Responsibilities
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IT Secretariat Organizing and managing the CTO's schedule, including arranging meetings, appointments, and travel plans. Maintaining and organizing documents, files, and records related to the CTO's responsibilities. This may include technical documentation, project plans, and other relevant materials. Assisting in the planning and coordination of events, conferences, and seminars that the CTO may be involved in or attending. Maintaining a high level of confidentiality regarding sensitive information and decisions made by the CTO. Bank PSC & SMC-D Secretariat: Facilitate well-organized meetings by coordinating logistics, preparing meeting materials, and ensuring that meetings start and conclude on time. Disseminate crucial information, papers, or findings during meetings to inform and engage participants. Maintain accurate meeting records, including minutes, action items, and decisions, which are critical for reference and follow-up. To collaborate with other presenters and team members to create cohesive andplementary presentations and ensure that meetings run smoothly. Project / BAU / Initiatives Status Monitoring: Provide monthly projects update to relevant parties such as Tech Risk Management team and Group PMO. Obtain monthly updates of projects status andpile it into the monthly Bank PSC deck. Track initiative project and Business As Usual (BAU) progress weekly, ensuring timely updates and identifying any potential issues or bottlenecks. Provide weekly report to IT Management Meeting for initiative project and Business As Usual (BAU). Collaborate with teams to address any challenges and maintain momentum towards organizational objectives. Budget Preparation & Monitoring: Develop and manage the IT department's budget, including operational and capital expenditures. Forecast IT expenditures for the short and long term, considering project needs and technology upgrades. Monitor and control IT costs to ensure they remain within budgetary constraints. Reporting on financial performance and variances. Track IT department expense against budget on a per-project and per-service basis, ensuring that resources are allocated effectively and within the approved budget amount. Invoice Processing & Vendor Management Obtain verification and review of iing invoices for accuracy,pleteness, andpliance withpany policies. Verify and match invoices with purchase orders and delivery receipts. Enter invoice details into the FPS excel sheet. Ensure accurate coding of expenses and accounts for proper tracking. Investigate and resolve discrepancies between purchase orders, invoices, and delivery receipts. Coordinate with the finance department to ensure timely and accurate payment. Maintain positive relationships with vendors and address inquiries related to invoices. Maintain organized and accurate records of all invoices, approvals, and payment transactions. Procurement Management Raise Vendor Sourcing Request / Purchase Requisition in the FPS Portal for all purchases to be made by AHIB IT Department. Monitor requests status and follow up with approvers to ensure timely approval of requests in the FPS Portal. Reminding AHIB IT teams on the agreements to be expired in the next 6 months for initiation of renewals. Ensure procurement activitiesply with organizational policies, regulations, and ethical standards. Job Requirements: Bachelor's Degree inputer Science, IT, MIS or related fields. Having relevant professional qualifications ( CISA). More than 3 years of relevant experience in IT Service Delivery, Having knowledge of the ITIL framework and regulatory requirements on the ongoing operations of Group Technology. Job ID JR101361