IT/MIS Manager

About FINCA Afghanistan

Job Summary

The MIS Manager will be responsible for all IT, MIS and communication systems in all branches of FINCA Afghanistan (F/AF). For the purposes of this job description, information technology will be taken to include MIS and Communications systems, well as computer hardware and software. F/AF will implement a new MIS and it will be the responsibility of the MIS Manager to ensure successful implementation of the system in all F/AF offices. The MIS Manager will manage, upgrade and trouble-shoot all hardware and software. All IT staff will report directly or indirectly to the MIS Manager, and the MIS Manager will be responsible for their performance and ability to serve other departments. The MIS Manager will work with the Head of HR (HRD) and Training Manager (TM) to support and meet the IT training needs of all staff.

Duties & Responsibilities

INDICATORS

The MIS MANAGER will be evaluated by
1. FINCA Afghanistan’s ability to hit its financial and social targets
2. IT, MIS and communication costs per employee and per client
3. Days or hours of down-time from communications and IT systems
4. Number of offices meeting MIS, communication and IT standards, including the MIS loan tracking system used.
5. Satisfaction of the F/AF Management Team (AMT) and F/I with the MIS/IT department
6. Efficiency of administrative and logistics processes and their ability to meet operational requirements
7. The successful outcome of any Internal Audit Reviews and to ensure that all IT or ICT functions adhere to general IT /ICT standards and those deemed appropriate by the Auditors.

ACTIVITIES

40% Software and hardware installation, management, upgrades and conversions

1. Install, operate, and support FINCA’s Management Information System (MIS). Work with the AMT to train staff in the MIS, including the Loan Tracking system.
2. Finalize conversion of accounting data and client information from existing systems to the Loan Tracking system in all departments (Finance, Financial Services, and Administration). Ensure that the Loan Control system is integrated, functional, accurate and operating in ‘real time’. Maintain the Loan Control system in current offices and implement the Loan Control system in new offices so they are integrated, functional, accurate and operating in ‘real time’.
3. Maintain and trouble-shoot the MIS to ensure the flow of accurate, timely information and protect the integrity of the management information system.
4. Manage the server, computers, printers, UPS, software, other hardware and the network.
5. Propose any changes in the software and equipment for the inclusion in the strategic/operating plan of organization.
6. Fully understand Ms-Access and prepare Small Scale software and customization of program is directed by CFO.
15% Security

1. Make sure all FINCA files are backed up according to MIS and IT standards. Establish systems for this and train staff in their use. Monitor compliance with backup procedures.
2. Make sure the hardware is physically safe from theft, vandalism, the environment (dust, surges in electricity, water leakage, heat, cold, etc) and unauthorized use.
3. Advise CD and MIS Director on how to protect information in an emergency.
4. Maintain the integrity of the network, database, and file storage.
i. Develop anti-virus strategy using procedures, software and hardware to prevent malicious viruses or software from getting on to F/AF systems via the internet, floppy disks, or other files. Use active and passive systems that regularly scan all hardware and eliminate threats.
ii. Coordinate with the AMT to make sure these security systems minimize disruption to operations.
5. Administrate the security of the system and ensure that the users are provided with passwords. Keep a log of those passwords so that the CD can have access to any computer if needed (for example, keep the passwords in a sealed envelope in the CDs office that he can open if needed; change the passwords—and the envelope—monthly).

Do/perform other tasks not listed in this Job Description but are reasonably associated to the position. The MIS Manager must take initiative to solve problems and collaborate with others.

15% Training

1. Determine user training requirements. Work with TM to develop a training plan for the institution with dates and targets for numbers of users and their knowledge (measured by improvement on written tests). Get the plan approved by the AMT and then implement.
i. Identify staff in other FINCA affiliates who might provide training and work with the CD and the ME Hub to hire the person. Consider sending F/AF staff to other affiliates for training if it is cost effective.
ii. Work with other department heads to identify F/AF staff in all departments with IT skills who might help train or trouble-shoot in each office.
iii. Develop training material packets for positions with IT responsibilities (in finance, credit, administration as well as IT). Write and administer IT tests to make sure that those standards are met.
2. Work with the HRD to write IT requirements into the job descriptions and hiring profiles of F/AF staff who need IT skills in any department.
3. Provide ongoing guidance, trouble-shooting, and responses to user questions/problems with software or hardware.
4. Train FINCA Afghanistan users as necessary (as per the plan and schedule).

10% Policies

1. Compile all IT memos, policies and procedures written by the affiliate management team into an IT manual. Get affiliate management team and RD approval and submit a copy of the manual for filing at the Hub and on the F/I Best Practice Virtual Center.
i. Those policies may include hardware and software user guides, transportation and storage guides, installation guides, trouble-shooting guides for all pieces of IT, MIS and communications equipment, MIS guides tailored to each member using the MIS and the data he would want to access.

2. Compile all Loan Control memos, policies and procedures written by the affiliate management team into Loan Control manual for use by IT staff and Loan Control end users. Get affiliate management team and RD approval and submit a copy of the manual for filing at the Hub and on the F/I Best Practice Virtual Center.
3. Write a policy proposing what personal use of IT equipment by staff will be allowed, how it will be enforced, and what disciplinary measures might be taken if broken.
4. Monitor compliance with these policies.
5. Comply with F/I’s Affiliate General Policy Manual and ensure compliance of all IT staff and assets.

10% IT staff management

1. Recruit, hire, and train all IT staff to fill positions approved by the CD.
2. Work with the CD to develop the IT department within the F/AF organizational design, including IT and MIS duties performed by other departments.
3. Ensure IT staff complies with FINCA policies.
4. Ensure pre-evaluations and evaluations are written for all IT staff every 6 months.
5. Use the evaluation systems to plan career paths for the best staff
6. Coordinate the workflow of all IT personnel. Ensure that administrative personnel are effectively managing their work and time.
7. Work with the Finance Director to help clarify the roles of IT staff and Finance staff given how closely both department work on IT and MIS systems. Resolve overlaps and ensure harmonious working relationships and efficient staff.

5% Equipment, supplies and procurement

1. Write an IT and communications checklist, tailored to each component of FINCA’s branch model: HQ, regional office, branch office, satellite office, market office, guesthouse, etc.
i. The equipment should include software, hardware, satellite and radio systems, phones and other equipment depending on the office.
ii. Write up and implement a procedure for monitoring inventory, supplying, and monitoring use, including a check by a regional manager or department head.
2. Create, implement and maintain an evacuation system that backs up critical data regularly and transfers all critical data to a secure location outside of Afghanistan should the need arise.
i. The system should provide for backing up and evacuating critical data in all components of FINCA’s branch model: HQ, regional office, branch office, satellite office, market office, guesthouse, etc.
ii. Document evacuation procedures in policy manual and train IT staff to ensure proficiency and compliance.
3. Identify areas where the offices could be more efficient in use of IT assets.
4. Ensure that all purchases are properly documented and approved in advance according to FINCA policies.
5. Help the AD track all fixed assets of the office. Help perform an annual inventory and prepare proper documentation for the removal of damaged IT assets.
i. Include the location for each item and the name of a person responsible for the equipment.
6. Help the AD establish standards for maintenance of all IT equipment worth over $100 (unless directed by the CD), guiding when the equipment should be replaced or repaired.
7. Ensure new offices being opened are not delayed by lack of IT, MIS or communications equipment or delays in their installation, activation or staff training
i. Under the direction of the CD and the strategic plan, ensure that supplies are procured sufficiently far in advance to prevent supply delays from disrupting operations.
ii. Identify as many suppliers and service-providers as possible and maintain a database by region and item. Prioritize them by service, quality of goods and service, and price, in consultation with local managers.
8. Maintain contracts with all suppliers.
i. Establish contracts with suppliers under the direction of the CD when it is in F/AF’s best interest for service, price or quality.
ii. Make sure all contracts meet standards set by F/AF and F/I legal counsel
iii. Make sure all proper invoices from suppliers are paid in full and on time.
iv. Help AD import and transport equipment within the country, if needed. Ensure that equipment is transported safely and quickly.

5% Communications

1. Set up and maintain internal and external communication systems. Ensure constant access to the Internet and telecommunications, including landline, mobile phone, satellite phones, VHF and HR radio. Ensure that email and internet are working
i. Develop a communications strategy and proposal to the Affiliate Management Team (AMT) evaluating the options, their fixed cost, their marginal cost, their service and maintenance costs, their capacity, dependability, scalability, geographic reach, requirements (electricity sources, etc), and other information needed to evaluate them.
ii. Implement as instructed by the CD, updating the AMT on progress. Coordinate procurement with the Administrative Director (AD).
iii. Note that open and dependable communications can save lives in an emergency; make sure faulty communications or a lack of backups never compromise the safety of staff. Highlight to the Affiliate Management Team offices where communications can not be held to the standard required to ensure the safety of staff.

Job Requirements

• Degree in Computer Engineering or equivalent
• Experience with other loan Tracking systems extremely desirable
• Knowledge of Finance, Accounting, Management Information Systems or equivalent
• Certified courses of Network Engineering and/or Administration (Novell and/or Microsoft)
• Any certificate in the field of Database Management Systems desirable (MS SQL)

Experience

• 4-6 years experience managing large networks, databases, information systems, accounting systems, IT systems, preferably for commercial financial services institutions
• Project management, including experience in structuring and managing multinational projects

Job Skills

• Accuracy, attention to detail, commitment to transparency
• Able to learn quickly and to quickly be ready to produce results
• Able to work under pressure and handle multiple projects
• Stellar planning and project management ability
• Comfortable with accounting standards
• Experience designing the architecture for MS Windows based Office and Network systems
• Windows NT administration
• Knowledge of TCP/IP
• Database administration experience
• Knowledge of Relational Database Management Systems (MS SQL server)
• Fluent English; Dari or Pashto an advantage
• Internet/Clients/Services/Proxies/Mails configuration

Other requirements

Be based full-time in Afghanistan and travel within the country and region

Submission Guideline

All applicants are requested to submit their hard copies of their CVs and other supporting documents care of FINCA- Afghanistan, Human Resources Department:

Shirpur Main Street House No 1181, Kabul Afghanistan
Clearly indicate the position title and Location in the subject line.Via Email to.

E-mails: hr@fincaaf.org

Only those candidates that are short-listed for interviews will be notified.

Functional Area

General

Countries

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