Job Description

Our client, a global health organization with the aim of improving the health of people in developing countries is looking for a well-organized and a proactive IT Officer to help with their operations in Ghana.

Role Profile

The successful candidate will be working with the Administrative head and staff to drive the use of technology in the organization, provide effective IT systems, help develop and implement IT standards and policies and provide technology support and solutions to meet the needs of the organization.

Specific Duties

• The IT supervisor will manage the overall technology infrastructure for the organisation including planning, implementation and management of the software applications and hardware infrastructure that support the organisation’s operations.
• The IT Supervisor will be involved in systems administration including general computer support, upgrades, software installations, license management, network and printer support, deployment of equipment, manage inventories, procurement end user support
• Provide training in use of organisation’s common business applications, and training staff in using organisation’s IT systems.

Equipment Management

• Manage the deployment, monitoring, maintenance, development, upgrade, and support of all IT systems, including servers, PCs, operating systems, telephones, software applications, and peripherals.
• Provide expertise and support during systems upgrades, installations, conversions and file maintenance.
• Oversee the process of procurement, Installation, maintenance, and troubleshooting of printers/copiers, as well as manage and assist in toner procurement, storage and utilization.
• Manage the IT department support of audio/visual equipment for presentations and trainings on and off site.
• Oversee and assure compliance with organisation’s procedures in the removal/disposal of non-functional equipment.
• Assure and maintain a regular schedule for cleaning of equipment from dust & particles, and assuring best placement of infrastructure and devices.

Software Maintenance

• Manage everyday software and system troubleshooting and support.
• Plan and execute Installation, maintenance, troubleshooting, and updates of operating systems and user applications.
• Plan and manage software upgrades and patching.
• Responsible to assure that all software on organisation’s equipment is licensed and keep record of licenses.
• Track license and support contracts to include notification of renewal timeframe to management.

Network Administration

• Monitor network to ensure network functionality and availability to all system users.
• Install, maintain, troubleshoot, and repair cabled, wireless and other network infrastructure.
• Manage telecommunications infrastructure and development plans, projects, policies and procedures.

Security

• Maintain local and server based anti-virus software protection.
• Inform and train users and management on how to adhere to the organisation and local security IT policies.
• In case of virus infection clean out affected equipment.

Users Access

• Ensure computer is set up prior to new hire start date and any related moves.
• Handle the relocation of computer equipment because of offices or personnel changes.
• Request and setup new user accounts and email accounts in collaboration with the HR department.
• Troubleshoot, and repair user accounts and email accounts, assist in resetting passwords.

Systems Planning

• Participation in research and recommendation of improved infrastructure processes and technologies to include growth planning.
• Provide procurement assistance including, but not limited to, researching solutions, engaging with potential vendors, making recommendations for product purchases and evaluating bids.
• Test new equipment and applications to assure fit-for-purpose and functionality.
• Communicate regularly and liaise with the HR and COP regarding IT project and departmental issues
• Keep current with the latest technologies and determine what new technology solutions and implementations will meet the organisation’s system requirements

Management of Vendor Services

• Work directly with the procurement department and vendors to schedule repairs and maintenance.
• Request and evaluate services with vendors and service providers.
• Work with ISP (Internet Service Provider) and other outside vendors to ensure dependable operations.
• Work with vendors to supplied systems to track service requests through to completion.
• Negotiate and administer vendor, outsourcer, and consultant contracts and service agreements on behalf of and in accordance with the guidance by the HR/admin Manager and the COP (Chief of Party).

Training and Proceduces

• Train new and current employees on computer software and IT systems.
• Create materiel and presentations for trainings and reports.
• Develop standard operating procedures and best practices, including providing written protocols and guidance to IT staff and to end-users.

Routine Administrative Tasks

• Create and maintain inventory, which include hardware, software, network infrastructure, printers and various items such as peripheral equipment.
• Maintaining documentation of processes, procedures, and troubleshooting guides.
• Monitor and report IT expenses.
• Assist with preparation of operating budgets based on estimated and actual expenditures for IT systems and support needs.
• Keep IT equipment, storage area and work area clean and organized.
• Create and distribute monthly reports, based on management needs and auditing requirements.
• Ensure the creation and maintenance of all written documentation, including system and user manuals, license agreements, and documentation of modifications and upgrades.

Supervision Responsibilities

• Supervise IT department and staff, and assisting the HR/Administrative manager in hiring, training, evaluation, guidance, discipline, and discharge of IT staff members.
• Develop requirements, outlines, budgets, and schedulers for information technology projects.
• Responsible to implement all IT policies and procedures, including those for architecture, security, disaster recovery, standards, purchasing, and service provision.
• Oversee all phases of IT projects from conception to completion.
• Oversee provision of end-user services, including help desk and technical support services.
• Ensure all projects are completed within budget and on time.
• Manage, coordinate and create project documentation.
• Review procurement requests before they are sent to the procurement department for conformity of the organisation’s standards.
• Assist procurement department with estimates and evaluation of received bids.
• Flag potential issues, and report them to the appropriate department.
• Develop, update and maintain security standards, procedures, and guidelines for IT related tasks.
• Keeps IT team well informed of changes within the organization.
• Serves as main point of contact on all IT-related matters for the office.
• Inspire and assist coworkers to attain goals and pursue excellence.
• Identifies opportunities for improvement and makes constructive suggestions for change.
• Regularly report on projects, progress, challenges, and consumables usage to the Admin Manager.
• Maintain, update and assure functionality of business continuation plan and procedures.
• Provide leadership and direction for IT staff, setting an effective agenda and ensuring performance goals are set and met.

Required Skills or Experience

• BSC Information Technology or Administration i.e. IT option (equivalent of 4 years at the university for Ghana)
• 3-5 years of IT or similar position
• At least 1 year in project management or similar position

Requirement

• Very good knowledge of IT tools and the Office package (Word, Excel)
• Demonstrate ability to manage high-level relationships with partner organizations
• Excellent management and organization skills, along with keen attention to details
• Experience managing budgets for dynamic projects
• Dynamic, rigorous, responsive and well organized
• Very good communication skills, with a perfect command of English (oral and written)
• Having already worked on databases would be appreciated
• Must have a fair knowledge in marketing as well as information technology
• Must also have a fair knowledge in governmental issue as well as customer service skills

Technical Competencies

• Customer relationship management
• Report writing skills

Personality Competencies

• Must have a good organizational and planning skills
• Must have knowledge in information gathering and monitoring skills
• Must possess problem analysis and problem-solving skills
• Must have judgment and decision-making ability
• Must have initiative
• Must be able to keep confidential information
• Must be a team member
• Must pay attention to detail and accuracy
• Must be able to adapt