Asset & Logistics Administrator

EPiC; Brussel Hoofdstad; On-site; EUR 42,000 - 62,000; Full time

Job summary

EPiC is seeking an Asset & Logistics Administrator to manage ICT assets, software licences, stock and supply chain across HQ in Brussels and EU Delegations. You will maintain licence registers, track stock, organise shipments and handle decommissioning in a controlled, international setting.

Strong Excel skills and procurement experience are essential. The role requires meticulous attention to records, ability to work independently, and experience with ICT tender procedures in international

Qualifications

• At least a secondary (high) school diploma.
• Minimum 4 years of relevant professional experience in ICT asset, logistics or procurement administration.
• Proven experience with the purchase of ICT equipment and services in an international environment.
• Experience with budget management and budget reporting.
• Experience with contract management in an international environment.
• Overall experience with ICT tender and procurement procedures in an international environment (experience with EU institutions' procurement rules is an asset).
• Must be an EU citizen and hold a valid passport.

Responsibilities

• Maintain an accurate register of software licences, entitlements, assignments and renewal dates.
• Track licence usage and compliance, and flag renewals, shortfalls or surplus in good time.
• Manage ICT stock levels at HQ, including receipt, storage, allocation and replenishment.
• Keep stock records reconciled with physical holdings and the asset management system. Ordering and procurement support (HQ and Delegations)
• Provide administrative support to the ordering process: prepare requests, raise orders against framework contracts and follow them up with suppliers.
• Accept equipment deliveries: check quantities, specifications and condition against orders, and record receipt.
• Organise the shipment of ICT equipment and supplies to EU Delegations and third parties worldwide.
• Coordinate with carriers, freight forwarders and Delegation contacts; prepare shipping documentation and track consignments to delivery.
• Organise and follow up the repair process for equipment at HQ and in Delegations, including warranty claims and supplier returns.
• Track repair status and turnaround, and keep users and stakeholders informed.
• Maintain the permanent IT equipment inventory, recording daily movements, assignments and changes.
• Plan and carry out the annual physical inventory, and investigate and resolve discrepancies.
• Manage the decommissioning and removal of equipment in line with EEAS rules, including data sanitisation evidence, write-off documentation and disposal.
• Carry out any other supporting administrative tasks related to ICT asset and logistics management.

Skills

ICT asset management

Procurement administration

Budget management

Contract management

Attention to detail

Independent work

Clear communication

Diplomatic in multicultural setting

Education

Secondary (high) school diploma

Tools

Microsoft Excel

Asset management tools

Job description

At EPiC, we develop innovative and creative products and services that provide total communication and information solutions. Among a plethora of services, web design and development, tailor-made applications, business-to-business applications, and business-to-client applications are a few that we offer. Satisfied clients in Greece and Ireland are a testament to the quality of our work.

The general purpose of EPiC is to develop and promote advanced information technologies for multi-user operation.

EPiC’s business philosophy is to ensure the highest quality product, total client satisfaction, timely delivery of solutions, and the best quality-to-price ratio found in the industry. Our emphasis is on offering a high degree of product user-friendliness through a positive, creative, and focused company staff.

The Role

We are looking for an Asset & Logistics Administrator to keep the EEAS ICT estate accounted for, supplied and serviceable at Headquarters in Brussels and across EU Delegations worldwide. You will own the day-to-day administration of software licences, IT stock and equipment inventory, and run the logistics chain from ordering through delivery, repair and decommissioning.

This role suits a meticulous, self-directed professional who is at home with ICT hardware, Excel and procurement rules in an international public-sector environment.

Responsibilities

Software licence management

• Maintain an accurate register of software licences, entitlements, assignments and renewal dates.
• Track licence usage and compliance, and flag renewals, shortfalls or surplus in good time.
• Manage ICT stock levels at HQ, including receipt, storage, allocation and replenishment.
• Keep stock records reconciled with physical holdings and the asset management system. Ordering and procurement support (HQ and Delegations)
• Provide administrative support to the ordering process: prepare requests, raise orders against framework contracts and follow them up with suppliers.
• Accept equipment deliveries: check quantities, specifications and condition against orders, and record receipt.

Delivery and shipment

• Organise the shipment of ICT equipment and supplies to EU Delegations and third parties worldwide.
• Coordinate with carriers, freight forwarders and Delegation contacts; prepare shipping documentation and track consignments to delivery.
• Organise and follow up the repair process for equipment at HQ and in Delegations, including warranty claims and supplier returns.
• Track repair status and turnaround, and keep users and stakeholders informed.
• Maintain the permanent IT equipment inventory, recording daily movements, assignments and changes.
• Plan and carry out the annual physical inventory, and investigate and resolve discrepancies.
• Manage the decommissioning and removal of equipment in line with EEAS rules, including data sanitisation evidence, write-off documentation and disposal.

General administration

• Carry out any other supporting administrative tasks related to ICT asset and logistics management.

Requirements

• At least a secondary (high) school diploma.
• Minimum 4 years of relevant professional experience in ICT asset, logistics or procurement administration.
• Proven experience with the purchase of ICT equipment and services in an international environment.
• Experience with budget management and budget reporting.
• Experience with contract management in an international environment.
• Overall experience with ICT tender and procurement procedures in an international environment (experience with EU institutions' procurement rules is an asset).
• Must be an EU citizen and hold a valid passport.

Skills and competencies

Technical and functional skills (must have)

• Good knowledge of ICT hardware: end-user devices, peripherals, network and data-centre equipment.
• In-depth knowledge of Microsoft Excel: lookups, pivot tables, data validation and reporting.
• Working knowledge of software licensing models and asset management tools.
• Accurate and precise, with strong attention to detail in records and documentation.
• Able to work independently, prioritise competing requests and follow tasks through to completion.
• Clear communicator, comfortable coordinating with suppliers, carriers and colleagues across HQ and Delegations.
• Discreet and service-minded in a diplomatic, multicultural setting.

Language requirements

• Mandatory: fluent in either English or French.
• Mandatory: good understanding of the second of these two languages.