Jobs at PGC

[CORE FACILITY FOR BIOINFORMATICS]

IT ADMINISTRATIVE ASSISTANT (SG 14)

Responsibilities

1. Inventory Management: Maintain accurate records of IT assets, including hardware, software licenses, and peripherals. Conduct periodic inventories and assist with asset disposal or recycling as needed.
2. Procurement Support: Assist with procurement processes by researching vendors, obtaining quotes, processing purchase orders, and tracking deliveries of IT equipment and supplies.
3. Technical Support: Provide basic technical support to staff members, such as troubleshooting common IT issues, assisting with software installations, and directing users to appropriate resources for assistance.
4. Documentation Management: Maintain and organize documents, records, and files related to IT projects, systems, and processes. This may include updating technical manuals, procedures, and policies.
5. Policy Compliance: Ensure that IT-related policies and procedures are communicated and adhered to within the organization, including policies related to data security, acceptable use, and IT equipment usage.

Qualifications

1. Education: A Bachelor’s degree in a relevant field like information technology, computer science, business administration, or office administration.
2. Technical Skills: Proficiency in basic computer skills is essential, including knowledge of office productivity software such as Microsoft Office (Word, Excel, PowerPoint). Familiarity with other software applications commonly used in business environments may also be beneficial. Additionally, an understanding of basic IT concepts and terminology can be advantageous.
3. Administrative Skills: Strong administrative skills are crucial for an IT secretary, including excellent organizational abilities, attention to detail, and time management skills. The ability to multitask effectively and prioritize tasks according to deadlines and importance is also important.
4. Communication Skills: Excellent written and verbal communication skills are essential for effective interaction with colleagues, stakeholders, and external parties. The IT secretary should be able to convey information clearly and professionally, both in person and through written correspondence.
5. Interpersonal Skills: The ability to work collaboratively as part of a team and interact with individuals at all levels of the organization is important. Diplomacy, tact, and discretion are particularly valuable when dealing with sensitive or confidential information.
6. Technical Support Skills: While advanced technical knowledge may not be required, basic technical troubleshooting skills and the ability to provide assistance with common IT issues can be beneficial. This may include tasks such as troubleshooting software problems, assisting with hardware setup, or providing guidance on using IT systems.
7. Adaptability: The IT landscape is constantly evolving, so the ability to adapt to changes and learn new technologies or processes quickly is highly desirable. Flexibility and a willingness to take on new challenges can contribute to success in this role.
8. Professionalism: A professional demeanor and attitude are important for representing the IT department and the organization as a whole. The IT secretary should demonstrate reliability, integrity, and a commitment to providing high-quality support to colleagues and stakeholders.
9. Experience: While not always required, previous experience in a similar administrative or support role, particularly within an IT environment or related field, can be advantageous. Experience with office administration, customer service, or technical support roles can provide valuable skills and knowledge applicable to the IT secretary position.