Organization: ECOWAS Commission
Duty Station: Abuja, Nigeria
Grade: G4 / G5 / G6
Application Email: b60documentarchivesassist@ecowas.int
Age Limit: Below 35 years (Internal candidates exempt)
Recruitment Status: Local Recruitment (General Services Category)
ROLE OVERVIEW
Under the overall guidance and supervision of the Documentation and Archives Officer, the Documentation and Archive Assistant will utilize precise methodology to sort and organize various forms of information (hard copy and electronic) into structured files and records. The primary goal is to ensure the systematic storage, preservation, and rapid retrieval of information to support the institutional memory of the Commission.
KEY ROLES & RESPONSIBILITIES
- Filing & Organization: Organize archival files and documents to maintain the office filing system in strict accordance with the Directorate and Institutional Archival Filing Policy.
- Digitization: Scan, photocopy, and store digital objects; manage the posting of documents to designated electronic repositories.
- Lifecycle Management: Open new subject files as required and manage the disposal of old files based on the established retention schedule.
- Confidentiality: Provide secure reproduction and photocopying of documents from confidential registry files upon authorized request.
- Tracking: Maintain a rigorous record of file movement and circulation within the office to prevent loss or misplacement.
- Security: Ensure high levels of document security during the archiving process.
ACADEMIC QUALIFICATIONS AND EXPERIENCE
- Education: Minimum Brevet de Technicien (BT), Ordinary National Diploma (OND), or equivalent certificate in an administrative specialty or similar field from a recognized University.
- Experience: Minimum of five (5) years of experience in library work, archives, information network administration, or a related field.
- Specialized Knowledge: * Deep understanding of copyright, licensing, and purchasing principles.
- Technical knowledge of digitization processes (scanning and digital object creation).
- Ability to apply records management tools and techniques, including ECOWAS policies on retention periods.
CORE COMPETENCIES
- Language Proficiency: Fluency in oral and written expression in one official ECOWAS language (English, French, or Portuguese). Knowledge of an additional official language is a strong advantage.
- Technical Skills: Proficiency in ICT, including office software (spreadsheets, word processing) and repository management.
- Cultural Intelligence: Ability to apply culturally relevant approaches and work effectively in a diverse, multicultural environment.
- Accountability: Ability to take responsibility for own performance and show a strong commitment to ECOWAS values.
- Organization: Excellent organizational skills with the ability to break down work into smaller parts and focus on critical deadlines.
LOCAL RECRUITMENT NOTICE
In accordance with Article 9.3 of the ECOWAS Personnel Regulations (revised in 2021), this vacancy is subject to local recruitment. Candidates must be ECOWAS citizens residing in Nigeria. Staff recruited locally are not entitled to allowances or benefits applicable exclusively to international recruitment.
APPLICATION PROCESS
Interested and qualified candidates should submit their application package via email. The package must include:
- A filled Job Application Form (including three professional references). DOWNLOAD THE APPLICATION FORM
- A Comprehensive Curriculum Vitae (CV).
- A Tailored Cover Letter.
Submission Address: b60documentarchivesassist@ecowas.int
Subject Line: Documentation & Archives Assistant
Note: ECOWAS does not charge fees at any stage of the recruitment process. Only candidates who comply with all submission requirements will be considered.
Preserving the legacy and history of West African regional integration.