Office Manager

Office Manager

Role Overview

Under the guidance and direct supervision of the Director, Programme Performance Audit, the Office Manager plays a vital role in the smooth running of the office. Responsibilities include welcoming visitors, handling reception of calls, fixing appointments, organizing the schedule of the superior, drafting correspondences, and filing documents. The role requires accessibility and responsiveness to competing demands from internal and external parties.

Role and Responsibilities

• Manage the Supervisor’s diary and schedule, organize appointments, receive and welcome visitors, make telephone calls, verify incoming calls to determine importance and whether they can be addressed or transferred to the supervisor
• Administrative management, organize meetings, draft and follow up on administrative letters, book meeting rooms, request and provide office supplies
• Manage mail and documents, create a recording system for incoming and outgoing mail, ensure e-archiving and e-filing of documents using ECM software for easy retrieval
• Manage documents (incoming and outgoing) and ensure follow-up on documents submitted for signature or approval
• Language skills: fluency in oral and written expressions in two of the ECOWAS official languages (English, French, or Portuguese)
• Computer skills: knowledge of MS Office, ECM and related software, ability to perform word processing in English, French, and/or Portuguese
• Assist colleagues with administrative tasks
• Contribute to team effort by achieving related results as needed
• Perform other tasks as assigned by the supervisor

Academic Qualifications, Skills and Experience

Education

• Higher National Diploma (HND) or equivalent in Secretarial Studies, Business Administration, Public Administration, Office Management, or related field from a recognized institution
• Professional certification in Office Administration or Administrative Management is an added advantage

Experience

• Six (6) years of progressively responsible experience in administrative secretarial services, including maintenance of personnel and financial records and technical cooperation planning and/or implementation

• Understanding of administrative-related policies, procedures, and processes, with ability to recommend suitable office administration software and systems

• Technical competence and knowledge of ECM filing systems and procedures for preparing and using administrative documents and templates

• Demonstrate sound judgment and the ability to make reasonable decisions with minimal supervision

• Age Limit

• Be below 35 years old. This requirement does not apply to internal candidates

• ECOWAS Key Competencies

• Ability to provide suggestions based on observations and lead implementation as requested

• Ability to support the team and stay informed about initiatives, events, and needs

• Ability to work under pressure and be dependable for results

• Responsibility for career and performance, with regular self-assessment

• Develop and maintain skills and expertise required for the role

• Ability to write, read and edit documents in English, French, and/or Portuguese; superior typing and keyboarding skills in all required languages

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint)

• Excellent team-building and leadership abilities to mentor and manage subordinates

• Strong work ethic, adaptability, and problem-solving skills

• Initiative to resolve semi-routine problems and improve services

• Willingness to help others and refer to appropriate colleagues as needed

• Ability to work as part of a team to articulate client needs

• Effective time management and ability to meet service standards

• Understanding of how to access internal resources to enhance cultural awareness and multicultural skills

• Ability to listen attentively and understand diverse perspectives

• Commitment to incorporating gender perspectives and ensuring equal participation of women and men

• Awareness of ECOWAS mandates and functions, and familiarity with routine procedures and practices

• Ability to apply ECOWAS standards for emailing and other routine tasks, and to maintain records and information in accordance with rules

• Job Type: Full Time

• Qualification: BA/BSc/HND

• Experience and Location

• Location: Lagos

• Job Field: Administration / Facilities

• Other

• Job Code: 20003700

• Grade: G5/G6/G7

• Annual

Salary

G5/1 – UA27,562.22 (USD43,487.67) Directorate: Programme Performance Audit Line Supervisor: Director, Programme Performance Audit Supervising Office: Aide