Overview
Position IT Administration Assistant
Job Code
Reports to Head of Application Change Management and Digital Transformation
Direct Reports
None
Division/Section
Technology & Science Department
Software and Services Sector
OXAGON
Job Family
Role Purpose
The IT Administration Assistant will support the Head of Change Management and Digital Transformation and more in general, Technology and Science department within OXAGON, in maintaining an overall control of financial management for contracts, invoices, procurement documents related to the acquisition and provision of IT services. In general, he/she should have a general technical background combined with numerical reasoning skill and good organizational skills, good judgement, so to be able to contribute to the digital transformation of OXAGON enabling a lean, agile process which will effectively support business units, allowing OXAGON’s continuous enrichment of new digital products and services.
Key Accountabilities & Activities
Core Mandate
- Acts as a touchpoint for Business Units at OXAGON, as well as for different Corporate functions (such as FIN, PROC, Marketing, GRC, etc.) to provide sound financial management and control over IT resources.
- Helps with record keeping and document organization within Sharepoint, facilitating contract management and similar change management communications.
- Supports in launching RFPs and RFIs by drafting Procurement Orders and Procurement requests for the acquisition of goods and services in the IT domain.
- Engages on vendor relation management for control over costs, invoices, and contracts.
- Keeps a record of invoices and provides sound financial management and monthly reconciliation by taking responsibility over reports (accruals, budget, etc)
- Collaborates in yearly exercises as definition of the yearly IT roadmap.
- Assists in governance and steering meetings and boards (e.g. Change Board) with admin tasks such as minutes taking, general organization, etc.
- Supports in organizing meetings, workshops, and other activities such as Design Thinking, JAD, in support of Change management and Agile Transformation Initiatives.
- Keeps records in Sharepoint, by creating repositories, updates the T&S Sharepoint page, publishing news and following on workflows, and, more in general, manages overall the system.
- Deconflicts and resolves dependencies within teams, converting their conflicts into active value streams.
- Identifies opportunities to improve current processes and acts as a champion for change.
Background, Skills & Qualifications
Knowledge, Skills and Experience
- Essential qualifications in Business Administration, IT, Finance, or related disciplines.
- 2+ years experience in a structured organization preferably in the SDLC industry, Supply Chain and Logistic, or, more in general, in the Technology field.
- Possible Project management experience and Procurement/Finance knowledge aimed at the provision of IT services.
- Strong ability to be financially sound and well organized.
- Experience in navigating ambiguous and uncertain situations.
- Experience in taking customer-centric approaches.
Qualifications
- Required: Bachelor’s degree in Business Administration, Computer Science, Engineering, Finance.
- Desirable: Software development/Agile methodology certifications.
COMMUNICATION - MAIN STAKEHOLDERS
- Internal
- Department Heads / Managers / Product Owners
- SMEs from other OXAGON BUs
- NEOM Tech and Science team
- External
- External partners
- Consultancy firms
