IT Assistant

OVERVIEW OF THE FUNCTIONS OF THE POST

• The post is located in the Administrative unit of the UNESCO Nairobi Regional Office for Eastern Africa and provides decentralized basic and routine technical support on hardware and software application system within the Office's assigned area. The Information Technologies (IT) Assistant reports directly to the field office Finance and Administrative Officer and carries out tasks under the overall authority of the Head/Director of the Office. The IT Assistant is tasked with the delivery of a range of office-oriented activities in support of the Administrative unit, and projects/programmes delivery.

In particular the incumbent will perform the following tasks:

Long Description

ICT Maintenance Services:

• Administration and maintenance of the ICT infrastructure, equipment and services.
• Undertake action for the upgrade, repairs or replacement of ICT infrastructure, equipment and services when and where appropriate.
• Maintain the computer server and server room of the office and ensure the safety and security of all system applications, data bases and electronic files. 
• Ensure internet connectivity at all times and the proper functioning of all network applications like the Intranet, website, shared drives and e-mail facilities.
• Assist the users on the implementation of backups in order to safeguard their own information, keep backup copies of the server information. Ensure that this backup is kept in a safe place in case of a contingency.
• Perform the routine backup of all computer software, applications, electronic files or data in a timely manner in conformity with HQ/DBS instructions/directives and ensure the recovery of these files or data in case of loss due to disasters or cyber warfare.
• Keep the IT Business continuity Plan and IT Security Plan updated.

Long Description

Desktop Support Services:

• Provide technical support to all authorized users for the installation and/or configuration of new equipment, components, gadgets and other peripheral accessories like desktops, laptops, notebooks, tablets, phone sets, docking stations, printers, scanners, cameras, sound and voice devices.
• Assist authorized users to resolve technical problems encountered while using computerized systems and applications by running system diagnosis, maintaining track of problems, liaising with HQ/DBS for technical support and assisting DBS in diagnosis and troubleshooting/remedial action.
• Provide support to all users using remotely connectivity tools, such as TEAMS, Skype, S4B, Zoom, Global Protect, etc Ensure connectivity with HQ. Follow up any problems encountered with the VPN connection and find the best possible solution.
• Provide user support and training on commonly used applications software and maintain up-dated books/manuals and hardware databases related to the office automation.
• Keep update the maintenance annual plan for IT equipment.
• Update and run the system's antivirus applications and other protectives measures routinely or as appropriate.

Long Description

Procurement Support Services:

• Advice the Financial and Administrative Officer on new opportunities for improvement and and upgrade of the IT equipment and the network. 
• Assist in the negotiation with local ISP Operators for telephone project via S4B and INTERNET ensuring the prices are going down and the required bandwidths always increasing in order to cope with new needs like O365 for instance.
• Maintain constant communication with the ISP in order to follow up in the case of the interruption of the service.
• Locally support the implementation of the rollout of new functionalities, software, applications or services and ICT infrastructural changes as may be released by HO/DBS from time to time.
• Assist in the identification of providers for IT equipment, and in the use of LTAs established by UNESCO and other UN entities, at local or HQ level.
• Provide inputs in the occasional selection of local IT experts undertaking repairs and other works on ICT infrastructure and equipment.

Record managment and Insitututional memory:

• Assist in the structure of digital record management in Our Drive with standardized filing scheme and adopting a naming convention for the digital documents, following DBS's guidelines in the 60-day roadmap.
• Effective knowledge sharing and reuse enabled. In particular, facilitate internal meetings to update/remind colleagues on DBS policies and new features developed.
• Participate in meeting and workshop mainly on areas of new technologies and telecommunications, and the inter-agency meetings related to the ICT working group.
• Assist in updating and maintaining computerized databases as well as the Office's website.

Assets management:

• Assist in the preparation of the inventory list and maintain the information updated on a regular basis. Assist in the preparation of the year-end asset inventory, and the list asset disposal, at least twice a year.
• Provide technical support to efficiently manage the non-expendable items and the assets physical inventory list, using a software and barcode scanner.
• Update the list of ICT assets following any new acquisitions or disposals and also the list of these terms in the custody of each and every user in the office and make It available for physical inventory exercises.

COMPETENCIES (Core / Managerial)

• Accountability (C)
• Communication (C)
• Innovation (C)
• Knowledge sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)
• Professionalism (C)

For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical and/or vocational education. 

Work Experience

• At least 5 (five) of work experience in Information Technology.

Skills and competencies

• Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word,etc.) and email/internet; familiarity with database management; and office technology equipment.
• Self-motivated and ability to work with minimum supervision.
• Strong problem solving skills.
• Solid understanding of IT security related issues.
• Ability to work collaboratively in a multicultural and dynamic team environment.
• Strong competencies in attention to detail and time management.

Language

• Excellent knowledge (written and spoken) of English language.

DESIRABLE QUALIFICATIONS

Education

• A Bachelor’s degree in computer science or related field would be an asset.

Work Experience

• Similar working experience with diverse organizations in the region or within the United Nations system or in an international organization/institution.

Languages

• Knowledge of other UNESCO official languages (Arabic, Chinese, French, Russian or Spanish).