IT Manager

 

Position Title     :  IT Manager

Reports to         :   Relation External Coordinator

Supervises        :  External Relation Coordinator

Period of time   : One year contract with possibility extension

Work Location   : Dili

 

Purpose of Role: 

To manage CVTL’s information technology (IT) :

  • CVTL staff have the computer hardware and software they need to do their work and are trained to use it
  • CVTL staff can log IT problems and have them solved as quickly as possible
  • CVTL electronic information is kept secure and retrievable
  • CVTL’s IT equipment is well maintained
  • CVTL has an Information Strategy to ensure equipment and knowledge are kept up to date and IT policies to ensure good use of IT
  • CVTL manages contracts with any IT suppliers effectively
  • Keep CVTL’s website updated

 

Responsibilitie

1. CVTL staff have the computer hardware and software they need to do their work and are trained to use it

  • Maintain an asset register of all IT equipment - in liaison with Finance who keep CVTL’s overall asset register
  • Develop criteria to decide when new equipment is needed
  • Work with Logistics to purchase any new IT equipment
  • Ensure new equipment is installed and configured correctly - either doing this yourself or asking supplier to do this
  • Set up accounts for new users, including an email address and access to systems they will use
  • Every September, ask staff to identify any new IT they need in the coming year (this is a needs analysis), use criteria to prioritise requests and make an annual budget for IT - identify core costs and optional items in priority order
  • Receive requests from staff during the year for new IT equipment and use criteria to decide whether to say yes or no, and when to buy the equipment.
  • Organise training for staff on any new hardware or software.
  • Organise refresher training for staff on IT equipment
  • Deliver IT training for staff whenever possible (sometimes external IT people may need to do the training)

  2.  CVTL staff can log IT problems and have them solved as quickly as possible

  • Set up a simple Help Desk (a system for staff to log IT problems with IT Manager) - it could be a generic email (plus phone if the problem is urgent)
  • Check the Help Desk at least 3 times every day - more often if possible
  • Solve the problems yourself if you can, otherwise ask for help from the appropriate IT supplier (problems may include broken equipment)
  • Keep a Help Desk Log of requests received and how they were solved, when and by whom.
  • Clarify what sort of problems need to be solved by external IT and negotiate a contract for this support in liaison with Logistics.
  • Make an annual report of IT problems - what they were, how they were solved, any recommendations to reduce problems in the future –
  • Make an Annual IT budget – using the Help Desk Log for guidance

 3. CVTL electronic information is kept secure and retrievable

  • Make sure CVTL computers and laptops have protection against viruses
  • Train CVTL staff how to protect against IT viruses and hacking, and how to keep their data secure
  • Make sure that CVTL systems and data are backed up regularly
  • Know how to retrieve systems and data if necessary
  • Set up shared folders so CVTL’s core information and documents are stored in ONE PLACE
  • Identify appropriate ‘Information Owners’ for shared files and databases
  • Train ‘Information Owners’ in their role - they need to keep their files or databases up to date and train other staff to make this happen
  • Remind all staff to use the shared folders and databases
  • Maintain all necessary information about CVTL’s IT (access and passwords for servers and systems) and keep it secure

4. CVTL’s IT equipment is well maintained

  • Make simple instructions for care of IT equipment and put these in good places - for example, beside printers or photocopiers
  • Train staff how to care for IT equipment (cleaning, temperature control, security etc) and remind them regularly
  • Keep CVTL’s servers in a secure, temperature-controlled, clean room

5. CVTL has an IT Strategy to ensure equipment and knowledge are kept up to date and IT policies to ensure good use of IT

Work with Secretary General and Management Team to develop:

  • a simple IT Strategy - identifying when equipment needs to be replaced or updated, any new IT needs, an IT training schedule, IT policies needed, roles in IT management at CVTL, IT suppliers needed
  • any policies needed to manage IT well - for example, how to protect again viruses and hacking

6. CVTL manages contracts with any IT suppliers effectively

  • Identify what IT services need to be provided by external suppliers
  • Work with Logistics, following CVTL’s procurement policy or SOP, to select the best suppliers for these needs
  • Work with Logistics and Finance to draft good contracts with each supplier
  • Manage relationships with each supplier - talk to them at least monthly to identify any problems or opportunities, solve problems quickly and communicate clearly

7. Keep CVTL’s website updated

  • Ask all Coordinators, managers and staff to send you information that needs to be published on the website
  • Check the information is accurate, clear and concise
  • Publish information – in conjunction with the Communications Team
  • Remove outdated information and put it in an archive
  • Work with the Communications team and External Relations department to review the CVTL website, then propose any layout or design changes to the Secretary General
  • Explore ways to get information on Website translated.
  • Budget for any changes and implement when possible.

 

 

SELECTION CRITERIA – JOB REQUIREMENTS

 

Essential

Preferred

Qualifications

 

 

Minimum - Completion of Secondary School

X

 

Completion of formal training in IT

X

 

Completion of University Degree

 

X

Professional Expectations

 

 

Honesty and commitment to the role

X

 

Knowledge of the Red Cross Movement and Fundamental Principles

 

X

Experience

 

 

Experience maintaining IT equipment

X

 

Experience developing policies, procedures or instructions

X

 

Experience coaching or training people

X

 

Experience using Word, Excel, PowerPoint, email, databases, calendars, virtual meetings

X

 

Experience using criteria to make decisions and priorities requests

X

 

Experience working with IT suppliers

 

X

Experience communications - particularly websites

 

X

Skills

 

 

Very competent in using Word, Excel, PowerPoint, email, databases, calendars, virtual meetings

X

 

Knowledge of some aspects of IT

X

 

Ability to learn quickly

X

 

Ability to develop and manage a budget

X

 

Good numeracy

X

 

Good understanding of the job description for the IT Manager

 

 

Competent in Tetun

X

 

Ability to make good and timely decisions

X

 

Some skills in writing English

 

X

 

 

All applications must include a cover letter, an updated CV and must address the selection criteria. Please do not apply for this role if you do not have the skills or qualifications.

 

Strong recommended for women to apply this position.

 

Please include three contactable referees. They must be addressed to Human Resources Officer CVTL,

and delivered by hand to the Cruz Vermelha de Timor-Leste (CVTL) office, at:

 Rua 20 de Maio, No. 79/ Ex. Orfonatu, Bairro Formosa, Telp. (+670) 73172613

Or via email dirciasoares_cvtl@redcross.tl by 31 May 2020  by 5.45 PM.

 

Only short-listed candidates will be contacted for the interview.