ICT/Admin Assistant

Quetta

Organization: UNDP - United Nations Development Programme
Location: Quetta
Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
Occupational Groups:
- Operations and Administrations
- Administrative support
- Information Technology and Computer Science
- UNDP SUB
- OFFICE QUETTA
Closing Date: Closed

Background

Under the guidance and supervision of the Head of Sub Office provides support to office operations performing a variety of standard ICT/administrative processes ensuring high quality and accuracy of work.

The ICT/Admin Assistant works in close collaboration with the Operations, Programme and projects staff in the SO to ensure consistent service delivery.

Duties and Responsibilities

Summary of key functions:

Implementation of ICT management systems and Strategies.
Effective functioning of the CO hardware and software Packages
Support to networks administration
Provision of administrative support
Facilitation of knowledge building and knowledge sharing

1. Supports implementation of ICT management systems and strategies, Focusing on achievement of the following results:

Compliance with corporate information management and technology standards, guidelines and procedures for the CO Technology environment.
Support to the use of ATLAS (UNDP’s Implementation of ERP) functionality for improved business results and improved client services.
Provision of inputs to the CO administrative business processes mapping and implementation of the internal standard operating procedures (SOPs).
Provision of inputs to preparation of results oriented work plans.

2.Ensures Effective Functioning of the CO hardware and Software Packages, Focusing on the achievement of the following results:

Performance of specific technical functions, including changing of hardware electronic components (disks, memories, network wiring, power sources, etc.) and routine repairs. Assistance in the installation of commercial and inhouse developed software and related upgrades.
Assistance in upgrading patch and anti-virus programs on a timely basis. Monitoring of file server traffic, usage and performance on a frequent and regular basis. Support to users in backing up and restoring their files, as well as in virus detection, removal and prevention.
Assistance in trouble shooting and monitoring of network problems.
Response to user needs and questions regarding network access.
Assistance in backup and restoration procedures for local drives. Maintenance of backup logs. Assistance to organization of off site storage of backups.

3. Provides Administrative support ,Focusing on Achievement of the following results:

•Maintenance of an up to date inventory of software and hardware.

•Maintenance of a library of ICT related reference materials.

•Maintenance of the filing system ensuring safekeeping of confidential materials.

•Research and retrieval of l data from internal and external sources; Preparation of statistical charts, tables and reports as required.

•Provision of ICT support to key events.

•Ensures effective administrative support, focusing on achievement of the following results:

oAssist in space allocation based upon current and future space requirement of the participating agencies based upon the approved staffing table.

oTo make sure the efficient and effective functioning of the common premises as well as rules and regulations

oDrafting terms of reference of support staff and undertake follow up activities in recruitment and selection of appropriate candidate

oPreparation of the procurement plan of BMS and its implementation/ Arrange and maintenance of office infrastructure, technology and equipment

oEnsure effective fleet management including drivers, vehicles R&M, scheduling motor pool activities, coordinate with other agencies for mission arrangements and compilation of cost recovery data for reporting to Country Office.

oMaintenance of the inventory and stock of supplies and spare parts in cooperation with the Procurement Unit.

oArrange meetings, internal and external and perform liaison duties with other units. Work as secretary of the meetings and following up regarding implementation of decision.

oMonitor, follow up and provide assistance to the building management system

oProvide assistance in timely and cost-effective mobilization of building management services and monitoring progress and finding ways and means for improving building management services

oAssist with all administrative and logistical arrangements for meetings, workshops conferences

oTo facilitate the stationary request and keep the record of the stationary distribution

oSupervise the work of support staff Follow up on deadlines, commitments made, actions taken and coordination of collection and submission of the reports to head of unit.

oMaintain inventory data base of all Project assets/equipment.

oManagement of drivers.

oPrepare and maintain vehicle monthly log book, report, maintenance record and other tasks.

4. Ensure Facilitation of Knowledge Building and Knowledge Sharing in the CO,focusing on achievement of the following Results:

Participation and assistance in the organization of training for the CO staff on ICT issues
Sound contributions to knowledge networks and communities of practice.
- Any other task assigned by supervisor

Impact of Results

The key results have an impact on the accurate, safe and timely execution of the Sub-Office services.

Competencies

Shares knowledge and experience and provides helpful advice to others in the office.
Ability to develop systems for structuring, codifying and providing access to information and knowledge
Development and Operational Effectiveness
Ability to perform a variety of standard specialized and non specialized tasks and work processes that are fully documented, researched, recorded and reported
Ability to review a variety of data, identify and adjust discrepancies, identify and resolve operational problems
Ability to perform work of confidential nature and handle a large volume of work

Required Skills and Experience

Education: Minimum Secondary degree with relevant certifications in Hardware and Software management and application, Microsoft certified professional (MCP) preferred.

Experience: Relevant experience in ICT and administration is required. A minimum of 5 years of relevant experience at the national or international level is required.