Asset & Logistics Administrator

About the role

What makes us who we are today…

At EPiC, we develop innovative and creative products and services that provide total communication and information solutions. Among a plethora of services, web design and development, tailor-made applications, business-to-business applications, and business-to-client applications are a few that we offer. Satisfied clients in Greece and Ireland are a testament to the quality of our work.

The general purpose of EPiC is to develop and promote advanced information technologies for multi-user operation.

EPiC’s business philosophy is to ensure the highest quality product, total client satisfaction, timely delivery of solutions, and the best quality-to-price ratio found in the industry. Our emphasis is on offering a high degree of product user-friendly through a positive, creative, and focused company staff.

We are looking for an Asset & Logistics Administrator to keep the EEAS ICT estate accounted for, supplied and serviceable — at Headquarters in Brussels and across EU Delegations worldwide. You will owe the day-to-day administration of software licences, IT stock and equipment inventory, and run the logistics chain from ordering through delivery, repair and decommissioning.

This role suits a meticulous, self-directed professional who is at home with ICT hardware, Excel and procurement rules in an international public-sector environment.

Responsibilities

Software licence management

• Maintain an accurate register of software licences, entitlements, assignments and renewal dates.
• Track licence usage and compliance, and flag renewals, shortfalls or surplus in good time.

Stock management

• Manage ICT stock levels at HQ, including receipt, storage, allocation and replenishment.
• Keep stock records reconciled with physical holdings and the asset management system.

Ordering and procurement support (HQ and Delegations)

• Provide administrative support to the ordering process: prepare requests, raise orders against framework contracts and follow them up with suppliers.
• Accept equipment deliveries: check quantities, specifications and condition against orders, and record receipt.

Delivery and shipment

• Organise the shipment of ICT equipment and supplies to EU Delegations and third parties worldwide.
• Coordinate with carriers, freight forwarders and Delegation contacts; prepare shipping documentation and track consignments to delivery.

Repair flow

• Organise and follow up the repair process for equipment at HQ and in Delegations, including warranty claims and supplier returns.
• Track repair status and turnaround, and keep users and stakeholders informed.

Inventory

• Maintain the permanent IT equipment inventory, recording daily movements, assignments and changes.
• Plan and carry out the annual physical inventory, and investigate and resolve discrepancies.

Decommissioning

• Manage the decommissioning and removal of equipment in line with EEAS rules, including data sanitisation evidence, write-off documentation and disposal.

General administration

• Carry out any other supporting administrative tasks related to ICT asset and logistics management.

Requirments

• At least a secondary (high) school diploma.
• Minimum 4 years of relevant professional experience in ICT asset, logistics or procurement administration.
• Proven experience with the purchase of ICT equipment and services in an international environment.
• Experience with budget management and budget reporting.
• Experience with contract management in an international environment.
• Overall experience with ICT tender and procurement procedures in an international environment (experience with EU institutions' procurement rules is an asset).
• Must be an EU citizen and hold a valid passport.

Skills and competencies

Technical and functional skills (must have)

• Good knowledge of ICT hardware: end-user devices, peripherals, network and data-centre equipment.
• In-depth knowledge of Microsoft Excel: lookups, pivot tables, data validation and reporting.
• Working knowledge of software licensing models and asset management tools.

Personal competencies

• Accurate and precise, with strong attention to detail in records and documentation.
• Able to work independently, prioritise competing requests and follow tasks through to completion.
• Clear communicator, comfortable coordinating with suppliers, carriers and colleagues across HQ and Delegations.
• Discreet and service-minded in a diplomatic, multicultural setting.

Langua