It Asset Controller Global Grade 10

The role of the IT Asset Administrator is to actively manage hardware (including 3G data cards) and software assets within the organization.

This includes planning, monitoring, and recording software licenses and/or hardware assets to ensure compliance with vendor contracts.

The individual will assist in forming procurement strategies to optimize technology spend across the organization.

The IT Asset Administrator will also assist in the development and make recommendations to improve procedures for tracking company assets to oversee quality control throughout their lifecycles.

The IT Asset Administrator will report directly to the IT Finance & Vendor Manager.

Key Deliverables and Outputs

1. Participate in the Strategy and planning, Acquisition and deployment, Operation management as they relate to IT Asset Management.
2. Administration of the end-to-end IT asset management lifecycle.
3. Compliance with IT hardware and software assets contracts.
4. Enforcement of IT Asset management processes and procedures across the business.
5. Continuous improvement of IT Asset Management processes and practices maturity levels.
6. Monitoring and reporting on IT assets (including data cards).

Strategy and Planning

1. Contribute to the establishment (or refreshing) of policies and procedures for tracking the sign-in and sign-out of IT assets, such as laptops, mobile devices, and other devices.
2. Explore opportunities for maximizing or exploiting unused or partially used IT assets to achieve full efficiency and ROI from company resources.
3. Develop strategies and external relationships to implement plans for auctioning, recycling, or otherwise selling obsolete assets.
4. Participate in evaluation of the asset management process.

Acquisition and Deployment

1. Conduct and report software asset reconciliation and audit activities on a timely basis, including financial, licensing, warranty, and maintenance/support contract information.
2. Compare warranties, maintenance agreements, and vendor contracts to assist with asset upkeep, upgrades, repair, and replacement.
3. Assist in identifying opportunities for volume purchasing to obtain price breaks.
4. Investigate equipment or software under consideration to determine ROI and total cost of ownership throughout product lifecycle.
5. Define purchasing recommendations that support business goals, in collaboration with senior management and stakeholders.
6. Monitor and analyze trends in company spending and inventory control to make recommendations for the future, and to identify areas for possible savings and/or asset optimization.
7. Provide appropriate data to stakeholders in the purchasing and contracting processes.

Operational Management

1. Track and maintain copies of software licenses, warranties, maintenance agreements, and vendor contracts, according to processes and procedures currently in place.
2. Recommend process improvements where appropriate.
3. Enter all software and hardware serial numbers or identification tags into the IT Asset management system and ensure information is up to date, accurate, and auditable.
4. Perform inventories and usage monitoring of all IT assets and record all findings, changes, physical location, and incidences of support.
5. Effectively communicate asset management strategies to team members and stakeholders in a timely and clear fashion.
6. If possible, standardize equipment to lower total costs.
7. Generate, distribute, and review relevant management reports.

Qualification, Experience and Competencies

CANDIDATE REQUIREMENTS

1. Academic qualifications: University degree or college diploma in the field of Information Technology; ITIL Foundation certification; ITIL Configuration Management Practitioner and/or any specific IT Asset Management qualification will be an added advantage.
2. Work experience: Three to Five years of IT industry work experience in implementing IT Asset management processes and defining procedures to manage IT assets throughout their life cycle.
3. Solid working knowledge of software licensing agreements such as Microsoft, Adobe, etc. (knowledge of SAP licensing will be an added advantage).
4. Familiarity and technical competence with asset management tools and/or inventory-tracking systems.
5. Solid working knowledge of common IT technologies, across a wide variety of areas.
6. Knowledge of common hardware and software contracts terms and conditions as well as regulations and laws.
7. General knowledge of accounting, finance, procurement, logistics and audit principles.

Personal Attributes

1. Excellent vendor relations and contract administration skills are essential.
2. Ability to deal tactfully with vendors, suppliers, and contractors who provide a broad spectrum of products and services.
3. Experience at working both independently and in a team-oriented, collaborative environment is essential.
4. Proven ability to translate business requirements into technical solutions.
5. High levels of personal integrity when conducting the professional affairs of the organisation and dealing with sensitive and confidential data relating to risks and costs.
6. Calmness and clarity of thought while under pressure.
7. The ability to uphold the goals and culture of the organisation.
8. The ability to understand the values of team members and to motivate them appropriately.
9. An understanding of strategic business objectives and the ability to drive results toward those objectives.
10. Strong analytical and problem-solving skills; resourceful and capable of working in the abstract, with the ability to understand multiple facets of complex technologies.
11. Experience leading the deployment of complex solutions involving multiple vendor technologies.
12. Proven ability to collaborate, build relationships and influence individuals at all levels in a matrix-management environment (as well as external vendors and service providers) to ensure that segregation and overlapping roles are identified and coordinated.
13. Proficiency in process formulation and improvement.
14. Excellent written, presentation, and verbal communication skills with experience communicating complex, technical concepts to all levels.
15. Solid relationship management skills interacting horizontally and vertically across the organisation.
16. Ability to effectively prioritize and execute tasks in high-pressure environment.
17. Exceptional customer service orientation.

Work Circumstances

1. Overtime may be required.
2. Sitting for extended periods of time.
3. Dexterity of hands and fingers to operate a computer keyboard, mouse, and other devices and objects.
4. Lifting and transporting of moderately heavy objects, such as computers and peripherals.
5. Physically able to participate in sessions, presentations, and meetings.
6. Some travel may be required for the purpose of meeting with vendors, suppliers, service providers, or offsite contractors.