Specialist, Mail Information System

The Specialist oversees the daily operations of the IT infrastructure to ensure optimal performance, security, and reliability. This role is responsible for managing and maintaining IT systems integrated within OT environments to ensure their reliability, security, and efficiency.

As a key contributor to the organisation's IT/OT objectives, the Assistant Manager ensures the smooth operation of IT services. Additionally, this role leads the design, development, and delivery of enterprise-wide dashboards and reporting solutions, overseeing all dashboards to ensure alignment with business goals, data accuracy, and timely reporting. This position plays a vital role in promoting data-driven decision-making across the organisation.

1. Operational Management

• Oversee and manage daily operations of IT integrated with OT systems, while supporting integration to ensure seamless interoperability, optimal performance, and uptime.

• Develop and implement operational policies and procedures to enhance system reliability and efficiency.

• Monitor and analyze system performance metrics, and address operational issues proactively.

2. System Administration

• Manage and maintain IT infrastructure, including servers, storage, and networking components.

• Perform regular system health checks, backups, and preventive maintenance.

3. Data Analysis and Reporting

• Maintain mail piece data integrity; extract, transform, and visualize data using appropriate tools.

• Maintain, manage, and optimize sorting plans for OT machines.

• Troubleshoot sorting machine performance by analyzing sorting data and images.

• Execute label learning for sortation systems.

• Check and transfer critical mail data to relevant departments, and act as the point of contact for data integrity.

4. Incident and Problem Management

• Lead the response to IT incidents, ensuring rapid resolution and minimal disruption to operations.

• Conduct root cause analyses for recurring issues and implement corrective actions.

• Maintain an incident log and prepare reports for management review.

5. Security and Compliance

• Implement and maintain robust security measures to protect IT and OT systems from cyber threats.

• Conduct regular security audits and vulnerability assessments.

• Ensure compliance with industry standards, regulatory requirements, and internal policies.

6. System Integration

• Collaborate with engineering and IT teams to implement new systems and technologies.

• Manage the lifecycle of IT systems, from planning and deployment to decommissioning.

7. Data Analytics

• Develop and maintain dashboards using tools such as Power BI, Tableau, or equivalent.

• Collect, analyze, and interpret data to identify trends, patterns, and opportunities for improvement.

• Translate business requirements into clear and meaningful visualizations and reports.

• Work closely with business units to understand reporting needs and ensure data accuracy and consistency.

• Automate report generation and ensure timely delivery of dashboards to stakeholders.

• Perform data validation and troubleshoot discrepancies in datasets.

• Document data definitions, dashboard logic, and maintenance procedures.

• Assist in data governance efforts to ensure high-quality data standards.

8. Project Management

• Assist on operational projects related to IT/OT systems, ensuring timely delivery and within budget.

• Develop project plans, schedules, and budgets, and coordinate with stakeholders.

• Oversee the work of external vendors and service providers.

• Manage multiple dashboard/reporting projects, prioritize workloads, and allocate resources effectively.

• Monitor progress, resolve roadblocks, and ensure timely completion of deliverables.

9. Documentation and Reporting

• Develop and maintain comprehensive documentation for IT/OT systems, processes, and procedures.

• Prepare and present operational reports to management, highlighting key performance indicators and areas for improvement.

Education / Certification:

• Bachelor's degree in Data Analytics, Computer Science, Information Technology, or related field.

Requirement:

• Experience in:

- Windows Server OS, Unix/Linux OS & virtualization environments (VMware, Hyper-V, etc.);

- Data analysis/dashboard development;

- Integrating data from multiple systems (e.g. databases)

•  Proficiency in:

- Visualization Tools (Power BI, Tableau, QlikView);

- Virtualization Technologies (VMware and Hyper-V);

  - Operating Systems (Windows, Windows Server and Linux);

- Databases (Oracle, SQL and MySQL);

- Patch Management;

- IT security, networks, systems (Firewall, router, Cisco and HP switches/servers);

- IT infrastructure integrated with sortation machines (a plus).

• Good working knowledge of:

- Firewalls, routers, and switches;

- Hardware like servers, storage area networks (SAN), and network attached storage (NAS)

devices.

• Proven track record in managing IT/OT security and compliance.