Area ITC Assistant

Founded in 1994, Acted is a non-governmental organization with headquarters in Paris, France. Independent, private and not-for-profit, Acted respects principles of strict neutrality and impartiality in its decisions, and operates according to non-discrimination and transparency principles. Acted endeavours to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; construct effective governance and support the building of civil society worldwide by investing in people and their potential. With a budget of 236 million EUR in 2017, Acted is active in almost 37 countries and implements more than 500 projects a year reaching over 14 million beneficiaries with 300 internal staff and 4,300 national staff worldwide.

In Pakistan, Acted has been active since 1993 and has provided assistance across all provinces to an estimated 6.9 million people. The assistance has included emergency response to meet the immediate and live-saving needs of natural disaster and complex emergency affected households, as well as recovery and development support in the form of education and livelihoods promotion and assistance.

Responsibilities

Procurement IT equipments

Under the supervision of ITC Officer/Area Logistics Manager, ITC Assistant will;

• Must assess all the IT, Energy and Communication materials’ need on the bases;
• Submit request for appropriate setup in the bases under his responsibility to Area IT Officer/Area Logistics Manager and prepare Order Form upon validation;
• Ensure that request is tracked down with Procurement Assistant / Supervisor and inform in timely manner all requesters;
• Warrant for submission of all necessary documents of property during supply chain management (Asset Reception Sheet).

IT Assets Management

• Account for the overall compliance with IT assets, properties management procedures;
• Supervise the safety and effective use of all ORGANIZATION IT assets and properties in the office;
• Verify and direct the maintenance and repairs of IT assets and properties in timely manner;
• Assess the need for additional IT equipment and obtain authorisation from Area IT Officer;
• Must submit all IT equipment requests with appropriate format to Area Logistics Officer.

IT Asset Documentation

• Account for the overall compliance with IT assets management procedures;
• Regularly verifies the IT Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly IT Equipment Follow Up);
• Controls that IT  Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);
• Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated;
• Files must be archived according to ORGANIZATION internal procedures and FLAT requirements;
• Files must be accessible at all times to Country Logistics Manager and any FLAT auditor;
• Control that tags and identification of IT Assets are clear for all IT equipments kept in the bases of his area;
• Control and consolidate at base level the Monthly IT Equipment Follow Up report, to be sent to Area IT Officer on monthly basis, every 3rd of the month.

Delivery (Transport) interaction

• Coordinate with Transport Assistant / Supervisor for any Asset / Equipment transported or transferred to and between bases;
• Gather information and appropriate documents from delivery to the requester (Waybill copy and Asset Reception Sheet signed).

Telecommunication and Information Technology Management

• Accounts for the overall compliance with the Communication and IT procedures;
• Takes responsibility for managing the communications monthly costs for emails and Internet in all the bases;
• Suggests new possibilities in term of networks and email communication system to the Area IT Officer;
• Take responsibility to visit ORGANIZATION sub bases in case of problems in computer issues (e.g. Emails, network problems. software issues..) through submission and validation of Mission Leave Request form;
• Manage all staff computers and e-mail back-ups on monthly basis, cleans all un-necessary data such as movies, videos, music that are not properly filed in a unique file under “Personal data”;
• Install any software for staff based on office need upon approved decision by Area IT Officer.
• Ensure the repairing and maintenance of any internet or communication problem on the bases of activity under his responsibility;
• Report any issue, misuse, potential risk for the assets and equipments to IT Officer through a Memo (ORGANIZATION template);
• Manage and secure effective use of the entire telecommunication and IT system;
• Regularly control of the server (if applicable), use and security;
• Take responsibility for Monthly Back Up that must be stored on separate source (External Drive);
• Manage the office’s telecommunication costs;
• Assist the IT officer in his duties: direct his priorities of maintenance / replacement with Logistics Officers in their respective bases.

Procedures and Reporting

• Comply with all the reporting requirements from Area IT Officer/Manager;
• Present the monthly reports as required according to ORGANIZATION guidelines, every 5th of the month;
• Make sure that the FLAT files are updated and well documented;
• Provide the Area IT Officer with a Compiled IT Report from his team on weekly basis (every Friday at 5:00pm), that will contain:
• Provide the IT Equipment Follow Up report updated on weekly basis every Friday at 5:00pm to Area IT Officer, including the following information:
• All IT assets / equipments;
• All Energy / Transport equipments;
• All Communication equipments;
• Main recommendations regarding setups of the bases under his responsibility;
• Identify the priorities of overall IT requirements for the bases and submit suggestion to IT Officer/Manager.

PSEAH Obligation:

Acted has zero tolerance approach on PSEAH matters and as an Acted employee It is my utmost duty to ensure full compliance of PSEAH policies in Acted and outside Acted as well. I will not engage in any PSEAH violations and will ensure team working under my supervision will also follow the same protocols. I shall not be involved in any sexual exploitation or abuse. I shall ensure to comply with the highest standards of moral and ethical conduct. Any incident of SEA shall be reported to Acted. Any failure by myside to take preventive measures against sexual exploitation or abuse, or to investigate allegations or take corrective action, shall constitute grounds for termination of the Agreement.

For the purposes hereof, the following definitions shall be used.

Sexual exploitation means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.

Sexual abuse means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Note: “ACTED is committed to protecting beneficiaries and staff within our programs from sexual exploitation and abuse (SEA). ACTED has a Code of Conduct and organizational policies, which outline the expected behavior of all staff, consultants and other stakeholders and reminds ACTED’s zero-tolerance approach. Any candidate offered a job with ACTED will sign those documents as part of their work contract and is expected to abide by them.” “ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff. ACTED is equal opportunity employers. Females and minorities are encouraged to apply. Candidates with disabilities are encouraged to apply. Final selection will be based on security clearance of the candidate.”