General Administration Officer at West African Health Organization

African Health Organization

The West African Health Organization (WAHO) is the health institution of the Economic Community of West African States (ECOWAS) charged with leadership and coordination of health improvement programs across the ECOWAS region.

West African Health Organization (WAHO) is seeking applications from suitably qualified candidates to fill the vacant position of General Administration Officer

ROLE OVERVIEW
Under the supervision of the Administrative Officer, the General Administrative Officer shall play an active role in the overall organization, management and delivery of office support services by ensuring smooth operation of ongoing administrative functions including the creation of a conducive work environment, health and safety, equipment, assets, building and utility management, information storing and retrieval systems, etc.

ROLE AND RESPONSIBILITIES

• Ensure proper maintenance of office equipment, assets, vehicle and infrastructure;
• Monitor clients’ accounts;
• Ensure that vendors and contractors are paid in a timely manner;
• Supervise the housekeeping and maintenance of the building;
• Monitor energy and usage;
• Develop strategies minimisation of energy and water usage;
• Prepare and follow up on documents relating to shipments/freights, customs clearance, office material or staff
transfers, deployment or repatriation;
• Provide information to staff regarding office administrative procedures, processes and practices;
• Manage WAHO office supplies;
• Prepare regular reports in SAP using the Material Management Module (e.g. supplies and replenishment alerts);
• Manage vehicle movement, including scheduling, servicing, log books, fuel coupons etc.
• Coordinate the security issues;
• Ensure the cleanliness of the front office and that it is manned at all times;
• Lead, supervise and mentor subordinates.
• Perform other related duties as may be assigned by supervisor.

ACADEMIC QUALIFICATIONS AND EXPERIENCE

Education:
• bachelor’s degree in political science, public administration or a related field from a recognized university;
Experience:
• 3 to 5 years of progressively responsible experience in protocol, public information, external relations or a related
area with significant experience in organizing events/meetings in an international setting is required;
• knowledge of conference services and documentation;
• Familiarity with administrative and financial policies and procedures related to conference services and procedures
in a governmental or international organization.
• knowledge of accepted norms, rules and customs including practices developed within ECOWAS System or similar
international organization;
• knowledge of administrative services in governmental or international organization.

ECOWAS KEY COMPETENCIES

LEADERSHIP

• ability to persuade/influence others to consider a certain point of view, adopt a new idea or implement new methods and practices;
• ability to lead a team of trainees/junior staff and instill a spirit of teamwork to engage employees and achieve a well defined set of activities;
• ability to respect chain of command in an appropriate manner;
• ability to resolve challenges that occur with minimal direction and/or to recommend and explain solutions or
alternatives for approval;
• ability to utilize the Code of Ethics to manage self, others, information and resources;
• ability to mentor others and create feedback loops with supervisors, colleagues and the subordinates to build strong
working relationships and improve performance;
• contribute to maintaining organizational unit’s performance goals and standards.

CLIENT SERVICE ORIENTATION

• interpersonal skills with ability to keep a client informed of progress or setbacks in projects of relevance to timeline,
quality and quantity; ability to proactively interact with clients and build strong trusting relationships based on mutual respect and regular discussions;
• ability to establish and sustain professional credibility with clients/stakeholders in a manner that anticipates their need, mitigates issues and that carefully balances professional obligations with the need to be sensitive and responsive to their needs;
• ability to counsel, advise, consult and guide others on matters pertaining to assigned client service responsibilities and established client service standards

MULTICULTURAL SENSITIVITY AND ADVOCACY

• demonstrate respect for cultural differences, fairness and ability to relate well with people from varied backgrounds, nationality, gender, ethnicity, race and religion;
• understanding of diverse cultural views especially within West Africa, with sensitivity to group differences; ability to challenge bias and to practice tolerance and empathy;
• ability to listen actively, consider people’s concerns and apply judgement, tact and diplomacy;
• ability to work in a diverse and inclusive interactive environment that benefits from diverse strengths;
• ability and responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work;
• ability to encourage, empower, and advocate for people in an unbiased and transparent manner.

KNOWLEDGE OF ECOWAS

• knowledge of ECOWAS institutions, sectors, programmes and policies;
• knowledge of ECOWAS internal operational requirements of programs, projects, services and systems required to achieve work assignments and meet performance goals;
• knowledge of rules and procedures of ECOWAS associated assigned responsibilities and ability to explain these clearly to 3 others;
• knowledge of the ECOWAS culture, structures and performance issues and priorities impacting assigned responsibilities;
• knowledge of member states development trends, indicators, challenges and opportunities as it relates to
project/programme assigned to own position.

ANALYTICAL AND CRITICAL THINKING

• ability to study data/information from a variety of sources, identify anomalies, trends and issues, present findings, and make recommendations;
• ability to break down problems or processes into key parts to identify and solve gaps in service, quality assurance,
compliance and performance targets;
• knowledge of and ability to apply techniques to generate creative ideas and new approaches to meeting goals;
• ability to use evidence and research to inform policies and programs and identify relevant and appropriate sources of information, including stakeholders, regional institutions and/or internal committees.

ELIGIBLITY

• Must be a citizen of an ECOWAS Member State.
• Must not be more than 50 years of age at the time of recruitment. This does not apply to internal candidates