Assignment
Area IT Officer works under the direct supervision of the Area Logistics manager/Senior Logistics Officer and has functional links with the area office’s FLAT Officer and area Representatives. He is responsible for the maintenance, installation of IT equipments, facilities, and personnel for the Peshawar office and sub bases according to ORGANIZATION guidelines.
Responsibilities
1. Procurement IT equipments
Under the supervision of IT Officer, IT Assistant will;
- Must assess all the IT, Energy and Communication materials’ need on the bases;
- Submit request for appropriate setup in the bases under his responsibility to Area IT Officer/Area Logistics Officer and prepare Order Form upon validation;
- Ensure that request is tracked down with Procurement Assistant / Supervisor and inform in timely manner all requesters;
- Warrant for submission of all necessary documents of property during supply chain management (Asset Reception Sheet).
1. IT Assets Management
1.1. IT Asset Management
- Account for the overall compliance with IT assets, properties management procedures;
- Supervise the safety and effective use of all ORGANIZATION IT assets and properties in the office;
- Verify and direct the maintenance and repairs of IT assets and properties in timely manner;
- Assess the need for additional IT equipment and obtain authorisation from Area IT Officer;
- Must submit all IT equipment requests with appropriate format to Area Logistics Officer.
1.2. IT Asset Documentation
- Account for the overall compliance with IT assets management procedures;
- Regularly verifies the IT Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly IT Equipment Follow Up);
- Controls that IT Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);
- Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated;
- Files must be archived according to ORGANIZATION internal procedures and FLAT requirements;
- Files must be accessible at all times to Country Logistics Manager and any FLAT auditor;
- Control that tags and identification of IT Assets are clear for all IT equipments kept in the bases of his area;
- Control and consolidate at base level the Monthly IT Equipment Follow Up report, to be sent to Area IT Officer on monthly basis, every 3rd of the month.
2. Delivery (Transport) interaction
- Coordinate with Transport Assistant / Supervisor for any Asset / Equipment transported or transferred to and between bases;
- Gather information and appropriate documents from delivery to the requester (Waybill copy and Asset Reception Sheet signed).
3. Telecommunication and Information Technology Management
- Accounts for the overall compliance with the Communication and IT procedures;
- Takes responsibility for managing the communications monthly costs for emails and Internet in all the bases;
- Suggests new possibilities in term of networks and email communication system to the Area IT Officer;
- Take responsibility to visit ORGANIZATION sub bases in case of problems in computer issues (e.g. Emails, network problems. software issues..) through submission and validation of Mission Leave Request form;
Responsibilities 1. Procurement IT equipments
Under the supervision of IT Officer, IT Assistant will;
- Must assess all the IT, Energy and Communication materials’ need on the bases;
- Submit request for appropriate setup in the bases under his responsibility to Area IT Officer/Area Logistics Officer and prepare Order Form upon validation;
- Ensure that request is tracked down with Procurement Assistant / Supervisor and inform in timely manner all requesters;
- Warrant for submission of all necessary documents of property during supply chain management (Asset Reception Sheet).
1. IT Assets Management
1.1. IT Asset Management
- Account for the overall compliance with IT assets, properties management procedures;
- Supervise the safety and effective use of all ORGANIZATION IT assets and properties in the office;
- Verify and direct the maintenance and repairs of IT assets and properties in timely manner;
- Assess the need for additional IT equipment and obtain authorisation from Area IT Officer;
- Must submit all IT equipment requests with appropriate format to Area Logistics Officer.
1.2. IT Asset Documentation
- Account for the overall compliance with IT assets management procedures;
- Regularly verifies the IT Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly IT Equipment Follow Up);
- Controls that IT Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);
- Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated;
- Files must be archived according to ORGANIZATION internal procedures and FLAT requirements;
- Files must be accessible at all times to Country Logistics Manager and any FLAT auditor;
- Control that tags and identification of IT Assets are clear for all IT equipments kept in the bases of his area;
- Control and consolidate at base level the Monthly IT Equipment Follow Up report, to be sent to Area IT Officer on monthly basis, every 3rd of the month.
2. Delivery (Transport) interaction
- Coordinate with Transport Assistant / Supervisor for any Asset / Equipment transported or transferred to and between bases;
- Gather information and appropriate documents from delivery to the requester (Waybill copy and Asset Reception Sheet signed).
3. Telecommunication and Information Technology Management
- Accounts for the overall compliance with the Communication and IT procedures;
- Takes responsibility for managing the communications monthly costs for emails and Internet in all the bases;
- Suggests new possibilities in term of networks and email communication system to the Area IT Officer;
- Take responsibility to visit ORGANIZATION sub bases in case of problems in computer issues (e.g. Emails, network problems. software issues..) through submission and validation of Mission Leave Request form;
- Manage all staff computers and e-mail back-ups on monthly basis, cleans all un-necessary data such as movies, videos, music that are not properly filed in a unique file under “Personal data”;
- Install any software for staff based on office need upon approved decision by Area IT Officer.
- Ensure the repairing and maintenance of any internet or communication problem on the bases of activity under his responsibility;
- Report any issue, misuse, potential risk for the assets and equipments to IT Officer through a Memo (ORGANIZATION template);
- Manage and secure effective use of the entire telecommunication and IT system;
- Regularly control of the server (if applicable), use and security;
- Take responsibility for Monthly Back Up that must be stored on separate source (External Drive);
- Manage the office’s telecommunication costs;
- Assist the IT officer in his duties: direct his priorities of maintenance / replacement with Logistics Officers in their respective bases.
4. Procedures and Reporting
- Comply with all the reporting requirements from Area IT Officer/Manager;
- Present the monthly reports as required according to ORGANIZATION guidelines, every 5th of the month;
- Make sure that the FLAT files are updated and well documented;
- Provide the Area IT Officer with a Compiled IT Report from his team on weekly basis (every Friday at 5:00pm), that will contain:
- Provide the IT Equipment Follow Up report updated on weekly basis every Friday at 5:00pm to Area IT Officer, including the following information:
o All IT assets / equipments;
o All Energy / Transport equipments;
o All Communication equipments;
o Main recommendations regarding setups of the bases under his responsibility;
o Identify the priorities of overall IT requirements for the bases and submit suggestion to IT Officer/Manager.
ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff.ACTED is equal opportunity employers.Candidates with disabilities are encouraged to apply.Final selection will be based on the security clearance of the candidate.
