Job Title IT Administrative Officer
Location Port Elizabeth
Employment Permanent

Purpose statement
Responsible for administrative matters related to the Information Technology function across the Group

Position in the organisation Reports to:
Group Information Technology Officer (GITO)
Job objective To support the operational requirements and the procurement process of Group IT. To provide general administrative support to the GITO and his team.
Duties

1. Account Administration and Control

Procurement of IT Equipment and Services
• Prepare and provide IT equipment replacement reports to Business Units
• Compile and prepare specification details for goods & services in consultation with management
• Obtain required quotations in terms of company policies
• Evaluate quotations received and prepare comparative analysis of quotations obtained
• Prepare Procurement Approval documentation and submit for approval
• Communicate Purchase Orders with preferred suppliers
• Obtain and record supplier details for take-on, as required by Group Finance

IT Service Provider Accounts Management
• Obtain, verify, and reconcile invoices from IT service providers.
• Ensure invoices are in accordance with contract and agreement and Purchase Orders specifications.
• Confirm supply and delivery of goods and services.
• Authorise and submit payment requisitions for invoices together with supplementary documentation
• Obtain confirmation of payment and forward proof to service providers
• Investigate and resolve billing and invoice discrepancies

Record Keeping and Cost tracking
• Prepares and maintains calculations for revenue generated (including supporting documentation)
• Maintain database of all relevant IT records and policies
• Maintain records of all relevant cost tracking sheets/reports/dashboards
• Ensure cost & charges allocations to internal users
• Maintain records of all service provider contracts, agreements and invoices with source documents
• Maintain fixed asset registers for all IT equipment and infrastructure in consultation with Group Finance
• Compile monthly call cost reports
• Compile monthly printing cost reports

2. Administrative support to GITO, Group Information Systems Specialist and IT Administrator

Reporting
• Gather, collect and obtain all relevant information and compile and collate various reports/proposals as required.
• Proof reading of reports, policies, and other documents
• Maintain operational manuals of internal processes and procedures (like supplier take-on)

General Administration
• Administrative assistance in the planning, execution, and implementation of projects
• Assist in resolving queries or issues
• Assist with updating of various dashboards and trackers (including Audit and Risk, IT Risk Register etc.)
• Assist with obtaining reports and requirements for meeting deadlines through follow up with all relevant role players
• Assist with gathering of information for budgeting processes
Job Evaluation Criteria Formal Education
• Diploma in Supply Chain, Procurement or Office Management or similar
• A+ and N+ (would be advantageous)

Experience:
• Minimum of 5 years procurement experience within the IT industry

Critical Competencies Knowledge
• Administration
• Understanding of processes, specifically financial controls
• High level of skill in MS Word, MS Excel and MS PowerPoint
• Proficiency in English
• General understanding of IT processes and procedures (Procurement, SLA, Approval and Escalation)
• Strong Understanding and Knowledge of Hardware and Software

Skills and attributes
• Self-Motivated
• Attention to detail
• Pro-active planner
• Logical thinking
• Coordination and organisational skills
• Ability to prioritise
• Problem solving
• Good communication skills
• Detail-oriented
• Methodical
• Dependable
• Manage multiple tasks
• Conflict management
• Willingness to learn

Only short-listed candidates will be contacted