Senior Manager/Manager, IT Administration

1. IT Administration and Operational Support

• Lead the day-to-day administrative operations of the Technology division and establish clear service standards, calendars, templates and working procedures for recurring administrative activities.
• Coordinate Technology management meetings, internal communications, correspondence, action tracking, departmental logistics and other administrative requirements as assigned.
• Maintain organised administrative records and repositories, ensuring documents are current, retrievable and handled in accordance with approved document-control and confidentiality requirements.
• Coordinate Technology travel, training logistics, departmental events, facilities or office requirements and other operational support activities where applicable.
• Identify opportunities to simplify, standardise or automate administrative workflows to improve turnaround time, data quality and user experience.

2. Budget and Financial Administration

• Coordinate the administrative consolidation of Technology operating and capital budget inputs, recurring expenditure, new requirements and supporting information in collaboration with Technology budget owners and Finance.
• Maintain accurate records of approved budgets, commitments, actual expenditure, accruals, forecasts and recurring costs, and support periodic reconciliation with Finance.
• Track purchase requests, purchase orders, invoices, payment status and supporting documents; follow up with accountable owners, vendors and Finance on outstanding or ageing items.
• Prepare periodic budget-utilisation and expenditure reports, highlighting material variances, uncommitted requirements, upcoming financial obligations and items requiring management attention.
• Maintain supporting financial-administration evidence for management review, audit and year-end or budget-cycle requirements.

3. Procurement, Contract and Vendor Administration

• Coordinate the administrative aspects of Technology acquisition processes, including purchase-request preparation, documentation completeness, vendor onboarding and workflow tracking.
• Liaise with Procurement, Finance, Legal, Technology owners and vendors to follow through on required documentation, approvals, commercial administration and acquisition milestones.
• Maintain a central register of Technology contracts, licences, subscriptions and key vendor arrangements, including owners, values, terms, start and end dates, notice periods and renewal milestones.
• Provide advance visibility of upcoming renewals, expiries and contractual milestones to accountable owners and management, and track required actions to completion.
• Maintain vendor contact and administrative records and support periodic vendor-management activities, without replacing the commercial or service accountability of the relevant contract or service owner.

4. Workforce, Training and Learning Administration

• Coordinate structured Training Needs Analysis across Technology functions to identify capability gaps against current responsibilities, planned initiatives and future business requirements.
• Consolidate TNA outcomes into an annual Technology learning and development plan, including recommended programmes, target participants, delivery mode, timing and budget requirements for management consideration.
• Administer approved Technology training activities, including nominations, registrations, travel or logistics, training records, certificates and budget tracking.
• Maintain Technology skills, competency and training registers to support workforce planning, capability development and succession discussions.
• Coordinate with Technology managers and Human Resources to monitor completion and effectiveness of approved learning interventions and update capability records accordingly.

5. Management Reporting, Controls and Audit Support

• Prepare regular management reports and dashboards covering administrative service status, budget utilisation, procurement actions, contracts and renewals, training activity and other agreed support metrics.
• Maintain clear trackers for administrative actions, decisions, due dates and accountable owners, and follow up on overdue items requiring management attention.
• Support internal and external audit, compliance reviews and management assurance activities by coordinating requested administrative, financial, procurement, contract and training evidence.
• Monitor adherence to approved Technology administrative procedures and escalate repeated process gaps, missing documentation or control weaknesses to the Head, IT PMO, Governance & Admin Support.
• Ensure confidential employee, commercial and financial information handled by the team is managed appropriately and only shared with authorised parties.

6. People and Stakeholder Management

• Lead, coach and manage the IT Administration team, setting clear objectives, service expectations and development priorities.
• Allocate work across the team, monitor workload and capacity, and ensure critical administrative activities have appropriate backup coverage.
• Act as the primary operational point of contact for Technology administrative processes and provide clear guidance to Technology stakeholders on required workflows and documentation.
• Build constructive working relationships with Finance, Procurement, Human Resources, Legal, vendors and other support functions to resolve administrative dependencies efficiently.

Key Performance Measures / KPIs

Areas / Functions Owned

• Technology administrative operating procedures, service standards, templates, records and recurring administrative calendar.
• Technology budget administration and consolidated tracking of expenditure, commitments, purchase orders, invoices, accruals and recurring costs.
• Technology procurement, contract, licence, subscription and vendor-administration registers and milestone tracking.
• Technology TNA, learning and development administration, training records and competency registers.
• Administrative management reporting, action tracking, audit-support coordination and IT Administration team performance.

Results Ultimately Accountable For

• Accurate, complete and timely Technology administrative and management-support information.
• Timely follow-through of budget, invoice, procurement, renewal, training and other administrative actions within the role's control.
• Reliable records and evidence that support management oversight, financial discipline, audit readiness and continuity of administrative operations.
• A responsive IT Administration function with clear ownership, effective workload management and consistent service to Technology stakeholders.

Decisions / Outcomes for Which the Role Is Answerable

• Prioritisation and allocation of work within the IT Administration team.
• Administrative process design, templates, trackers, reporting routines and internal service arrangements within approved policies and standards.
• Quality and completeness of consolidated administrative reports, registers and records prepared by the function.
• Timely identification and escalation of material budget variances, overdue invoices, procurement delays, contract or subscription expiries, incomplete documentation and other administrative risks.

Decisions the Role May Make Independently

• Assign and reprioritise work within the IT Administration team to meet agreed service and business deadlines.
• Establish administrative calendars, templates, trackers, document requirements and routine working procedures consistent with approved Technology and corporate policies.
• Request information, evidence or corrections from Technology stakeholders where administrative submissions are incomplete, inconsistent or unsupported.
• Return incomplete administrative, procurement, budget or training submissions for correction before onward processing.
• Coordinate routine vendor, Finance, Procurement, Human Resources and internal stakeholder follow-up on matters already within an approved process or scope.

Approvals the Role May Grant

The role may approve routine administrative matters and team activities within the limits of an approved budget, approved process and formally delegated authority. The role may review, endorse or recommend budget, procurement, training or vendor-administration submissions but does not approve expenditure, vendor selection, contracts, staffing decisions or material commercial commitments unless such authority has been formally delegated under AirBorneo's approval framework.

Budget, Resources and Assets Managed

• IT Administration team workload, assigned resources and operational priorities.
• Administrative cost-centre or support budget items where formally assigned, within approved limits.
• Administrative registers and records relating to Technology expenditure, contracts, licences, subscriptions, training and vendor coordination.

Matters Requiring Escalation or Higher Approval

• Material budget variances, unbudgeted expenditure, significant forecast changes or commitments outside approved funding.
• Vendor appointment, contract award or variation, commercial negotiation, material procurement exceptions or legal commitments outside delegated authority.
• Critical contract, licence or subscription renewals at risk of lapse, especially where service continuity or airline operations could be affected.
• Persistent invoice or procurement delays with material operational, financial or vendor consequences.
• Significant workforce, confidentiality, control, audit or administrative issues requiring management, HR, Finance, Procurement, Legal or other corporate intervention.

Backup Arrangement

During the role holder's absence, routine duties may be assigned to a nominated senior member of the IT Administration team or another officer designated by the Head, IT PMO, Governance & Admin Support. Matters requiring formal managerial or financial authority remain subject to the applicable delegation of authority.

Responsibilities That May Be Delegated

• Routine administrative coordination, meeting support, trackers, records maintenance and stakeholder follow-up.
• Preparation of draft budget, expenditure, procurement, renewal, training and administrative reports for review.
• Coordination of approved training, travel, vendor onboarding and other operational support activities.
• Day-to-day supervision of selected administrative activities where an appropriate team member has been nominated.

Conditions for Delegation

• The delegate must have the required competence, access and understanding of the applicable process and confidentiality obligations.
• Scope, duration and decision limits must be clear, with appropriate handover and escalation arrangements.
• Delegation does not transfer the role holder's accountability for appropriate oversight unless formal acting authority has been approved.

Limitations on Delegated Authority

• Financial approval, contract execution, vendor appointment, recruitment or other reserved authorities may not be delegated beyond the limits of AirBorneo's approved delegation framework.
• Sensitive employee, commercial, legal or investigation-related matters may only be handled by authorised personnel.
• Delegated staff may not override corporate Finance, Procurement, HR, Legal, Information Security or other control requirements.

Education

• Bachelor's degree in Business Administration, Management, Finance, Information Technology or a related discipline.
• Equivalent relevant professional experience may be considered in accordance with company requirements.

Professional Certifications / Licences

• Relevant certification or formal training in business administration, finance, procurement, contract management, project administration, learning and development, or service management is an advantage.

Experience

• Manager level: generally a minimum of 8 years of relevant experience in business administration, Technology administration, operations support, finance/procurement coordination or a related environment, including experience coordinating cross-functional processes.
• Senior Manager level: generally 10 years or more of relevant experience, including demonstrated leadership of a business-support or administrative function in a complex organisation and responsibility for management reporting, financial coordination and stakeholder management.
• Experience working within a Technology function or other operationally critical environment is strongly preferred.
• Hands-on experience with budget administration, procurement workflows, contract or subscription tracking and Training Needs Analysis / L&D coordination is preferred.

Essential Technical / Functional Skills

• Strong knowledge of business administration, budgeting and expenditure tracking, purchase-to-pay coordination, procurement administration and records management.
• Ability to maintain contract, licence, subscription, vendor and renewal registers and interpret key administrative and commercial milestones.
• Ability to conduct and consolidate Training Needs Analysis and translate findings into structured learning plans, budgets and management proposals.
• Strong proficiency in Microsoft 365, particularly Excel, PowerPoint, Word, Teams and SharePoint; familiarity with ERP, procurement, reporting or workflow tools is an advantage.
• Ability to prepare clear management reports, dashboards, papers and written communications for senior stakeholders.

Core Competencies and Behaviours

• Strong organisation, planning and follow-through, with the ability to manage multiple deadlines and recurring administrative cycles.
• High attention to detail and commitment to accurate records, financial discipline and document completeness.
• Analytical and practical problem-solving skills, with the ability to identify issues, clarify ownership and drive administrative actions to closure.
• Strong communication and stakeholder-management skills, including confidence to follow up, challenge incomplete submissions and escalate when required.
• Service-oriented leadership style with the ability to coach staff, improve processes and build effective relationships across Technology and corporate functions.
• Sound judgement, discretion and integrity when handling confidential employee, commercial and financial information.

Industry / Regulatory Requirements

• Experience in aviation, transportation, financial services, telecommunications or another regulated / operationally critical industry is an advantage but not mandatory.
• The role holder must comply with applicable AirBorneo policies, delegation of authority, financial and procurement controls, confidentiality requirements and any relevant regulatory or audit obligations.