Office Manager / Receptionist at Ecowas Commission

• Under the guidance and direct supervision of the Line Manager, the Office Manager/Receptionist play a vital role in the smooth running of the office. From welcoming visitors to the reception of calls, fixing appointments, organizing the schedule of his/her superior, drafting correspondence and filling out documents. He/She should be quite accessible and responsive in the face of competing demands from both internal and external parties.

• Manage the supervisor’s dairy and schedule, organize and manage appointments, receive and welcomes visitors, make telephone calls and verify incoming calls to ensure their importance and the possibility to respond or transfer to the supervisor
• Organise meetings, receive, draft and make follow-up on Administrative letters. Book meetings rooms request and provide supplies to the office
• Create a recording system of incoming and outgoing mail and ensure e-archiving and e-filing of documents using ECM software for easy retrieval manage documents (incoming and outgoing, filing of letters) and ensure follow-up on documents submitted for signature or approval
• The role requires fluency in oral and written expressions in two of the official languages of the ECOWAS (English, French & Portuguese)
• Knowledge of MS Office, ECM and other Ecolink software when it is possible
• Demonstrate ability in word processing in English, French and/or Portuese

• HND or equivalent in secretarial studies or Business Administration in a related field from a recognized university
• 4 years of progressively responsible experience in administrative 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 suitably office administration-related software and systems to be used.
• Technical competence and knowledge of computer software in relevant ECM filing systems and correspondence-related procedures, guidelines and processes for preparing and using administrative documents and templates
• Demonstrate sound judgment and the ability to make reasonable decisions with little supervision

JobDirecta