IT & Facilities Officer

Syria

IT Software/IT Security - Warehousing/Supply - Humanitarian/Disasters

The IT & Faciilities Officer is the focal point for Facilities & IT related matters and directly supervises the IT assisstant, the Facilities Assistant and the Head of drivers on thei day-to-day tasks.
Under the IT role he / she provides support to the Damascus office as well as the filed offices to optimize the equipment usage. He /she is responsible for the security of Data and equipment, development and implementation of software in the Syria mission.

Responsibilities:
1. IT equipment and the network
• He / She installs computer software programs and networks as well as maintains them for all PUI staff;
• He / She develops and optimizes the server usage by all users;
• He / She installs and maintains all shared printers between computers;
• He / She makes partition and/or defragmentation of HDDs when necessary;
• He / She manages the day-to-day running of all IT systems in Damascus as well as at the field office level;
• He / She supervises the installation, maintenance and updates of antivirus, software, hardware of the IT equipment for all PUI offices in Syria;
• He / She supervises the regular backups, defragmentation and cleaning of Premiere Urgence Internationale /Syria Mission IT computers on monthly basis;
• He / She supports the procurement team with technical advice on all related IT equipment procurements;
• He / She manages the full IT stock for PUI mission, including Damascus and all other offices at different governorates, including storing, dispatching and performing regular and yearly inventories;
• He / She manages the Internet systems maintenance as well as installation of the system in all PUI offices, based on needs;
• He / She provides support to PUI Syria mission staff with HELP software as well as provide feedback about the system to his / her referent at HQ level;
• He / She liaises with the INTERNET provider when issues related to the actual service occur, or when technical consultations are needed;
• He / She supports the logistics coordinator in improving the PUI - IT Policy for PUI Syrian Mission based on best practice procedures, supports with the effective management of the equipment, advises on relevant trainings, etc.;
• He / She provides advice on network infrastructure and telecom hardware and software issues;
• He / She provides technical assistance and support for incoming queries and issues related to computer systems, software, and hardware;
• He / She resolves technical problems with Local Area Networks (LAN), Wide Area Networks (WAN), and other systems.
• Install computer peripherals for users.
• He / She has the responsibility to secure all PUI data and equipment;
• He / She implements all necessary equipment, rules and systems to insure a full security of the data and equipment.

2. Safety and Security Management
• He / She ensures all drivers are aware of the relevant aspect of the security management plan (e.g. car tracking system etc.) with regards movements and driving in Syria. Ensures driver briefings are conducted with specific regards to safety and security for all new drivers, and provides refresher sessions for all drivers at regular intervals or following a security incident;

3. Fleet and Facilities management

a. Fleet Management
• He / She is required to supervise the Head of Drivers on his/her daily work related to follow up on:
• Vehicle fleet overall management, including logbook, fuel consumption, maintenance, movement schedules,

b. Premises Management
• He / She is required to supervise the Facilities Assistant on his/her daily work related to follow up on:
a. Rental contracts, proper and timely communication with owners of premises when needed;
b. Performance of schedule maintenance at different premises;
c. Proper warehouse management for stationary at PUI offices;
d. Proper management of energy networks and equipment;
e. Monthly update of the Asset List.


4. Manages the IT assistant, Facilities assistant & Head of drivers
• He / She ensure the administrative HR management of his/her team (daily attendance, leaves management) in collaboration with the HR department;
• He / She as direct supervisor of the Head of Drivers, supports with the launching and bringing to fruition the recruitment of required drivers;
• He / She ensures that her/his team complies with PUI internal rules (disciplinary management when needed);
• He / She ensures a regular appraisal process for her/his team and supports them in building their capacities through training, definition and follow up of clear objectives, etc.;
• He / She ensures general and technical monitoring of her/his team to ensure compliance with requests and timelines;
• He / She implements and follows up safety and security rules for her/his team;
• He / She ensures good communication, coordination and information level within the team through regular team meetings, formal reporting, one-on-one meetings, etc.;
• He / She provides with feedback and reports to the Deputy Logistics Coordinator about his team (evaluations, requests, trainings, appraisals…)

5. Internal and external reporting
• He / She is in charge of consolidating IT, Facilities and fleet related information and develop monthly reports to submit to the Deputy Logistics Coordinator. The internal reports expected are:
o Fuel consumption follow-Up;
o Asset list / inventory;
o Consolidated maintenance reports;
o Logbook report;
o Stock reports;
o Mission security report;
o Run reports to determine recurrent malfunctions for further analysis.

• He / She supports the Deputy Logistics Coordinator with the information relevant to mid-term reports for donors and / or HQ and any other internal report required from the IT, Fleet side of the logistics department.

• Excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities
• Excellent interpersonal and communication skills.
• Strong organizational abilities.
• Ability to set priorities and manage time effectively
• Take responsibility for own work and delegated project/processes (including some leadership)
• Capacity to multitask
• Ability to keep abreast of internal and external events that may influence S&S role (Preferred)
• Actively work towards the achievement of the PUI goals
• Abide by and work in accordance with PUI principles
• Perform any other work related duties and responsibilities that may be assigned by the line manager

The current operational strategy for Premiere Urgence Internationale (PUI) in Syria is to alleviate the human suffering of the Syrian people in Syria by delivering sound, needs-based humanitarian assistance, while promoting a life-sustaining response. PUI's positioning on, shelter, education, livelihoods, and WaSH sectors remain a priority.

Based on ten years of experience conducting humanitarian operations in Syria, supporting Iraqi refugees and lately Syrians affected by the crisis, PUI has played an important role in responding to the needs of the population within nine governorates (Aleppo, Damascus, Rural Damascus, Homs, Hama, Tartous, Lattakia & Deraa ) and through the following interventions:
- Rehabilitation of collective and private shelters,
- Rehabilitation of infrastructure
- Emergency and Early Recovery WASH interventions
- Education support for conflict-affected populations (remedial classes, school rehabilitation, free exam preparations, summer class activities, community based initiatives and psycho social support),
- Enhancement of the Population of Syria self-reliance through livelihoods (vocational training course, provision of a professional tool kit ((PTK))

Apr 29, 2019

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