I.T Officer - Ghana Institute of Architects

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The Ghana Institute of Architects (G.I.A), is seeking offers from qualified persons to fulfill the role of an I.T Officer as described in this solicitation.

Offers must be in accordance with Sections 1 through 9 of this solicitation. Incomplete offers will not be considered. Offerors should retain copies of all offer materials for their records. This solicitation in no way obligates the G.I.A, nor does it commit G.I.A to pay any cost incurred in the preparation and submission of the offers.

1. GENERAL INFORMATION

• POSITION TITLE: I.T Officer
• PERIOD OF PERFORMANCE: Permanent position. However, position will be reviewed annually contingent on satisfactory performance and availability of funds.
• PLACE OF PERFORMANCE: Accra

2. JOB DESCRIPTION

MAJOR DUTIES AND RESPONSIBILITIES

i.Compliance

The I.T Officer is responsible for: Maintaining system and configuration change documentation; Maintaining inventory and assets of the office IT hardware/software whilst ensuring that they are safeguarded; Preparing, documenting, and communicating system status reports; Developing, maintaining and ensuring compliance to a G.I.A ICT manual;

ii. Networking and Systems:

The I.T Officer is responsible for: Maintaining network equipment including all switches, wireless access points and firewalls; Monitoring and running network diagnostics to ensure that networks run smoothly; Maintaining network devices including all peripheral devices; Configuring and maintaining servers; Maintaining and regularly testing power backup systems (e.g. generators, UPSs, battery arrays); Maintaining a standardized OS image and configuration of software patches, operating systems and drivers; Maintaining servers, networking switches, VPN, VLAN, etc; Maintaining and implementing antivirus systems across the office network; Recommending and reporting on hardware and software upgrade requirements from time to time; Directing system control development, access management and evaluation; Repairing or replacing faulty components of a computer/network system; Carrying out assessments to determine the need for changes in hardware/software configurations; Monitoring equipment and applications usage to ensure optimal performance; Carrying out diagnostic tests to identify and resolve faults in the system; Setting up and configuring new equipment for the Institute; Maintaining the network to ensure smooth performance of computer systems; Detecting and resolving technical problems.

iii. User Support:

The I.T Officer is in charge of: Installing and managing software, including license compliance; Remedying all issues relating to malware; Verifying that Microsoft

Windows and other software updates are installed regularly; Maintaining and replacing the parts of office cellphones, printers, scanners, desktops, laptops and other office peripheral devices; Providing IT support and training to staff; Ensuring network drives are maintained and the user storage quota is properly managed; Maintaining user PCs including installing additional hardware as required and approved; Providing printing support to all users; Ensuring daily/weekly backups of all critical server and network configuration; Educating staff on procedures for resolving or preventing recurrence of technical problems.

iv. Security:

The I.T Officer is in charge of: Performing information security risk assessments; Managing security policies and procedures that will ensure adequate protection and use of information; Identifying and advising on critical security issues; Recommending riskreduction solutions; Establishing disaster recovery and business continuity plans; Proposing and drafting Institutional Information security documents; Establishing and enforcing security policies to protect Institutional data; Establishing and overseeing the Institute’s ICT infrastructure; Conducting digital and electronic investigations; Providing consistent education on the relevance of Information security across all levels of employees; Proposing and enforcing authentication methods, password policy and encryption methods;

Monitoring, removing/deleting unauthorized users from the system; Protecting Institute data from outside infiltration through encryption whilst securing data storage; Protecting computer assets by developing security strategies.

v. Website and membership portals management:

The I.T Officer is in charge of: Planning, managing, monitoring and organizing the Institute’s website and membership portals; Responding to and troubleshooting all website and membership portals issues; Identifying and resolving all website and membership portals security breaches; Ensuring optimum protection of the website and membership portals; Conducting content audits to eliminate redundant and duplicate information; Creating appropriate website content aligned with the Institute’s policy; Ensuring website and membership portals quality and efficiency by conducting regular test plans; Improving the user experience of the website and membership portals regularly; Creating and updating content on website and membership portals; Creating content, managing and updating social media handles.

vi. Graphic Design and Multimedia management:

The I.T Officer is in charge of: Establishing creative direction for the Institute as well as brand guidelines; Creating and designing various materials for the Institute’s print and digital platforms;

Illustrating content art; Planning concepts, designing rough layout and concept art for approval; Designing web pages, user interfaces, brochures, logos, signs, books, magazines covers, annual reports, advertisements and other communication materials; Creating or incorporating illustrations, pictures and designs to reflect the desired theme and tone of the communications; Translating Institute’s needs and branding strategies into design strategies; Designing visual concepts using graphic design tools; Selecting colors, fonts, photographs, layouts and other design elements to communicate creative concepts; Collaborating with the necessary stakeholders and other professionals to create media.

vii. General Duties:

The I.T Officer is in charge of: Advising and making recommendations to the Institute on all matters relating to information systems and digital technology; Ensuring the operation and development of ICT systems that allow for continuity of Institute activities; Representing the Institute in partners/vendor meetings related to technology and ICT; Preparing and presenting reports to update the Institute on ICT support operations; Scouting for and making recommendations to the Institute in the purchase of new equipment or replacing of existing ones; Developing new strategies and ICT procedures to increase efficiency and enhance workflow; Any other duties as may be assigned to the role.

3. POSITION ELEMENTS

• Supervision Received: The IT Officer reports to the Honorary Secretary. The IT Officer works with a high degree of independence. Assignments would be received orally and in writing. The IT Officer sets priorities and deadlines in terms of policy, priority, results to be achieved, and basic approaches in consultation with the Administrator.
• Exercise of Judgment: The IT Officer must exercise a high level of independent judgment based on knowledge and experience within available guidelines in planning, training, managing, and exercising delegated authority to make appropriate decisions. He/she must be capable of guiding, assisting, and advising the Institute.
• Authority to Make Commitments: Within a delegated range, the IT Officer may request and obtain services, and procure goods and services from vendors, after obtaining permission from the Administrator. In urgent and/or emergency situations, the IT Officer will take considered action as appropriate and necessary, and advise the Administrator as soon as practicable. The IT Officer has no authority to commit Institute’s funds.
• Contacts: Contacts made in the course of employment shall be maintained with the Institute.
• Time Expected to Reach Full Performance Level: 3 months.

4. AREA OF CONSIDERATION:

The position is opened to all Ghanaian Nationals. No relocation expenses are provided to the job location, Accra.

5. PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

6. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

In order to be considered for the position, an applicant must meet the Minimum

Qualifications. Applications will be pre-screened and only those that meet the Minimum Qualifications will be considered. These are the minimum qualifications necessary to be considered for the position:

• Education: Possession of a Bachelor’s Degree in Computer Science, Computer Engineering, or a field related to Information Technology is required. Professional certificates in Networking, Website Management and Graphic Design is also required.
• Prior Work Experience: Minimum of five years of progressively responsible professional IT experience. At least three years’ experience in both website management and graphic design.

• Language Proficiency: Written and oral English.
• Job Knowledge: The IT Officer must have an in-depth knowledge in areas detailed in section 2
• Skills and Abilities: Solid experience in planning, implementing, formulating, applying and assessing IT programs; Good knowledge of LANS and WANS including servers; Experience in physical installation and maintenance of IT equipment including peripheral devices; Expert knowledge of macromedia suite, adobe suite, content management systems and other Web standards; Highly proficient in HTML, CSS design, JavaScript, firewalls (functionality and maintenance) etc; Knowledge of Adobe PhotoShop, Illustrator, Sketch and other graphic design software; Proven ability to weigh alternative solutions to situations and recommend the best alternative to achieve optimum results; In-depth knowledge of IT trends and software; Strong attention to detail and outstanding problem-solving skills; Excellent ability to multi-task; Time management, content creation and writing skills; Demonstrated interpersonal, communication and negotiation skills.

7. EVALUATION FACTORS

The evaluation factors listed below will be the basis for evaluating and ranking applicants for the position. Applicants will be scored based on the documentation submitted within the application. Applicants must submit a supplemental document outlining their responses to the evaluation factors detailed in order to be considered. Only the highest-ranked applicants will be interviewed.

i. Prior work experience (35%):

ii. Job knowledge (35%):

iii. Skills and abilities (30%):

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