DIRECTOR OF CONFERENCE AND PROTOCOL
DEPARTMENT: Administration and Finance
DIRECTORATE: Conferences and Protocol
GRADE: D1
SALARY: USD 92,866.73
SUPERVISOR: Commissioner, Administration & Finance
REFERENCE: ECW-COMM/REC/CAF-D/001/2011
DURATION: Permanent
CLOSING DATE: 08-03-2011
Following the restructuring of the ECOWAS Commission from an Executive Secretariat in 2006, the number of Directorates was increased from 16 to 25. A Directorate in ECOWAS Community Institutions is a subset of Departments headed by Commissioners. Directorates are headed by Directors.
Directors are responsible within the Commission for providing the technical expertise in particular technical areas for the design and implementation of technical projects within the region in line with ECOWAS objectives.
Directors in ECOWAS provide leadership and management to major sector(s) of technical activities which are substantively important to the accomplishment of the Institution’s mandate. They are responsible for interpreting governing bodies’, the President’s and the Commissioner’s broad visions and policy guidelines, and for developing and managing goals and objectives to meet that mandate. D1 positions typically supervise 10 or more professionals some of who may be Division Chiefs at the P5 level and thus supervise other professional staff.
DUTIES AND RESPONSIBILITIES
Leadership Tasks
Directors report directly to respective Commissioners who head Departments. As the principle link between the Directorate and the wider beyond, the Director is responsible to:
Clearly communicate the President’s and Commissioner’s vision to staff, explain how the Directorate’s activities aligns with them and how the Director expects the Directorate to carry-out set tasks on it.
Stay on top of fast-moving technical, political, social or economic changes.
Remain in frequent contact with the other Directors in the Institution to ensure that the work is harmonized with that of other Directorates as needed.
Maintain a network of peer technical specialists and decision-makers in Member States, needed to ensure the smooth introduction of ECOWAS programmes.
Managerial Tasks
The Director will supervise staff of the Directorate including Professional and General staff. He or she will utilize a range of transactional managerial skills to ensure that staff of the Directorate performs efficiently and effectively, and that they deliver the regular outputs needed at sufficient quality and in a timely manner.
Managerial tasks will include:
Plan annual goals, objectives, activities and budget tied to the Commission’s overall plans; measure and monitor goal achievement; negotiate suitable adjustments to goals and budgets;
Implement performance-based budgeting within the Directorate;
Organize the Directorate in an efficient way with clear reporting lines, minimal bureaucracy and optimal delegation of responsibilities and authority;
Work with the relevant Directorate to ensure efficient and effective services such as recruitment, action on performance decisions, promotions and related matters;
Set standards of work and creating mechanisms to monitor staff output and ensure that standards are maintained and deadlines met without compromising quality of work;
Manage the system of setting individual performance planning and standards through available Performance Planning and Evaluation systems;
Provide regular and prompt performance feedback to direct reports;
Actively engaged in the development of staff to ensure skills are built to match plans, goals and existing structures;
Create productive working atmosphere within the Directorate to encourages staff participation.
Use of Personal Expertise
While the Director will have a staff of skilled professionals to draw upon, he or she may at times be called upon to apply his or her personal expertise directly in the relevant technical field in any of the following ways:
Direct technical guidance on programme design or implementation in an area where he or she has high-level technical expertise;
Represent ECOWAS in professional meetings or working groups; make speeches, negotiate agreements, mediate disputes;
Lead or participate in technical missions to develop projects and programmes;
Advise President, Vice President and Commissioner on issues relating to his or her area of technical expertise;
Work with the relevant specialized Parliamentary Committee on regional legislation, as needed
Technical Tasks
Develops and puts into place effective machinery for the management and delivery of all protocol services of the Commission.
Develop and puts into place effective machinery for the management and delivery of all conference services of the Commission.
Develop and implement a service delivery mechanism of management for the department.
In consultation with other directors of the Commission, develop machinery for ensuring that all their concerns in relation to the conference and protocol services are addressed in an effective manner.
Develops and implements innovative approaches, policies and procedures for the effective and efficient management of the department.
Provides leadership within the department, develop and implement mechanisms of enhance strategies, policies and guidelines
Advises the commission on all issues pertaining to conference and protocol.
Pool resources with other directors of the Commission to support their efforts at organizational change and render it as efficient as possible.
QUALIFICATIONS/EXPERIENCE/SKILLS EDUCATIONAL QUALIFICATION
A Masters degree (or equivalent) in the Humanities, Arts, the Social Sciences or related field.
EXPERIENCE
Minimum of 12 years progressively responsible and relevant work experience
Minimum of 5 years work experience managing others, preferably in a supervisory capacity within an international organization;
Experience in coordinating language services
Management and coordination of meeting logistics and Diplomatic Protocols
Experience in organizing, planning and managing larger diplomatic & International Conferences
COMPETENCES
Ability to chair meetings efficiently and effectively;
Good communication skills for influencing groups of peers and stakeholders outside the organization (public speaking, writing, persuasiveness, credibility, negotiation, problem-solving)
Good interpersonal social skills for working with peers and subordinate staff (listening ability, approachability, clear oral expression)
Able team-player with peers (creates solutions to problems, creates ideas, takes on share of the work, reliable). Ability to align self and Directorate to the Commission;
Drive and energy;
Demonstrates fairness;
Self-control and stress management methods;
Good personal organization with ability to prioritize comfortably, adjust to rapidly changing priorities and to manage time well;
Ability to delegate authority clearly and effectively to staff. In particular, ability to use support staff available to the Directorate
AGE
Candidates must not be fifty (50) years old or over at the point of recruitment and must be a citizen of one of the ECOWAS member states.
LANGUAGES
Must be fluent in one of the official languages of ECOWAS: English, French and Portuguese. A working knowledge of a second official language would be an advantage.
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