Pacific Islands Forum Secretariat

PACIFIC ISLANDS FORUM SECRETARIAT

APPLICANT INFORMATION PACKAGE

POSITION: SYSTEMS ADMINISTRATOR

DATE: May 2013

CONTENTS

A. ABOUT THE PACIFIC ISLANDS FORUM SECRETARIAT

B. JOB DESCRIPTION

·  Position Identification

·  The Leaders’ Vision

·  Organisation Context

·  Key Result Areas

·  Work Complexity

·  Functional Relationships & Relationship Skills

·  Level of Delegation

·  Person Specification

·  Change to Job Description

C. REMUNERATION INFORMATION

·  Contract Term

·  Working hours

·  Salary

·  Superannuation

·  Housing

·  Education

·  Recruitment & Repatriation Entitlement

·  Establishment Grant

·  Health/Life Insurance

·  Annual Leave

·  Sick Leave

·  School Holiday Travel

·  Home Leave Travel

·  Repatriation Grant

·  Tax Status

·  Other Benefits

D. ADMINISTRATIVE INFORMATION

·  Application closing date & requirements.

·  Mailing & online Addressee

·  PIFS’s Website

A. ABOUT THE PACIFIC ISLANDS FORUM SECRETARIAT

The information offered in this package is for information only. It does not necessarily form part of the employment contract.

The Pacific Islands Forum was founded in August 1971 and comprises 16 independent and self-governing states in the Pacific. Its Leaders meet annually to develop collective responses to regional issues.

The Pacific Islands Forum Vision:

The Forum’s administrative arm is the Pacific Islands Forum Secretariat, which was established in 1972 and is based in Suva, Fiji. It acts as the Secretariat for Forum-related events, implements decisions by the Leaders, facilitates the delivery of development assistance to member states, and undertakes the political and legal mandates of Forum meetings.

In delivering its mission, the Secretariat will strive for professional excellence while demonstrating personal leadership. It will be responsive to the needs of its stakeholders and will excel within a caring and innovative environment.

The organisation currently employs 104 staff. The Forum Secretariat’s mission is to honour and promote the Forum vision by providing quality policy advice, co-ordination and assistance in implementing Leaders’ decisions in Member countries with regard to the following four key goals identified by the Forum Leaders:

·  Economic Growth

·  Sustainable Development

·  Good Governance and

·  Security

The member states of the Pacific Islands Forum are Australia, Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Nauru, New Zealand, Niue, Palau, Papua New Guinea, Republic of the Marshall Islands, Samoa, Solomon Islands, Tonga, Tuvalu and Vanuatu.

B. JOB DESCRIPTION

Job Reference:
Job Title: / Systems Administrator
Work Unit: / Corporate Services
Responsible To: / Team Leader IT
Responsible For: / IT Network Coordinator
Job Purpose: / This job exists to provide an efficient, secure, stable, scalable, and robust IT infrastructure for the Secretariat.
Date: / May 2013
The Leaders’ Vision:

Leaders believe the Pacific region can, should and will be a region of peace, harmony, security and economic prosperity, so that all of its people can lead free and worthwhile lives.

We treasure the diversity of the Pacific and seek a future in which its cultures, traditions and religious beliefs are valued, honoured and developed.

We seek a Pacific region that is respected for the quality of its governance, the sustainable management of its resources, the full observance of democratic values and for its defence and promotion of human rights.

We seek partnerships with our neighbours and beyond to develop our knowledge, to improve our communications and to ensure a sustainable economic existence for all.

Organisation Context:
Key Result Areas:

The job of Systems Administrator encompasses the following major functions or Key Result Areas:

1.  Systems Administration

2.  Incident/Problem Management

3.  Project Management

4.  Administrative Duties

The performance requirements of the Key Result Areas are broadly described below.

Jobholder is accountable for

/

Jobholder is successful when

1. Systems Administration
§  Planning, maintenance, monitoring, configuration and improvement of the IT systems and services including:
-  Network Equipment
-  Servers
-  Telecommunication Equipment
-  Security Devices
-  End user devices
-  Backups
-  UPS
§  Administration of all Server, Network and Security Device Admin user accounts and shares
§  Maintenance of the organisations IT systems at its BCP and DRP site
§  Ensuring that the organisation, its users and its data is well protected from IT threats both internally and externally
§  Ensure that all equipment are patched and updates implemented
§  Backup of data stores are completed successfully as scheduled
Continuous Business Improvement
§  Relooking at processes within the department and providing necessary recommendation on adjustments to improve the process
§  Recommendations for the automation and/or improving of processes within the organisation
§  Recommendations on IT policies / ·  Provision of a secure, robust and reliable infrastructure and systems for the organisation and its users
·  Mean Time Between Failure is predicted and minimised
·  Disruptions to IT services are limited to planned downtimes
·  Capacity within the network is available for growth as and when needed
·  The organisations infrastructure and systems are future proofed
·  Users will have all the IT resources necessary for them to perform their duties.
·  Integrity of the organisations data stores is protected and ensured
·  IT services to the organisation and its users are improved
·  User experience and user satisfaction increases

Jobholder is accountable for

/

Jobholder is successful when

2. Incident/ Problem Management
·  Efficiently manage high impact incidents through to resolution
·  Manage high impact problems through to resolution
·  Provide second level support to the IT Network Coordinator and the IT Support Coordinator
·  Relevant documentation is kept
·  Reporting provided in a timely manner upon request
·  Relevant analysis is done on incidents and problems to ensure permanent solutions are sought and implemented / ·  Disruption to IT services is minimal
·  Restoration of services is done within the shortest time
·  Incidents and problems are well documented
·  Incidents and problems decrease over time
3. Project Management
·  Coordinate and manage all system security and infrastructure related projects
·  Assisting with the implementation of IT related projects
·  Carrying out high level estimates for new projects
·  Analysing and specifying changes
·  Estimating time frames on project issues
·  Providing data to the relevant Support teams and management when required in a timely manner
·  Managing projects within the required time frames and budget
·  Ensuring that projects are delivered according to requirements
Change Management
·  Coordinate with relevant stakeholders regarding proposed changes to the systems and its infrastructure. These include:
o  UPS
o  PABX
o  Servers
o  Desktops
o  Communications Equipment
o  Scanners & Printers
·  Ensure change management documentation is complete and all required approvals are obtained in a timely manner
·  Supervise and ensure that change management protocols are followed during implementation
·  Develop required concept papers and/or business cases for infrastructure changes which should include financial details, risk analysis, business need, human resources, etc. / ·  Projects are delivered on time and within the budget requirements
·  Projects fulfil the requirements of the organisation and users
·  Projects are implemented with minimum impact to services and users
·  All relevant project documentation and user manuals are completed
·  Changes are well planned and documented
·  Changes are conducted with minimum disruption to IT services and its users
·  Effected changes resolve issues that they are meant for
·  Effected changes improve IT services to users

Jobholder is accountable for

/

Jobholder is successful when

4 Administrative Duties
§  Ensuring that all system documentation is current
§  Maintaining a clear record of users, disk space utilization, IP address, and other requested information
§  Ensure proper billing, paperwork is done for all services and maintenance done by external service providers
§  Able to negotiate and monitor contracts, SLA’s and Maintenance Agreements with various stakeholders both internally and externally
§  Supervising the Network Coordinator and ensuring that all tasks allocated to the person has been completed as required to the satisfaction of the IT Team Leader
§  Completion of any additional tasks as required by the IT Team Leader
§  Provide supervision of the IT department on behalf of the IT Team Leader as and when required
§  Provide training and presentations to the IT team and other staff as and when required / ·  All system documentation is complete and current
·  Network Coordinator is able to complete tasks in a timely manner as and when required
·  Work assigned is completed in a timely manner
·  IT Team members and PIFS staff are well versed and trained in the use of the organisations infrastructure and tools.

Note

The above performance requirements are provided as a guide only. The precise performance measures for this job will need further discussion between the jobholder and supervisor as part of the performance development process.

Work Complexity:
Most challenging duties typically undertaken:
§  Incident/ Problem Management
§  Maintaining the integrity and security of the organisations data stores and devices
§  Continual improvement of services

K

Functional Relationships & Relationship Skills:
Key internal and/or external contacts / Nature of the contact most typical
External
§  Suppliers
§  Maintenance and Service providers / §  Follow up for delivery of equipment
§  Troubleshooting – incident management
Internal
§  IT Officers
§  Team Leader
§  Staff members / §  Requirements Gathering
§  Reporting
Level of Delegation:

The jobholder:

§  Does not manage any budgets

§  Cannot authorise any costs

§  Cannot sign standard letters on the Secretariat letterhead

Person Specification:

This section is designed to capture the expertise required for the role at the 100% fully effective level. (This does not necessarily reflect what the current jobholder has.) This may be a combination of knowledge/experience, qualifications or equivalent level of learning through experience or key skills, attributes or job specific competencies.

Qualifications

Essential: / Desirable:
§  A first degree with one of the following majors:
-  Computing Science
-  Network Engineering
-  Information Systems / §  MCSE
§  MCSA
§  CCNP
§  CDCP
§  CDCS
§  Linux Certified

Knowledge/Experience

Essential: / Desirable:
§  In depth knowledge of the following:
-  Network Design
-  OSI Model
-  Network Monitoring
-  Active Directory Services
-  Exchange 2007
-  Server 2003 Operating System
-  Server Virtualisation
-  SAN
§  Working knowledge of BCP and DRP
§  Working knowledge of all Microsoft applications
§  Working knowledge of Open Source Operating Systems – Linux, FreeBSD
§  Working knowledge of Open Office / §  At least 5 years in a Systems Administrator role within an organisation with the following:
-  more than 20 servers
-  more than 10 nodes
-  more than 200 users

Key Skills/Attributes/Job Specific Competencies

The following levels would typically be expected for the 100% fully effective level:

Expert level / §  Aptitude for the provision of high quality service
Advanced level / §  Ability to organise, coordinate and prioritise conflicting demands with minimal supervision
Working knowledge / §  A high level of interpersonal skills, cultural sensitivity and customer focus
§  Commitment to continuous improvement
Awareness / §  A flexible approach and a willingness to assist with a variety of other tasks within the Secretariat
§  Ability to work well with the Corporate Services team and with other Secretariat staff
§  Excellent oral and written communication skills

Key Behaviours

All employees are measured against the following Key Behaviours as part of Performance Development:

§  Commitment/ Personal Accountability

§  Professional/Technical Expertise

§  Teamwork

§  Customer Focus

§  Effective Communications & Relationships

§  Leadership

§  Coaching and Development

§  Strategic Perspective

Personal Attributes

§  Physically fit and healthy

§  Quick Leaner

§  Able to work without supervision

§  Ability to lead others within the team

§  Ability to map organisational and user requirements to technical solutions

§  Ability to sum up the situation and make decisions quickly as and when required

Change to Job Description:

From time to time it may be necessary to consider changes in the job description in response to the changing nature of our work environment – including technological requirements or statutory changes. Such change may be initiated as necessary by your manager. This Job Description may also be reviewed as part of the preparation for performance planning for the annual performance cycle.

C.  REMUNERATION INFORMATION

The Forum Secretariat is part of the participating CROP agencies that have agreed through their governing councils to standardise employment conditions. Outlined in this section are the conditions, benefits & entitlements that accrue to the position of Systems Administrator of the Corporate Services and the principles these conditions are based on.

Contract Term

·  Principle: To ensure recruitment and retention of the best person for the position

·  Practice: The successful candidate will be entitled to a contract term of three years subject to a satisfactory medical examination and performance during a six-month probation period. On completion of three years at the Secretariat, a contract may be renewed based on performance, funding, the need for the position, and the six (6) years rule.

Working hours

·  Principle: To ensure that the minimum legal standard is met.

·  Practice: Normal working hours are 37 hours per week with the official office hours being:

Monday – Thursday: 8:30am – 5:00pm

Friday: 8:30am – 4:30pm.

Salary

·  Principle: To ensure relative worth of similar positions across CROP agencies is maintained and consistent with the market, a sample of positions across participating CROP agencies are validated and sized to ensure equivalent salaries are paid for equivalent jobs.

Salaries for all Secretariat positions that are advertised internationally, are assessed annually compared to the reference markets which are the median of the Australian and New Zealand Public Service Sectors and the Fiji All Organisations market.

·  Practice: This position is placed at Band 8, is denominated in Special Drawing Rights (SDR) and paid in Fiji Dollars according to the average SDR/Fiji exchange rate for the preceding month.