HCM - IT Admin Executive

I. JOB BRIEF:

This position is accountable for providing administrative support to guarantee seamless execution of IT activities, including procurement coordination, financial reconciliation, documentation handling, and general administrative duties supporting the operations of the IT Department.

II. DETAILED JOB DESCRIPTION:

1. Ensure Accurate Documentation and Labeling: Print product labels and manage all documentation related to IT procurement, payment, and vendor communications to ensure accuracy, completeness, and adherence to internal procedures.
2. Facilitate the IT procurement and payment processes: collaborate with internal departments (Legal, Accounting, Finance and Procurement) and external vendors to streamline procurement and payment operations, ensuring that requests and invoices are processed on time and accurately.
3. Budget Utilization: Reconcile the monthly IT budget by tracking and reporting actual spending against the planned budget to ensure financial correctness and responsibility.
4. Support Vendor Contract Administration: Assist in managing the paperwork for vendor contracts, including drafting, reviewing, and organizing contract documents to ensure smooth execution and compliance with company policies.
5. Automation: Proactively identify repetitive, manual, or time-consuming tasks within IT Admin workflows and request support from other IT and BI teams to automate or streamline these processes, ensuring higher efficiency, accuracy, and service quality.
6. Team collaboration: Work constructively with all members of the IT Department, ensuring open communication, timely support, shared responsibilities, and a non-siloed approach. Provide backup to colleagues when needed and ensure continuity of operations across IT Admin functions.
7. Additional responsibilities: Perform other administrative tasks assigned by the IT Management team as needed to support department operations.

Requirements of the role:

-       Proficient in office software with strong document management skills.

-       Detail-oriented, diligent, responsible, honest, and quick.

-       Eager to learn and open to new experiences.