INFORMATION & COMMUNICATION TECHNOLOGY (ICT) ASSISTANT BAIDOA (RE-ADVERTISEMENT)

Position: IT & Communication Technology Assistant

Department: LOGISTICS_UNIT

Direct hierarchy: Area Logistics Officer/Manager

Location: Baidoa

Contract Duration: 31st December 2023

Starting date: June 2023

I. Background on ACTED

Created in 1993, ACTED is an international non-governmental organization pursuing a dual mandate of emergency response and development interventions in 40 of some of the world’s most vulnerable countries affected by conflicts, disasters or socio-economic hardship. With a team of 7,000 national staff and 400 international staff, ACTED implements 500 projects a year to support more than 20 million beneficiaries, notably in hard-to-reach areas.

ACTED goes to the last mile through programs and approaches that look beyond the immediate emergency towards opportunities for longer term livelihood reconstruction and sustainable development. Guided by the motto “Think Local, Act Global” and its 3Zero –Zero Exclusion, Zero Carbon, and Zero Poverty – strategy, ACTED puts local territories at the centre and provides a tailored support to local needs.

ACTED is looking for professionally confident, self-motivated, experienced, and committed team player to fill the one (1) Information & Communication Technology Assistant position, one (1) based in in Baidoa Somalia

II. Position Profile

The Information and Communication Technology Assistant is a member of the logistics department. Under the authority of the Area Logistics Manager, He/She is responsible for the administration and maintenance of all hardware, software, and telecommunications in ACTED Somalia mission and for maintaining security and performance of ICT environment in all offices.

He/she is responsible for the computer networks, connectivity, endpoint management and setup, hardware and software troubleshooting, installations, account management, reporting and capacity building.

The ICT Assistant might be asked to supervise and execute various aspects of the logistics department or focus on one activity. This will depend on the team structure at the Office. However, all Logistic staff are expected to cover others and be aware of the supply chain procedures in the mission.

The ICT Assistant will be based in Mogadishu or Baidoa- Somalia, with frequent travel between other mission areas when needed

Nature of the Job.

• Working hours are determined with the contract, however, ACTED is a humanitarian organization and in practice hours are variable depending on the needs of the project(s). Working hours can range from 8am until 5pm, 5 days per week, can be on a shift or fixed pattern. Working hours can extend before or after these hours if required in exceptional circumstances.
• Working days can include public holidays. Although no staff are required to work during this period the needs remain, and flexibility is appreciated. In particular, the ICT Assistant may on occasion work outside normal hours to support transport coordination (Sunday-Thursday), or occasional weekends with the prior approval of the Country Logistics Manager, HR Manager and Coordination).
• Staff attendance is monitored and staff who do not attend on time or at all can be subject to disciplinary procedures.
• Staff roles are defined in the ToR however staff can be required to fulfil other roles or duties according to the operational or strategic needs of the mission. These duties can be defined by any line manager, FLATS manager, Project Manager, or Coordination and need to be communicated and approved in Advance by the CLM.
• Staff may subject to do field visits for areas to facilitate logistics and operations such as procurements, Training and any other activities as per requested by the line manager for a period up to 3 weeks maximum.

Responsibilities

1. Implementation of the IT/COM strategy:

• • ICT Assistant is responsible for drafting the IT/COM strategy in collaboration with the CLM and the IMS department in Paris HQ. He/she must propose budgetary estimates for IT/COM infrastructure investments necessary for implementation of the strategy validated at the ACTED Somalia level and Paris HQ level.
    • ICT Assistant will follow methodical guidance of IMS department in Paris HQ and acts as a liaison between ACTED Somalia mission and Paris HQ in all technical matters.
    • ICT Assistant is responsible for the implementation of the ACTED document digitization project. In this sense, he/she must accompany the person in charge of digitization to train him/her in the use of a scanner, to provide him/her with all the rules for coding documents and to ensure their proper use, and finally, to create the filing system on the server and to validate its use.

1. Follow up with IT/COM assets:

• • ICT Assistant must plan and supervise the maintenance of all IT (computers, printers, smartphones, network equipment etc.) and COM (HF, VHF, sat phones) equipment both in stock and in use. Communication equipment is managed based on a decision of the Security Department.
    • If an asset is experiencing hardware or software issues, the ICT Assistant is responsible for troubleshooting and fixing the issue either internally or externally. He/she must estimate the cost of the repairs by listing the type of spare parts needed, their quantity, unit price/total price and any additional cost to get the asset back in working order.
    • Based on a discussion on a national or area coordination level, ICT Assistant is responsible for weekly updates of repair schedule used for prioritization of repairs.
    • The ICT Assistant is responsible for the preparation, tracking and reception of all procurement dossiers related to the maintenance and repair of assets. He/she must be able to propose a reliable supplier for each type of service.
    • With the CLM Support and review, the ICT Assistant will perform an annual assets verification campaign across ACTED Somalia mission updating the AST-05 report against physically verified assets for all users and staff.

1. Management of IT/COM related purchases/stock:

• • The ICT Assistant cooperates with the Inventory manager on tracking of IT/COM assets.
    • In case of missing spare parts, components or any other IT/COM assets, the ICT Assistant is responsible for submitting a order form. He/she must be familiar with ACTED’s logistics procedures and be able to put together a procurement documentation and to support the purchaser in the acquisition of spare parts/IT/COM assets. The ICT Assistant must assess the quality of the goods prior to the purchase.
    • The ICT Assistant. Will make sure of sufficient available stock for major ICT equipment for urgent disbursement when needed, Mainly Laptops, Phones, Screens and Data storage Equipment’s.
    • The ICT Assistant is responsible for preparing, launching, and finalizing all assets procurements at Somalia level mandatory for Scenario D & E and whenever requested by the CLM to intervene in procurements when needed.

1. ICT Field Support.

• • The ICT Assistant must conduct/arrange regular field visits to establish a comprehensive diagnostic plan and support (if needed) the maintenance/repair of all IT/COM assets requiring intervention.
    • During field visits, the ICT Assistant must be able to ensure implementation of IT/COM equipment management procedures by those responsible for them (proper use of computers, storage of assets, updating of TITANIC follow-up sheets). He/she will rely on the internal control sheet and propose improvements in his/her area of expertise.
    • ICT Assistant must request approval for field visits by drafting and submitting Terms of Reference to the Country Logistics Manager and/or the Logistics Manager.
    • At the end of the visit, the ICT Assistant will submit an in-depth mission report of his/her field activities. He/she will use the tools at his/her disposal to describe his/her conclusions in an Action Plan.
    • Provide technical support to users remotely and onsite and support user data backups,
    • Respond promptly to client calls/emails to resolve questions and problems and Escalate client issues promptly, when appropriate.

1. Software Management & Technical Support.

• • Undertake the installation and configuration of desktop and system from a defined service provider.
    • Responsible for the IT/COM security and must establish protocols for the use and handling of assets. He/she must train the ACTED Somalia staff in the secure use of online tools, networks, computers, smartphones, and productivity software.
    • Undertake the development of system software used across the mission, do necessary staff training on new upgrades whenever applicable.
    • Undertake the review of new releases, upgrades and fixes from system software suppliers providing an assessment of action required when needed.
    • Responsible for Account/ subscription managements and renewal when needed.
    • He/she oversees connectivity by ensuring adequate bandwidth on each base of ACTED Somalia mission. He/she performs perpetual evaluation of connectivity needs in all ACTED Somalia representation offices and ensures cost rationalization of contracted ISP services. He/she performs periodic ISP market surveys and keeps track of services available on ISP market. He/she is also responsible for monitoring and supervising contracted suppliers and intervenes in case of access problems.

1. ICT Scheduling & Reporting.

• • ICT Assistant is responsible for sending updated coordination report every Wednesday to the CLM and the Logistics Manager.
    • ICT Assistant drafts a schedule of visits to ACTED Somalia field offices according to current priorities/needs/urgencies.
    • ICT Assistant is responsible for compiling the TITANIC reports under his/her responsibility (capital and bases). There are to be sent every 5th of the month to the CLM. He/she also provides qualitative feedback on the content of these reports to the ACTED Somalia Area Logistics Managers and to the Area Coordinators.

1. Monthly Reporting Summary.

• Preparation of COM-02 monthly communication Report For Somalia and review of similar report in Other area offices.
• Review, Preparation, and consolidation of IT-01 CONNECTIVITY report for Somalia mission.
• Review, Preparation, and consolidation of IT-02 ENDPOINT report for Somalia mission.
• Review, Preparation, and consolidation of IT-03 E-MAIL ACCOUNT report for Somalia mission.
• Review, Preparation, and consolidation of IT-04 ACCESS RIGHTS report for Somalia mission.
• Review, Preparation, and consolidation of IT-05 INCIDENT TRACKER report for Somalia mission.
• Review, Preparation, and consolidation of AST-05 Monthly Assets report for Somalia mission.
• Assets final Project reporting preparation across Somalia whenever requested by the CLM, by listing all assets in final Donor report and attaching corresponding procurements file for each listed asset.

Qualifications/Skills and Experience Required

• University degree preferably in information technology, computer science or related
• IT professional qualification is a plus
• Prior experience in Logistics, Procurement, or Supply Chain Management. Knowledge of the humanitarian sector and international experience would be an asset.
• Knowledge and experience with Microsoft Windows operation systems
• Advanced knowledge of Microsoft Office suit, common productivity software and hardware
• Advanced knowledge in the installation and administration of computer networks
• Have at least two (02) years of experience in a similar field
• Be rigorous and honest in all circumstances.
• Ability to write technical documentation.
• Punctuality and strong commitment
• Self-reliant
• Fluency in following languages: English
• Experience with NGO would be an advantage.