1. Job Purpose

To manage and maintain the Group's IT systems, user access, data backups, IT assets and day-to-day technical support, while ensuring that company data, systems and business information remain secure, properly documented and accessible to the company at all times.

2. Key Responsibilities

A. IT Systems & Technical Support

• Manage computers, servers, network devices, Wi-Fi, printers and other IT infrastructure.

• Administer Microsoft 365, email accounts, cloud applications and company domains.

• Troubleshoot hardware, software, network and system issues.

• Monitor system performance and coordinate with external IT vendors when required.

• Ensure operating systems, antivirus and critical applications are updated.

  
  

B. User Access & Security

• Create, modify and deactivate employee accounts based on management approval.

• Maintain an updated User Access Register for all employees and systems.

• Ensure access is provided strictly according to job requirements.

• Immediately disable email, system and application access upon resignation/termination.

• Maintain MFA, password and basic cybersecurity controls.

• Ensure administrator passwords and critical credentials are securely maintained and accessible to authorized management.

  
  

C. Data Backup & Recovery

• Ensure regular automated backups of all critical company data.

• Monitor backup status and immediately report backup failures.

• Maintain backup copies separately from the primary system where possible.

• Conduct periodic recovery/restoration tests.

• Maintain documented backup and recovery procedures.

• Ensure critical business information can be recovered without depending on any individual employee.

D. Company Data & Information Control

• Ensure important company information is stored in company-controlled systems, not personal email, devices or cloud accounts.

• Ensure customer, supplier, project, quotation, financial and operational information is accessible to authorized management.

• Ensure no critical business information is solely controlled by one employee.

• Transfer ownership of business information, emails and files when employees leave or change roles.

• Maintain proper digital filing and access structures.

E. IT Asset Management

• Maintain a complete and updated IT Asset Register.

• Record laptops, desktops, mobile phones, SIM cards, printers, networking equipment and other IT assets.

• Record asset number, serial number, assigned employee, location and condition.

• Ensure proper IT asset handover during joining, transfer and exit.

• Conduct periodic physical verification of IT assets.

• Ensure all company IT equipment is recovered upon employee separation.

F. Employee Joiner / Mover / Leaver Controls

Joining

• Create required email/system accounts.

• Provide approved IT equipment and access.

Transfer/Promotion

• Review and modify access according to the new position.

• Remove unnecessary previous access.

Exit

• Immediately disable all access upon authorized instruction.

• Recover company devices, SIM cards and other IT assets.

• Transfer emails, files and business information to the designated company account/user.

• Ensure no company information remains solely under the departing employee's control.

  
  

3. Mandatory IT Controls

The System Administrator must ensure the following controls are continuously maintained:

1. No critical company account or system should depend on one employee.

2. All critical data must have regular backups.

3. Management must retain access to critical systems and administrative credentials.

4. Employee access must be reviewed periodically.

5. Employee access must be immediately revoked upon separation.

6. All IT assets must be recorded and traceable to the assigned employee.

7. Company data must be stored in company-controlled systems.

8. Critical systems, domains, subscriptions, licenses and renewals must be documented.

9. Backup recovery must be periodically tested.

10. IT incidents, security issues and data-access exceptions must be documented and reported to management.

Desired Candidate Profile

4. Qualifications & Experience

• Diploma/Bachelor's degree in IT, Computer Science or related field.

• 3–5 years' experience in System Administration / IT Support.

• Practical knowledge of:

  • Microsoft 365

  • Active Directory / Entra ID

  • Windows systems

  • Networking, Wi-Fi, VPN and basic firewall administration

  • Backup systems

  • Endpoint security / antivirus

  • User and access management

  • IT asset management

• Experience supporting multiple departments or locations is preferred.

• Relevant IT certifications are an advantage.

  
  

5. Required Competencies

• Strong troubleshooting skills

• Good understanding of IT security

• Excellent documentation and record-keeping

• High level of confidentiality and integrity

• Strong ownership and accountability

• Good communication skills

• Ability to work independently

• Proactive approach to identifying IT risks

• Ability to manage multiple IT requirements and priorities

  
  

6. Key Performance Indicators (KPIs)

• Backup completion and successful recovery testing

• Timely resolution of IT issues

• Accuracy of IT Asset Register

• Timely onboarding and offboarding of user access

• Periodic access review completion

• System and network availability

• IT security incidents and response

• Accuracy of IT documentation

• Compliance with company IT policies and controls

7. Core Responsibility

The System Administrator is responsible for ensuring that the Group's IT systems, data, user access and digital business information remain secure, properly backed up, documented and accessible to the company, and are never solely dependent on any individual employee.