IT Procurement and Admin Officer

Job Description

Job PurposeUnder the direction of the CISM (Country Information Systems Manager) the IT Procurement and Admin Officer is responsible for the procurement and admin support to the IT Department across the mission and helping with IT administrative tasksAs directed, and under the authority of the CSIM, implement and enforce IT Standards, provide support to IT staff for Technical Assessments/Checks on products, both hardware and software offered by suppliers. Working closely with Logistics to streamline, move procurements forward, checking and reporting on procurement statuses to the IT Team.Working closely with the logistic and finance department to ensure compliance with donor regulations and internal compliance.Collating technical offers on the relevant Technical Check Templates, for the IT Team to assess for pass/fail.Support the IT management in printing, scanner of ACTED internal documents which are required for signature, or for distributing. Arranging meetings with suppliers, contractors or internal departments, creating minutes for meetings, projects and the distribution, storing and archiving of those.Objectives

• support the IT Staff and IT Management in procurement processes and tasks
• support IT Staff and IT Management in administrative processes
• providing updates and reports to CISM and other IT Staff on procurement statuses
• ensuring procurement issues are escalated to CISM in timely manner
• procuring complaint procurement documents for signing and submission
• processing, collating, printing, scanning documents, forms to support the IT Management.
• produce meeting minutes, distributing agenda and minutes, storing files, archiving files

Duties and Responsibilities1.Procurement and Administration

• Create Order Forms with technical information for processing by Logistics
• Assist in the creation of technical criteria for RFQ (Request for Quotation) and Tenders.
• Follow Logistic procedures for all procurements
• Generate TC (Technical Check) files from suppliers? submission for technical assessment by IT Staff
• Carry out initial check of offers and feedback and additional information from Logistics to support TC?s
• Work with Area IT Staff, or Logistic staff if no IT staff present to keep updated stock inventory
• Create procurement plans based on IT Strategy, budget availability and budget end dates

2.Reporting

• Creating reports and updates for CISM and IT Staff on procurements
• Tracking procurements and SLA/SLO of the procurement process with Logistics
• Generate reports from the IT management systems on devices, software usage to aid in procurement decisions
• Generate and comply with ACTED reporting tools
• Track and follow expenditure with finance for monthly reporting to CISM

3.IT Service Desk

• Create and update tickets in the IT Service Desk for administrative and procurement tasks
• Ensuring SLO (Service Level Objectives) are met for your tasks

4.Technical Knowledge

• IT infrastructure such as networking devices, NAS and security devices
• Laptop specifications and integrated technology
• Desktop PC specifications and integrated technology
• Tablet and Mobile specifications and different Operating Systems
• Printer and Scanner specifications, options and features
• External peripherals feature and specifications
• Understand different Internet connections options, including 4G, Satellite, Point2Point microwave
• Understanding of different hardware components and upgrades

5.Software Licensing and Subscriptions

• Understand commercial software licensing agreements with Microsoft, Adobe and Autodesk
• Understanding software subscriptions for SaaS (Software as a Service), PaaS (Platform as a Service), IaaS (Infrastructure as a Service) for solutions such as Microsoft Azure and Microsoft 365

6.ProjectsParticipate in projects to understand and assist in the procurement of software solutions, hardware or external IT services such as training and consultancy7.IT Policies & procedures

• Assist in the creation and editing of IT Procurement Policies and Standards
• Enforce and report breaches to IT Policies by staff to CISM

8.Training, Development and research

• Continual self-development of technical standards and information for IT hardware
• Participate training delivered inhouse, externally or On-Demand paid for by ACTED.
• Deliver Training to other IT Team members on IT procurement processes

Key Performance Indicators

• Producing technical procurement order forms and information for RFQ?s on a consistent basis
• Escalating procurement issues in timely manner
• Submitting reports and research within deadlines
• Delivery assigned tasks on time
• Ensuing SLA/SLO are met

Keyskills :