Job Description

Job Summary:
We are seeking a detail-oriented and organized IT Admin Assistant to join our dynamic team. The successful candidate will be responsible for managing administrative tasks within the IT department, ensuring smooth procurement processes, inventory management, and accurate documentation. This role focuses on supporting the IT team with administrative duties and requires less technical experience.
Requirements:

• Diploma in Information Technology, Business Administration, or a related field. A higher qualification is an advantage.
• Minimum of 3-4 years of experience in an administrative role, preferably within an IT department.
• Basic understanding of IT procurement processes, inventory management, and financial tracking. Experience with Microsoft365 and basic IT knowledge is a plus.
• Strong organizational and problem-solving skills. Ability to manage administrative tasks efficiently.
• Excellent verbal and written communication skills. Ability to explain processes and procedures clearly.
• Ability to work effectively in a team environment and collaborate with colleagues across different departments.

How to Apply:
Interested candidates are invited to submit their application via LinkedIn or email idhil.hashim@adecco.com and staffing@adecco.com. Please include "IT Admin'' in the subject line.

Procurement & Financial Management (Procure-to-Pay):

• Handle all IT-related procurement processes, from request to payment.
• Manage the corporate card for IT purchases, ensuring compliance with company policies.
• Liaise with vendors to obtain quotations, purchase orders (POs), and invoices.
• Ensure timely submission of procurement requests and track approvals.
• Maintain and ensure the accuracy of purchase requisitions (PR), purchase orders (PO), and invoices in SharePoint, ensuring proper documentation for auditing and tracking.
• Update and maintain the budget tracker for IT with real-time expenses.

IT Inventory Management:

• Conduct monthly inventory checks and prepare End-of-Month Inventory Reports for review.
• Perform biannual inventory checks to ensure accurate asset tagging and alignment with the inventory list.
• Maintain and organize inventory forms (physical and digital) in SharePoint, ensuring accuracy and accessibility.
• Track the movement of IT assets (ins and outs), ensuring proper documentation of issued and returned items.
• Ensure IT assets, including network equipment, are recorded accurately, including asset tag updates, status, and user assignments.
• Inventory tracking includes network equipment stock and spare units.

IT Asset & Loan Management:

• Act as the Point of Contact (PIC) for retrieving returned laptops from ex-staff and loaned devices.
• Be the PIC for issuing peripheral items (e.g., keyboards, mice, adapters) to users, ensuring approvals from the Senior Manager.
• Prepare laptops for new hires and loan issuance, ensuring they are properly set up before handover.
• Manage records of issued and returned items, ensuring accountability.

IT Briefing & Onboarding Support:

• Conduct IT briefings for new hires, explaining basic IT policies, security protocols, and available support services.
• Guide new hires on corporate applications, system access, and IT best practices.
• Ensure smooth onboarding by coordinating laptop issuance and necessary IT equipment.

Compliance & Documentation:

• Ensure all IT procurement and asset records are well-documented and up to date.
• Keep track of IT-related approvals and budget spending to ensure compliance with financial policies.
• Support IT audits by providing necessary inventory and procurement records when required.

Meeting Support & Documentation:

• Act as the notetaker for IT meetings, documenting key discussions, action items, and follow-ups.
• Maintain and organize meeting minutes and action points in Monday.com for easy reference.
• Ensure meeting follow-ups and deadlines are communicated effectively to relevant stakeholders.

Ad-Hoc IT or Ops-Related Administration Tasks:

• Assist with any additional IT or operations-related administrative tasks as required.
• Provide support for special IT and operations projects and initiatives.
• Collaborate with other departments to address IT and operations-related needs and requests.

Skills Required