IT & Logistic Officer

at BBC Media Action
Published April 3, 2022
Location Jakarta, Indonesia
Category Computer & IT  
Job Type Full Time  

Description

Context

 

BBC Media Action uses media and communications to help people take control of their lives and make informed decisions. We do this through our focus on health, governance and rights, resilience and humanitarian response, partnering with civil society, local media and governments to produce creative programmes in multi-media formats which inform and engage audiences strengthen the media sector through building professional capacity and infrastructure.

 

Job Purpose

 

Reporting to the Head of Finance Administration, the IT & Logistic Officer will provide essential IT support to the staff members as well as the logistic and procurement matters. The post-holder will be responsible for supporting BBC Media Action’s IT systems, including computers, networks, storage and internet connectivity. S/he will ensure that BBC Media Action IT operations are functioning on a daily basis and make recommendations for improvements. S/he will be a key point of contact for technology support staff in London and other countries in the region. They will manage IT contractors to provide further support as needed. S/he will also be responsible to handle procurement and logistic management including fixed asset management.

 

Main Duties

 

ICT Infrastructure

 

  • Provides day to day support for all BBC Media Action office IT equipment, including computers, network, storage devices, internet connectivity and printers by engaging with all the staff as required

 

  • Coordination with IT Team in London office for any computer and software related issues

 

  • Maintains proper data backup for IT systems (IT Officer)

 

Ensures safe keep of office assets and maintain in good working condition

Generates and manages a monthly inventory report of stock of stationery, housekeeping & consumables, and various other items

Manages the Indonesia service desk queue making sure that all calls are logged, updated, escalated and closed as required

Ensures that all IT and audio equipment meet BBC safety standards and any Indonesia legal requirements

Works with internet service providers to ensure consistent standards of service, undertake speed tests and monitor availability. Annually reviews and renegotiates the contract with the ISP ensuring the best outcome for the organisation

Works with London and regional technology staff on solving internet/ satellite and other communications issues in Indonesia office using tools like Microsoft Teams etc.

Supports production teams in live events and outside broadcasts.

Recognises changing priorities in the workplace and responds proactively, positively, adapting approach and methodology to tackle them.

Actively supports the development of colleagues through training, knowledge sharing, innovation and driving good practice and makes London IT aware of any knowledge gaps

Carries out safety inspections, risk assessments and audits of technical areas and advises management of any defects, including making recommendations for improvements or controls required.

Provides first line of support to all the country office users like login issues, laptop issues, connectivity issues etc. Also, to assist the users in their better use of technology enabling more productivity.

Liaises with Positive Support (or any second line support provider) for 2nd line supports like user administration, shared folders, permissions etc.

Liaises with UK IT team for any third line or higher Support requirement like Infrastructure issues, website related issues as well as any uncovered issues/ change requests etc.

Participates in the regional/ global IT weekly meetings to share and acquire more technology related skills and knowledge

Liaises with and Support UK IT team during the deployment/decommission of systems and equipment

Performs any other tasks delegated by UK IT Team and Line Manager as required

Procurement

 

Be a first point of contact for any procurement related requirements from Production, and Research Departments, and any services for legal and translation. The tasks include the preparation of procurement documentations, such as Purchase Requisition, Request quotes from vendors, Comparative Analysis Form, Decision Memo, Single Source, Purchase Order or Contract, and any relevant procurement forms

Handle end to end procurement process from getting clear specification of purchase until the delivery and payment of the purchase

Support the Production Team in the procurement process during peak-time

Estimates and establish cost parameters and budgets for purchases

Creates and maintain good relationships with vendors/suppliers

Makes professional decisions in a fast-paced environment

Maintains the records of purchases, pricing, and other important data

Reviews and analyze all vendors/suppliers, supply, and price options

Develops plans for purchasing equipment, services, and supplies

Negotiates the best deal for pricing and supply contracts

Ensures that the products and supplies are high quality

Maintains and update a list of suppliers and their qualifications, delivery times, and potential future development

Works with Production and Research team members and Head of Finance & Administration to complete duties as needed

Assets Management

 

Keeps or maintains an up-to-date fixed asset register for all valuable properties

Confirms that all BBC Media Action fixed assets have insurance coverage, lists are updated periodically and communicated to the insurer, all insurance related documents filed properly, claims filed and settled accordingly, and the insurance contract renewed on time

Timely works on the accessibility and availability of utilities, completion of office maintenance, delivery of staff supports and other queries

Safeguarding

 

Understand and complies with the Safeguarding policy and the staff Code of Conduct

Participates in relevant mandatory training on Safeguarding and Respect at Work

Reports any Safeguarding concerns immediately, either to the Country Director, or using the Whistleblowing Policy

Required skills, knowledge and experience

 

Bachelor’s degree in Information Technology (IT), Computer Science, or a related field

Strong experience in the areas of Technical Support, Help Desk, Network Administrator, SharePoint/Office 365

Have experience of procurement/logistic and asset management

Exceptional communication skills with the ability to explain technical terms to a non-technical audience in English and Bahasa Indonesia

Ability to work with limited supervision

Proven ability to manage confidential information with discretion and tact

Ability to research online/ offline for the unfamiliar issues and provide solutions accordingly

Problem-solving skills, an ability to stick to strict deadlines

Ability to prioritise and delegate, a keen eye for detail

Minimum 5 years of experience in office administration, preferable at least 2 years of experience in non-profit sector

Good knowledge and practice of office administration and procurement

Additional requirements

 

Legally entitled to work in Indonesia

Professional fluency in written and spoken English and Bahasa Indonesia

Willingness to travel and to work flexible hours including weekends and evenings, when necessary.

This position may require the occasionally physical work as they may have to lift and carry heavy IT equipment.

Key competencies:

 

The following competencies (behaviours and characteristics) have been identified as key to success in the job. Successful candidates are expected to demonstrate these competencies. **

 

Analytical Thinking – able to simplify complex problems, processes or projects into component parts, explore and evaluate them systematically. Able to identify causal relationships, and construct frameworks, for problem-solving and/or development.

Decision Making – is ready and able to take the initiative, originate action and be responsible for the consequences of the decision made.

Planning and Organisation – is able to think ahead in order to establish an efficient and appropriate course of action for self and others. Prioritises and plans activities taking into account all the relevant issues and factors such as deadlines, staffing and resources requirements.

Resilience – can maintain personal effectiveness by managing own emotions in the face of pressure, set backs or when dealing with provocative situations. Can demonstrate an approach to work that is characterised by commitment, motivation and energy.

Communication – the ability to get one’s message understood clearly by adopting a range of styles, tools and techniques appropriate to the audience and the nature of the information.

Managing relationships – able to build and maintain effective working relationships with a range of people.

Self Development – Is able to identify and apply opportunities for learning and development.

Developing Others – able to recognise potential (managerial, professional, artistic or otherwise). Willing to foster the development of potential in others. Creates a climate in which potential can be realized

This job description is not intended to be an exhaustive list of responsibilities and duties.

 

The BBC is an equal opportunity employer

 

“The role may involve working with groups of vulnerable children and adults. For the successful candidate, mandatory training will be provided on BBC Media Action’s safeguarding policy and staff code of conduct. A police background check may form part of the recruitment process. BBC Media Action operates a zero-tolerance policy concerning all forms of abuse and exploitation of vulnerable people.”

 

Applications:

 

Interested applicants should submit a CV with an introduction letter detailing their skills, knowledge and experience, and outlining what they can bring to the job. Please do not include certificates.

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