job description - Registry Assistant
Under the supervision of the Registry Officer, the incumbent shall be responsible for all incoming and outgoing correspondence and record keeping of the mail/courier services.
Role and Responsibilities
- Assist with mailroom activities, including the sorting and delivery of in-coming and out-going mail.
- Arrange out-going shipments.
- Ensure accurate records are kept on all in-coming and out-going mail.
- Arrange for timely dispatch/distribution of mail.
- Arrange package pick-ups.
- Maintain strict confidentiality of sensitive information and correspondences.
- Implement security measures to safeguard records against unauthorized access.
- Technology Utilization
- Maintain an organized and up-to-date filing system for all incoming and outgoing correspondences.
- Regularly update and maintain electronic and/or physical records of correspondences.
- Implement archival processes to ensure older documents are properly stored for future reference.
Data Entry and Tracking:
- Vet and submit courier–related bills for prompt payment.
- Assign appropriate reference numbers or codes to each correspondence for easy identification and retrieval.
- Propose new approaches to efficient service delivery of mails.
- Perform any other task assigned by the supervisor.
Academic Qualifications and Experience
- Brevet de Technicien Superieur (BTS) / Ordinary National Diploma (OND) or equivalent in related field from a recognized University.
- 5 years of relevant working experience in administration, including experience in in archives, electronic record management or related area is required.
- Knowledge of ECOWAS documentation, the document processing chain and relevant operational and administrative procedures, registry policies and practices, terminology, and reference standards or that of a similar international organization.
- Knowledge of registry duties, and practices as well as the ability to use relevant ECM modules to carry out routine tasks.
- Knowledge of document storage and retrieval and of electronic record keeping and relevant information systems procedures in terms of the working environment.
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 to resolve concerns, and 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.
- 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 tasks 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 focus on the most important steps first.
- Ability to contribute to maintaining organizational performance standards throughout the 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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The Economic Community of West African States is a regional political and economic union of fifteen countries located in West Africa.