IMLU IT and Administration Assistant Jobs in Kenya

IMLU IT and Administration Assistant Jobs in Kenya

Job Information

Job Title: IT and Administration Assistant

Department: Finance and Admin

Reports to: HR and Admin Officer

Work station: Nairobi with some field travel


Job Purpose

To provide leadership in all IT system-related functions within IMLU and general administrative support relating to programmes, HR, finance and procurement.

Main Responsibilities of the Jobs

Institutional It Roles

Leads in all IT-related matters including the development of an institutional IT policy;

Leads in ensuring all IT equipment is in working condition;

Performs routine IT maintenance including troubleshooting, repairs, and allocation of equipment;

Supervises the external IT support person; identifying weekly assignments, and submitting reports to the line manager on weekly work completed by the external consultant;

Leads in IT-related contracting and up-to-date service provider contracts;

Maintains an accurate record of IT equipment allocation to staff and the status of all IT equipment;

Maintains IT systems to ensure that they are functional; safe and secure, accessible, and up-to-date;

Maintains and updates as necessary, all hardware and software configurations to ensure optimum operations in all departments;

Schedules periodic servicing and repairs, and upgrading/updating of IT equipment;

Ensures Backup data daily to avoid data loss;

Ensures CCTV is running, and pictures are of good quality;

Collects the organisational data security equipment from the offsite location whenever it is needed and returns it. Adhering to the prescribed security measures when performing the duties above.

Administrative Roles

Maps out service providers before/during or after filed work such as financial support/reimbursement of clients by offering proper support to ensure that core business is undertaken;

Supports in developing and maintaining a programme’s client database in MS Access;

Assists in the procurement of stationery and other programme-related materials by sourcing relevant quotations from relevant sources and ensuring delivery to the relevant departments, monthly;

Providing logistical support to the Programmes department to ensure the smooth running of programme operations;

Assists in doing follow-ups with the relevant head of departments on the use of cabs by relevant officers as indicated in the cab vouchers;

Assists the HR and Administration officer in providing Administrative support to matters relating to HR and procurement; and

Makes travel and accommodation arrangements for programmes staff, board and stakeholders

Any other duty assigned by the Supervisor from time to time.

Responsibility for physical assets

Office Computer; Printer; Office phone; Projector, Programmes equipment and materials

Nature of Decision Making

Operational decisions

Tactical decisions

Knowledge, Skills and Experience

Minimum level of academic qualification, skills and knowledge required to perform effectively in the role

Minimum: Diploma in Information Technology or related field with a bias in software

Desirable: Degree in Information Technology or related field with a bias in software Knowledge and understanding of IT equipment repairs and maintenance;

Knowledge and understanding of web design and maintenance

Knowledge and understanding of database design and maintenance

Demonstrable knowledge and understanding of IT security systems and practices

Minimum level of professional qualification required to perform effectively in the role:

Certified System Administrator.

CISCO

Certified Computer Network Professional (CCNP),

Microsoft Servers

A combination of hardware and software competencies will be an added advantage.

Minimum level of

personal and professional experience and skills required to perform
effectively in the role:

Exposure to all aspects of IT

Networking skills including working with TCP/IP, DHCP, DNS and servers, websites

Understanding and experience in IT equipment repairs and maintenance;

Understanding and some level of experience in web design and maintenance

Understanding and experience in database design and maintenance

Demonstrable understanding and experience of IT security systems and practices

Experience in office IT network design and installation and maintenance

Experience in handling sensitive information and confidentiality


Key Performance Indicators

IT Policy in place and implemented
Timely and quality IT support

100% security of IT-related equipment and systems-no successful external or internal attacks or penetration;

100% functionality of IT equipment

Timely and quality briefings to management for relevant decision-making on IT-related matters

Accurate receipt summary every month.

Helpdesk response time and minimal complaints.

Ability to support users (Record time spent solving issues)

Ensuring that all branches have the required equipment to operate and have minimal downtime.

Timely and quality logistical support to programmes team;

High levels of teamwork with prograrmmes team

Skills

Technical

Accuracy

Numeric/ Measurement/ computing

Analysis /Statistics

Budgeting

Record Keeping

Report Writing

Human Relations

Leadership

Communication

Training and Development

Group Dynamics/Team Building

Conflict Resolutions

Negotiation skills

Conceptual

Environmental Scanning

Objective Setting and Planning

Organisational Design

Monitoring and Evaluation

Competencies

Working with Others

Team working: Works effectively as a member of a team. Takes responsibility for getting things done as part of a team.

Customer Focus: Is professional and polite in all dealings with customers, providing a quality service.

Communicating and influencing: Actively listens. communicates information effectively

Delivering Results

Making informed decisions: Is aware of the data/ information/research available to inform and develop areas of work. Keeps up to date with information and its quality to make Judgements

Organisation Delivery: Plans time effectively to achieve results in day-to-day work organized and prioritises work.

Adaptability: Willingly takes on new tasks/adopts new approaches as required as appropriate to the job role. Participates in CPD and takes responsibility for keeping professional skills and knowledge up to date.

Focusing on the future

Entrepreneurship and Commercial Focus: Works to ensure that resources are used with care and due regard to cost and the environment.

Creativity and Innovation: Seeks out, reviews and integrates new ways of working into the role

Leading and Coaching: Displays high personal standards, gives and receives feedback and ensures that colleagues are aware of their roles and responsibilities. Leads by example.

Working Relationships

Internal customers

Administration Officer

All other staff

External Customers

Service Providers

ICT Authority and other agencies

How to Apply

For more information and job application details, see; IMLU IT and Administration Assistant Jobs in Kenya

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