Coordinator IT

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Job Description

The Public Rental Board (PRB) was established on 16th May 1989 under the Housing (Amendment) Decree No 12 of 1989 which included 24 rental estates comprising 1,753 rental flats. The Housing (Amendment) decree is part of the Housing Act of 1955. The Board was established to provide affordable rental flats to low income earners on a transitional basis without incurring a loss. The PRB is owned by Government and managed by Board of Directors. The Board’s operations are undertaken by staff of Public Rental Board.

The Coordinator IT will provide oversight and administration over PRBs IT function. The role will provide effective support for the development and maintenance of all organisation IT equipment, software, etc., S/He will report to the General Manager.

Outcomes

Organisational Stakeholders
1. IT function effectively supported
Quality performance management systems and capability assessments ensure effective oversight and management of PRBs IT function  IT strategic plan supported and executed in compliance with statutory and regulatory requirements Quality support provided in establishing and implementing the IT Department's strategies and action plans to support the achievement of PRB's Corporate Strategic Plan Daily, weekly and monthly input planned and follows schedule Planning deadlines are set in the 1st week of January for respective departments and ensuring that deadlines are followed throughout the year PRB annual OPEX and CAPEX budgets are contributed to in terms of PRBs IT capacity Performance targets achieved through prudent monitoring, management and control of annual IT budget Appropriate, relevant and effective systems, Policy, Standard Operating Procedures (SOPs), controls and guidelines for PRB's IT function developed, communicated and continuously refined for relevance and effectiveness Oversight and leadership provided with the development and implementation of PRBs IT policies IT Policy/Manual aligned to and supports current and future business needs Internal capacity for IT support established and continuously strengthened Disaster Recovery and Business Continuity plan for IT Section formulated and periodically reviewed and up to date Research of new technologies facilitated, with recommendations and proposals for improvements in IT prepared for executive and management consideration
2. Effective IT services provided within and across PRB
PRB Network & IT Systems managed ensuring efficiency and effectiveness of operation and security Optimal configuration of services ensured through daily monitoring and maintenance of servers & IT systems Hardware and software upgrading as and when required Maintenance plans are developed and implemented Back up procedures for data retention and data protection are developed, implemented and monitored Systems are designed, planned, implemented and managed Security backup for computer system ensured at all times Audit network security and rectify loopholes on a quarterly basis Confidentiality of data and reports maintained at all times  Effective oversight management of Email and Internet services maintained and fit to purpose at all times IT unit led in the development of PRB in-house applications as and when required PRB Intranet site and website managed, maintained and fit to purpose at all times Effective oversight and monitoring of Endpoint Protection System ensured  IT projects effectively managed:                                                    All PRB IT related projects are overseen and coordinated with relevant staff External IT Services providers effectively managed to obtain the best support for PRB IT systems Timely and efficient IT advice and technical support provided to PRB staff                                               IT support provided to PRB staff as required on a daily basis - Breakdowns/queries are attended to and fixed within 48 hours of receipt of complaint/query Regular checks performed on the servers, computers, computer peripherals and local area network and wide area network Conduct tests of the financial software to ensure that it meets PRB requirements whenever necessary Software provider honors the contract and software problems are fixed as per contract specifications System is up and running at all times Necessary IT training provided to PRB staff IT Asset Register maintained and up to date
3. Timely and accurate database management and report generation
Accurate and timely data inputting and report preparation All information is included on all input documents Review data entered into the Navision on a monthly basis and ensure accuracy Check the relevance of the data entered in the system on a daily basis Ensure the allocation of subsidy on weekly basis Ensure that specific system generated reports are available when requested e.g. Arrears recovery, rent, complaint reports etc. Maintain servers quarterly and as and when the need arises.
4. Effective risk and compliance management
Full compliance with statutory and regulatory requirements to minimise extraordinary loss and penalties for non-compliance ensured Full compliance with all relevant SOPs and other relevant internal policies and procedures ensured IT risk management system developed, effectively implemented and continuously refined in consultation with executive and management Robust internal control environment established and effectively monitored to mitigate IT risks Adequacy of systems, procedure and controls assessed and ensured Fully compliant IT unit maintained at all times All PRB IT systems adhere to the latest security standards Health, safety and environmental standards/requirements fully adhered to throughout the IT unit
5. Effective Projects Management
All IT outsourced and internal projects components effectively managed. Including scope, timeline, resource and stakeholders Smooth collaboration between internal and external teams ensured Project objectives achieved Client expectations met Robust project management methodologies and best pracitce implemented Project outcomes, quality, cost and PRB and or customer satisfaction optimised Effective supervision provided
6. HCM support provided to unit
Training needs / competency gaps and career planning of direct reports appropriately assessed and addressed in partnership with the Manager Finance Relevant and timely coaching, guidance provided to direct reports for the purpose of capacity building and succession planning Appropriate performance measures for direct reports efficiently developed in consultation with Manager Effective appraisals carried out with recommendations of professional development for staff ensured Best practice policies regarding recruitment and selection of staff are followed Staff grievances are addressed adequately as and they arise
7. Timely, relevant and compliant reporting
Quality, timely and accurate IT reporting ensured Fully informed stakeholders ensured                                              Advice provided to the PRB management on issues relating to IT as well as resolution of the same in a timely and complete fashion Corrective action in IT taken when needed with problems addressed and this is achieved through proper and ongoing consultation with the relevant Management team Quality and timeliness of budget and performance reporting maintained at all times Robust contributions towards periodic management meetings and reports ensured Information requests by management, for decision-making purposes, addressed effectively and in a timely manner Contributions to high-level business negotiations are of high quality and effective Quality advice, both general and technical provided to management and staff
8. Organisation's image and value standards demonstrated and promoted
Monitor and encourage team members to uphold image and value standards Uphold and demonstrate the organisation's image and values

Responsibilities - Critical Competencies

Competence	Description
Business
Business Performance	Manage the performance of the organisation.
Risk Management	Analyse and manage risk.
Planning	Deliver results by developing, reviewing or following a work plan, action plan or operational plan.
Documentation	Communicate using formal business writing.
Communication	Exchange information through verbal communication
Customer
Customer Commitment	Demonstrate a commitment to customer service - both internal and external customers.
Commercial Focus	Optimize the commercial viability of the organisation.
People
Leadership	Utilise a leadership position to influence people and events and to increase performance.
Facilitation	Assist the progress of work ensuring its timely and effective completion.
Problem Solving	Develop practical solutions to a situation.
Innovation	Use original and creative thinking to make improvements and/or develop and initiate new approaches.
Professional
Technical Strength	Demonstrate knowledge of a specialist discipline.
Technology Application	Apply technology.
Operational
Equipment Operation	Control the operation of specialised equipment, plant or vehicles to satisfy the demands of the assignment.
Stock Control	Acquire and monitor stock to meet business needs

Qualifications

Qualification	Discipline	Notes
Preferred
Degree	Information Technology/Computing
Desirable
Higher Degree incl. Post Grad Cert or Dip	Information Technology/Computing

Work Knowledge and Experience

1. Hands-on experience with computer networks, network administration and network installation
2. Experience and knowledge in developing policies and procedures to support IT infrastructure
3. Minimum of 7 years of Systems Management experience or relevant IT Management experience
4. Possess knowledge of IT principles and practices and communication networks including security, data management and hardware and software maintenance
5. Working knowledge of IT legislations and laws including data management, software, network, etc. regulations and standards
6. Extensive experience in providing application support, managing databases, and utilising SQL language for data retrieval, manipulation, and optimisation.

Requirements

Language Proficiency
Excellent command of English
Regulatory Compliance Requirements
Police Clearance
Relevant Microsoft certifications

Interactions

Interaction	Comments
Internal
All staff
General Manager
IT Unit
External
Regulators
Vendors and suppliers
Customers

Attributes

Attribute	Definition
Behavioural Styles
Innovative	Devises new and creative ways to do things comes up with original ideas.
Integrity	Adherence to moral and ethical principles; soundness of moral character; honesty.
Achiever	Puts in effort to achieve a desired result or goal and is motivated by this end and the overall accomplishment.
Detail oriented	Attends to the small elements of a task/activity, ensuring completeness and accuracy.
Interpersonal Styles
Self-sufficient and assured	Readily copes with situations without recourse/need of others, showing confidence and belief in oneself and one's own abilities.
Forthright	Speaks out frankly without hesitation, showing a direct manner.
Perceptive	Shows keen insight and understanding of issues or situations.
Realistic	Shows concern for facts and reality, rejecting the impractical.
Thinking Styles
Analytic	Able to separate things into their constituent elements in order to study or examine them, draw conclusions, or solve problems.
Decisive	Reaches conclusions, promptly and firmly.
Disciplined/Systematic	Is controlled in conduct, shows an orderly pattern of behaviour, following a methodical and thorough approach.
Holistic thinker	Considers issues/situations as a whole rather than analysing or dissecting the parts.