Technique And Logistics Assistant/it

Scope of responsibilities: Ensure a correct implementation of MSF CH standards (policies, procedures and tools) Support the line manager in the assigned tasks. Ensures the start up, maintenance and follow up of all IT/Telecom equipments, and all activities related to IT Ensures technical IT/Telecom support in all assigned programmes. Ensure the implementation of IT/Telecom policies and MSF standard softwares Responsibilities of the position: General supervision: If the service/unit does not have a supervisor, he/she guarantees its supervision If the service/unit does not have any other staff, he/she guarantees the compliance of assigned tasks. Know the role of all services/units assigned to him/her Technical supervision: Ensure the proper use, monitoring and maintenance of infrastructures, installations and equipment, according to MSF CH standards. Guarantee that repairing and maintenance is done within deadlines. Ensure the proper running of technical means related to security rules of the project(s) / Mission. Administrative supervision: Ensure the check up, follow-up, and filing of administrative documents (purchase orders, deliveries, etc), under the line manager supervision and the administration department’ supervision for contracts. Monitor the consumption of mechanical and electrical vehicles/machines/devices (fuel and spare parts), as well as energy consumption (water, electricity, etc). Ensure formal validation and follow-up of invoices, and their correct accounting registration. IT equipment and network definition: Computers (laptop + desktop), Internet connection, cables, modems, switch, print server, routers, network Hard Disk, scanners, printers, etc. Telephones, telephone lines, fax machines, satellite data communications IT equipment and network management: Provides support to all IT/Telecom related problems in the Mission. Ensures all technical options for IT/Telecom in collaboration with the Technical referent and accordingly to MSF standards. Asks for several quotations (minimum 3) before taking a decision. In collaboration with the technical referent and The Department of Informations and Systems (DSI) at headquarters, defines and implements the use of IT equipments and networks. Tests all IT equipments before handing them over to users. Ensures the correct use, maintenance and running of IT equipments and networks, according to MSF procedures. Ensures the implementation and follow-up of data storage system in the Mission. Updates computers (e.g. MSF programmes, anti-virus, security patch) according to the headquarters guidelines. Ensures regular check-up and cleaning (hardware and software) of all computers in the Mission. Ensures regular check-up and maintenance of printers, telephones fax machines, and satellite radio equipment. Ensures an adequate stock of spare parts. Ensures the setup of IT/Telecom material to be sent to  a project, including running test, packaging and annex documentation, in collaboration with the technical referent and the IT Service at headquarters. Ensures the replacement and repairing of pieces according to Headquarters guidelines. Sends faulty material and follows up repairings at the headquarters Follows up replacement of obsolete computers and sends laptops to Geneva (according to headquarters guidelines). Proposes to the Technical referent the IT equipment requirements for the mission at the time of the budget preparation and revisions. Provides feedback to the technical referent about adequacy of the MSF IT equipment standards and efficiency in the set up of the mission and proposes alternative choices if required. Administration: Ensures the inventory, codification and localisation of all IT/Telecom equipments (according to Headquarters guidelines). Ensures the follow-up of transport of IT/Telecom materials, inside and outside the office. Informs the technical referent about the purchase of new materials for guarantee and insurance purposes. Ensures the follow-up of Internet and telephone invoices, as well as those related to repairings and purchase of IT/Telecom equipments. Ensures the filing of IT material- related documentation, especially guarantees. Ensures the documentation of IT/Telecom setup in the co-ordination and the projects ( scheme, network plan, etc.) Staff training: Ensures that all concerned staff (office) is briefed and trained in how to use IT material. Ensures the training of all staff on the use of IT equipment and basic programmes. Information: Informs his/her team about guidelines/information coming from the line manager. In the absence of the line manager, he/she is an information referent for internal counterparts.  Reporting: Immediately inform the line manager and or technical adviser of information that has or could have an impact on the security of MSF staff and /or properties. Informs the line manager on any relevant matter and arising problems. Takes part in the preparation of activity reports, and ensure statistical assessment of the assigned (including evaluations)     Ensures the gathering of statistics (number of repairings, etc) and elaborates on a weekly or monthly bases an activity report.    Takes part in the budget preparation/revision for all IT/Telecom related expenses. Establishes a daily communication with the hierarchical referent in order to ensure a good understanding of everyone’s activities and priorities. Specific activities linked to the context: Ensure the daily data base management and encoding via reporting and stock management tools (e.g. Logistix 7); Use radio book in order to monitor movements of people, vehicles, i.e. departure, arrival, number of passengers, route taken, standard contact points, summary of contacts.       Inform immediately the line manager or any coordinator available regarding of any important communications, particularly concerning security and operations. Responsibilities towards MSF: General knoweldge of MSF Have a general understanding of the organisation, its functioning, structure and values (Charter). Be familiar with the objectives and activities of MSF, both generally and in the direct context of his/her work. Actively participate in meetings and trainings. Cooperation with other departments Have a general understanding of the MSFCH risk reduction policy, know security rules in force in the Project and keep a regular up to date with modifications. Keep up to date with the activities of other departments, comply with specific rules and procedures, provide support where necessary. Source of information Keep up to date and regularly follow developments in the social and political context. Gather relevant information relating to the field of activity of MSF and the context.. Advise on various subjects (culture, economics, politics, etc.). Translate documents and/or act as an interpreter during conversations, as the need arises.