Job Description

The Role

The successful candidate will own the following responsibilities: - Administrative Support: Provide general administrative support to ensure the smooth functioning of the team. This includes monitoring BDO-IT Security mailbox and responding on time to the requests, ensuring processing of vendor LPOs on-time, and maintaining IT Asset inventory, amongst others. - Document Management: Create, maintain, and organize IT Policies. Ensure documents are properly stored and easily accessible. Assist in the development and implementation of document control procedures. - Meeting Coordination: Schedule and coordinate IT or IT Security meetings, conferences, and appointments. Prepare meeting agendas, take minutes of meetings, and distribute them to relevant parties. - Configuration Management Database: Enter and update data in CMDB on a timely basis. Ensure data accuracy and integrity. Generate reports and perform data analysis as required. - Communication Management: Assist in managing internal and external communications, ensuring transparency through the maintenance of email and document records. Maintain contact lists and distribute communication to respective parties. - Facilities Management: Coordinate with relevant vendors and service providers for office maintenance and repairs. Monitor and order IT office supplies and IT equipment as needed. - Record Keeping: Maintain accurate records of IT financial transactions, invoices, and expenses. Assist in preparing financial reports and budgeting activities. - Confidentiality and Security: Maintain confidentiality of sensitive information and ensure compliance with IT and data protection policies. Monitor office security and implement appropriate measures to safeguard IT assets and digital assets. - Cross-Functional Collaboration: Collaborate with other departments and team members to support organizational initiatives and IT projects. Provide administrative assistance and contribute to team efforts when required. - IT access provisioning: Manage the provisioning of IT access for new employees by coordinating with the outsourced IT management team. Ensure that systems and access are arranged in a timely manner, typically before the first day of the new employee. - IT access de-provisioning: Coordinate with the outsourced IT management team to effectively remove IT access for departing employees. Ensure that IT accesses are promptly revoked, usually on the employee's last working day. - Phishing simulation test: Support the manager in preparing for phishing simulation tests. - Cybersecurity Awareness trainings: Provide assistance to the manager in planning and preparing training content for regular cybersecurity awareness sessions. - Coordinating and reviewing monthly IT reports required for record keeping and decision making. - Support Head of IT in managing the overall operational requirements of the department.

Requirements

• Bachelors or Post graduation degree in computers from an accredited University. - Familiarity with fundamental information security standards is desirable. - Strong interpersonal and commercial acumen. - Keen to listen, understand and implement creative ideas with the help of available resources. - Competency in MS Office (esp. MS Excel).