will meet deadlines and quality/quantity expectations
29. Good organisational skills with an excellent ability to break down work into smaller parts and focusing on the most important steps first.
30. Ability to contribute to maintaining organisational performance standards throughout implementation of new processes, practices and plans adopted by the Department and of relevance to assigned tasks.
31. Ability to monitor progress and to consider new goals in the context of assigned responsibilities.
32. 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.
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