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ICT Procurement, Asset Management and IH Services Coordinator.

We are currently seeking to recruit a ICT Procurement, Asset Management and IH Services Coordinator.
 About the Role
  The ICT Procurement, Asset Management and Services Coordinator has a direct global impact with timely and cost effective ICT purchasing and compliance with software licensing and legal requirements for the International Headquarters (IH),  field in particular and for software for the national offices (NOs).
Furthermore this is a critical organisational role for reliable provision of ICT support at the International Headquarters through coordination of IH Support calls enabling IH staff including CEO and COO to lead, administrate and support critical systems that underpin the strategy for the entire organization.
Dimensions of Role:
  • Co-ordinates ICT purchasing for International Headquarters Teams with an annual budget for hardware and software of €1.8m p/a
  • Administers ICT contracts worth €1m p/a including preparation, filing, tracking renewals and payments. Co-ordinates supplier relationships with three core hardware suppliers, software supplier available for the whole organization and SAM contract worth €30k p/a
  • Tracks PCs, software on these PCs and VOIP phones for approximately 160 IH staff including asset tagging.
  • Tracks compliance for organizational software licensing to a value in excess of £2,000,000
  • Ensures that goods and services are ordered when required and within agreed service level targets and invoices are effectively processed to meet Plan’s commitment to a Net 30 Days payment cycle.
  • Hold the departmental credit card, and authorize purchases under the direction of approved signatories (IH ICT Managers, Global CIO).
  • Ensures registration and renewal of up 300 internet domain names
  • Acts as single point of contact (logging, prioritising, escalating, & coordinating) for over 250 issues reported to the IH Support Team
Typical Responsibilities:
  • Supplier/Purchasing Duties:
  • Maintain a range of appropriate suppliers, including formal tendering of standard equipment to ensure reliable, fit for purpose and cost effective supply chain for ICT purchases.
  • Manage relationship with those suppliers including performance review and providing communication link between these and ICT department to ensure suppliers are correct and delivering.
  • Obtain quotes for goods and services, raising purchase orders, reviewing legal terms and conditions of purchases and tracking delivery.
  • Maintain overall asset register for ICT computer purchases (hardware, software, services).
  • Support for warranty claims on ICT goods and services.
  • Review and maintain ICT procurement processes and procedures
  • Work with the communications team to secure and purchase domain names.
  • Manage best practice retirement & disposal of hardware to ensure data protections and legal compliance
  • Track upcoming renewals of software licensing and support contracts.
  • Manage the administration of contracts with external suppliers.
  • Provide assistance with supplier contract preparation, tracking and maintenance of files.
  •  Software Asset Management Duties:
  • Ensure up to date and accurate software asset management inventories (compliance position) including details of software licences, warranties and costs.
  • Ensure PC and Server retirements result in software assets on these devices being noted and returned to the pool.
  • Track upcoming renewals of software licensing
  • Upload software information to license portal 
Call Management Duties:
  • Recording, tracking and closing Incidents, complaints & requests in Service Desk tool
  • Making an initial assessment of calls prioritising and classifying and assigning to IH Support Team 
  • Keeping Customers informed on status and progress
  • Communicating planned and short-term changes of service levels to IH Staff (on subjects such as global incident updates, daily check updates, change control and occasional ICT education materials)
 Budgeting Duties:
  • Provide evidence of software and hardware purchases and assets for budget forecasting
  • Maintain KPI spreadsheet for the finance team in relation to purchasing
  • Provide cover for ICT Administrator as required.  
  • Success is defined as:
  • Timely, cost effective and appropriate purchase of software and hardware for IH and Global ICT Support Teams
  • Accurate and complete record of global software assets and IH hardware assets
  • Appropriate licensing position that ensures Plan is not wasting money being over-licensed nor at risk of failing to comply with licensing and legal requirements.
  • Timely registration of domain names
  • IH Support meeting SLAs
  • Members of IH report satisfaction with the standards of the Department
Dealing with Problems:
The post holder will:
  • Evaluate suppliers for most cost-effective, reliable and appropriate to Plan’s needs.
  • Analyse ongoing performance of suppliers to ensure they are providing good service
  • Review potentially complex and technical ICT purchase orders to present clear and well understood options when presentation quotations for the procurement of goods and services to ensure correct goods are ordered
  • Be acutely aware of team and organizational priorities in order to prioritise purchase requests
  • Be aware of complex legalities around disposal of hardware to ensure compliance and data protection
  • Understand and analyse very complex software licensing rules and types
  • Enhance and develop processes for procurement, tracking of hardware assets and renewals of licenses or domain names and retirement of hardware. 
  • Good understanding of IH team functional and aims in order to prioritise and categorise calls to IH Support
  • Good prioritisation and multi-tasking balancing day-to-day immediate operational tasks such as call logging to meet SLAs with more project orientated tasks such as creating processes.
Communications and Working Relationships:
  • Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact.
This post holder is expected to work:

  • With all members of International Headquarters regardless of function or level.
  • With NOs and Field ICT staff to aid them in purchasing of licenses
  • Extensively with the finance team to ensure the smooth flow of purchasing and asset tracking.
  • With external suppliers to achieve maximum value from the procurement of goods or services.
Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
Gained through education, training, & experience
  • Supplier management
  • Negotiating skills
  • Understanding of IH department’s roles and purpose
  • Knowledge of or aptitude to learn
  • ITIL service management best practice
  • Purchasing
  • Software Asset Management and licensing
  • Ability to deliver to tight deadlines
  • Excellent writing and editing skills
  • Proven experience at establishing processes
  • Good organisational abilities
  • Attention to detail; accurate and observant
  • Interpersonal and diplomatic
  • Administration experience
  • Fluent written and spoken English
  • Excel, Word, Outlook, PowerPoint and Service Desk Tool essential
Type of role:      Full time, permanent
Reports To:  Service Support Lead
Salary:   Circa £30,000 per annum
Closing Date: Thursday 4th October 2012
Applicants must be eligible to work in the UK without restrictions. 
References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all areas of the international community.

Your online application form can be saved, reviewed and amended before submission.

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