Reprographic - Documentation Officer at the Economic Community of West African States (ECOWAS) - NAIJA STICK

Reprographic - Documentation Officer at the Economic Community of West African States (ECOWAS)

The Economic Community of West African States (ECOWAS) is a regional group of fifteen West African countries. 

• Founded on 28 May 1975, with the signing of the Treaty of Lagos, its mission is to promote economic integration across the region.

We are recruiting to fill the position below:

Job Title: Reprographic / Documentation Officer

Job Code: 20003905

Location: Abuja

Institution: ECOWAS Commission

Grade: P3/P4

Institution/Agency: Commission

Department: Internal Services

Status: Permanent

Directorate: Conference and Protocol

Division: Conference

Line Supervisor: Principal Officer, Conference

Supervising: Reprographic Documentation Officer; Reprographic Assistant.

Role Overview

Under the supervision of the Principal Officer Conference, the Reprographic/Documentation Officer at ECOWAS is a key role responsible for overseeing the reprographic and documentation functions within the organisation and supervising the Reprographic Assistants.

• This position involves managing the production and of printed materials, ensuring the efficient operation and maintenance of reprographic equipment, and supervising the documentation process to maintain high standards of quality and accuracy.
• The Reprographic/Documentation Officer also plays a critical role in developing and implementing enterprise document management policies and procedures. 
• He/she should also be able to carry out hands on training on standard reprographic equipment, develop TORs for relevant trainings and provide technical specifications for reprographic hardware and software.
• He/she shall also devise document confidentiality plans, advise on electronic signatures and other relevant areas relating to document protection and inviolability.

Role and Responsibilities

Use and monitor the adherence to the ECOWAS Corporate design chart for all relevant correspondence and media.

Work with Precis Writers, Terminologists and other relevant DCP staff to produce the Commission’s Style Guide.

• Oversee the operation and maintenance of all reprographic equipment, including photocopiers, printers, and scanners.
• Ensure high-quality production of printed materials such as reports, manuals, and presentations.
• Supervise the documentation process, ensuring documents are accurately produced, archived, and easily retrievable.
• Implement and maintain document security measures to protect sensitive information.
• Lead the digitisation efforts for electronic storage and distribution of documents.
• Supervise and provide guidance for reprographic and documentation staff.
• Conduct/recommend training sessions to enhance the skills and knowledge of team members.
• Monitor team performance and provide feedback for continuous improvement.
• Develop and implement policies and procedures for reprographic and document management.
• Ensure compliance with ECOWAS standards and regulations.
• Continuously review and improve documentation processes to enhance efficiency and quality.
• Respond to requests for reprographic and documentation services from various departments, while respecting approved channels of receipt and dispatch.
• Provide expert advice and support to staff on the use of reprographic equipment and documentation practices.
• Handle inquiries and resolve issues related to reprographic and documentation services.
• Monitor the utilization of reprographic equipment and technologies to ensure the confidential reproduction of documents, while also overseeing adherence organizational policies and procedures.
• Regularly monitor stock levels of reprographic supplies and equipment to ensure continuous availability for document reproduction needs.
• Manage and ensure compliance with copyright licensing requirements for reproduced documents and materials.
• Provide occasional out of hours support.
• Perform any other duties as may be required from time to time.

Academic Qualifications and Experience

At least a Bachelor’s Degree or equivalent) in Information Management, Office Administration, Business Administration, Library Sciences, Information Technology Data Management, Public Administration or a similar field from a university of recognised standing.

• Advanced training or certification in reprographic and document management systems is an added advantage.
• Five (5) years of progressively responsible experience in reprographic services, document management, and project oversight.
• Proven understanding of best practices and current trends in planning within the reprographics and documentation industry.
• Demonstrated knowledge of ECOWAS regional rules and regulations related to Reprographics and documentation.
• Demonstrated experience in developing and delivering training programs or educational sessions related to reprographics and documentation.
• Experience working for an international organization is an added advantage.
• Ability to efficiently harness AI to improve consistency and standardisation and for any other application relevant to the field.

Age Limit:

• Be below 50 years old. This provision does not apply to internal candidates.

Ecowas Key Competencies:

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 the 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 subordinates to build strong working relationships and improve performance.
• Contribute to maintaining organizational unit’s performance goals and standards.
• Interpersonal skills with the ability to keep a client informed of progress or setbacks in projects of relevance to the 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 needs, 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.
• Demonstrate respect for cultural differences, fairness, and ability to relate well with People from varied backgrounds, nationality, gender, ethnicity, race and religion.

Salary

UA49,106.81 / USD77,480.72 – UA56,591.37 / USD 89,289.87 annually.

Application Deadline: 30th March 2025.

Method of  Application 

Interested and qualified candidates should send their Applications to: b50reprogdocumentofficer@ecowas.int using the Job Title as the subject of the mail.

Click here to download the application form (Docx.)

Note

Special notice: Female applications are strongly encouraged.

Assessment method: Assessment of qualified candidates may include a written exercise and a competency-based interview.

Follow us on our WhatsApp Channel Now for more Updates !

WhatsApp Channel