IT Administration Associate

Support to IT Director (ITD)
- Manages the IT Director’s appointments, schedules, and electronic calendar to ensure the most efficient use of time. Maintains an up-to-date, accurate and detailed diary / calendar
- Anticipates the ITD work deadlines. Manages access to the ITD as appropriate and prioritizes and handles all requests with confidentiality, tact and efficiency
- Provides support and coordinates meetings and events, including scheduling, invitations, booking rooms and conference facilities, drafting or collating agendas, preparing and distributing documents and taking minutes
- Works closely and effectively with the ITD so that ITD is kept well informed of upcoming commitments and responsibilities, following up appropriately
- Handles highly confidential information and maintains the security of the ITD’s records and files
- Edits and completes confidential correspondence, reports and other complex documents to a high professional standard - prioritizing as appropriate
- Manages key deliverable schedules and required coordination with CFO, Heads of IT and all IT teams
- Plans and manages all travel arrange of the ITD including transportation, accommodation, visas, expense report submission, clear and concise itineraries, meeting schedules, agendas and related documents ahead of travel
- Manages the leave schedule of ITD’s direct reports, ensure it is within policy and guidelines, maintain updated schedule for ITD

2. Support to IT Department
- Plan and co-ordinate Department Townhalls and events
- Sends communications on behalf of the ITD
- Responsible for coordinating regular IT communications for publication within the organization.
- Files and retrieves organizational documents, records and reports
- Creates and maintains departmental records and reports
- Maintains the IT Department webpages and related Sharepoint sites, ensures updated access and regularly upload all documents

3. Support and Co-ordination of Financial Management
- Co-ordinates annual planning and budget for IT Department
- Supports quarterly forecast and monthly reconciliation of IT Department Budget and Expenses for all cost centres on a global basis
- Analyzes month variances and highlight overspent to ITD/Heads of IT
- Reviews all expenses submitted by ITD’s direct reports to ensure it is within policy and guidelines before approval by ITD

4. Procurement Facilitation
- Support procurement-related tasks working closely with requestors, Procurement Department and external vendors to ensure a smooth and on-budget process
- IT Services and Vendor Coordination - Develop and maintain data on all IT contracts for services and vendors, linking to service/supplier management review cycle, budget process, preferred supplier lists and service level agreements.
- Service Review Process - Prepare and analyze statistics for large contracts on SLAs for review
- Make solid recommendations for service improvements
- Provides high quality representation and develops constructive relationships with senior management and external vendors

Knowledge and Experience Requirements:

- A tertiary qualification with extensive relevant working experience at similar level
- Ability to work at a senior level, showing initiative, understanding of complex issues and confidentiality
- Capable of managing complex Excel spreadsheets, running reports and maintaining pivot tables
- Ability to manage small databases
- Basic Project Management software experience
- Strong administrative experience, ideally as an Assistant or Senior Administrator, supporting a department of 100+ staff
- Working experience in an international environment