IT & Information Management Assistant / Pending Donor Approval

1. Position Purpose

The IT & Information Management Assistant supports the implementation of information technology, information management, and digital systems used by Aid Gate Organization (AGO), including IT support, database management, system administration, coding support, digital filing, network maintenance, and data protection, in accordance with AGO procedures and donor data management requirements.

The position contributes to ensuring that computers, networks, databases, and digital systems used by the organization operate efficiently, and that project information is properly stored, secured, and accessible for monitoring, reporting, and audit purposes.

The position is based in Erbil and may require travel to field offices and project locations across Iraq, including Ninewa, Salah Al-Din, Diyala, Anbar, Basra, Thi-Qar, Baghdad, Dohuk, and other operational areas, to provide IT support, maintain systems, and assist with information management and digital tools.

The role also supports development and maintenance of internal systems, databases, dashboards, and digital tools, and requires basic knowledge of coding, system configuration, and software support.

2. Key Duties and Responsibilities

2.1 IT Support and Equipment Maintenance

• Provide technical support for computers, laptops, printers, scanners, routers, and other IT equipment used in the office and field locations to ensure uninterrupted operations.
• Install, configure, and maintain operating systems, office software, antivirus programs, and required applications on staff computers.
• Troubleshoot hardware and software problems and resolve technical issues in a timely manner.
• Ensure that all IT equipment is functioning properly and report any damage or malfunction.
• Maintain inventory of IT equipment and update equipment tracking lists.
• Prepare equipment handover forms and maintain records of assigned devices.
• Support installation of new equipment in offices and project sites.
• Provide IT support during trainings, workshops, meetings, and project activities.
• Travel to field locations to provide technical support when required.

2.2 Network, Internet, and System Administration

• Support installation and maintenance of office internet connections and local networks.
• Configure routers, switches, and wireless connections.
• Monitor internet performance and coordinate with service providers when needed.
• Maintain user accounts and access permissions for shared drives and systems.
• Ensure secure access to network and digital files.
• Support installation of network devices in field locations.
• Monitor system performance and report problems.
• Maintain records of internet and network services.
• Ensure that office network is protected from unauthorized access.
• Assist in basic system administration tasks when required.

2.3 Information Management and Digital Filing

• Maintain organized electronic filing systems for all departments and projects.
• Create and manage digital folders for programs, finance, logistics, HR, and MEAL.
• Ensure proper naming and classification of files.
• Maintain backup copies of important documents.
• Support scanning and archiving of documents.
• Assist staff in organizing digital files.
• Maintain shared drives and cloud storage systems.
• Ensure that project documents are stored securely.
• Support document retrieval when needed.
• Prepare files for audit and donor reporting.

2.4 Database Management and Data Systems

• Support management of project databases, beneficiary lists, and tracking systems.
• Maintain Excel databases, Kobo forms, MIS systems, or other digital tools used by the organization.
• Enter data when required and verify accuracy.
• Check data for errors and inconsistencies.
• Maintain backups of all databases.
• Support MEAL team in managing monitoring data.
• Support development of data tracking sheets.
• Assist in preparing data tables for reports.
• Maintain confidentiality of project data.
• Support digital case management systems if used.

2.5 Coding, System Development, and Digital Tools

• Assist in development, customization, and maintenance of internal digital systems used by the organization.
• Support creation and modification of databases, forms, dashboards, and tracking tools.
• Use basic programming or scripting skills to support automation of data entry, reports, or system functions.
• Assist in developing simple web tools, internal platforms, or online forms when required.
• Support installation and configuration of MIS, case management systems, or reporting tools.
• Assist in maintaining website, web forms, or online systems if used.
• Support development of Excel formulas, macros, or automated sheets.
• Assist in troubleshooting system errors in digital platforms.
• Support integration between different data systems when required.
• Maintain documentation of systems and tools used by the organization.

2.6 Data Protection and Information Security

• Ensure that all computers are protected with passwords and antivirus software.
• Support implementation of data protection procedures.
• Ensure that confidential information is not shared without authorization.
• Maintain backup copies of important files.
• Support secure storage of digital information.
• Monitor access to shared files.
• Assist in preventing data loss.
• Ensure compliance with donor data protection requirements.
• Report any security issues.
• Maintain safe storage of sensitive data.

2.7 Field IT and Information Support

• Travel to field offices to support IT and system needs.
• Verify IT equipment in field locations.
• Install computers and software in new offices.
• Support data collection devices when used.
• Check internet connections in field offices.
• Support staff during field activities.
• Assist during donor visits.
• Ensure field offices follow data procedures.
• Provide technical guidance to field staff.
• Support installation of new systems.

2.8 Compliance, Documentation, and Reporting

• Maintain IT inventory lists.
• Prepare equipment reports.
• Support audit requests.
• Maintain documentation for IT purchases.
• Keep organized IT files.
• Provide information for reports.
• Support donor reporting when needed.
• Maintain records of software and licenses.
• Follow AGO procedures.
• Report technical problems.

2.9 Coordination and Communication

• Coordinate with Logistics for equipment purchase.
• Coordinate with Finance for IT payments.
• Coordinate with HR for staff equipment.
• Coordinate with MEAL for databases.
• Coordinate with Program teams for system needs.
• Participate in meetings when required.
• Provide IT information for proposals.
• Support project planning.
• Provide updates to supervisor.
• Maintain communication with all departments.

3. Qualifications and Requirements

Education

Diploma or Bachelor degree in IT, Computer Science, Information Systems, Software Engineering, or related field.

Experience

• Minimum 2–3 years of experience in IT support, information management, or systems work.
• Experience with NGO / INGO preferred.
• Experience in Iraq preferred.
• Experience with databases and Excel required.
• Experience with networks and hardware required.
• Experience with coding / programming preferred.
• Experience with MIS / Kobo / digital systems is an advantage.

Technical Skills

• Good knowledge of computers and networks
• Ability to manage databases
• Basic coding skills (such as HTML, PHP, Python, SQL, or similar) preferred
• Ability to develop Excel tools and formulas
• Ability to support digital systems
• Knowledge of software installation
• Knowledge of data management
• Good troubleshooting skills

Languages

• Fluency in Arabic required
• Good English required

Kurdish is an advantage

Interested applicants must apply via the link below

https://aidgateorganization.org/form/form.php

Note:

• Applications not meeting the specified minimum requirements may not be considered.
• The CVs received after the closing date may not be considered.
• Shortlisted candidates will be contacted for an interview that may include a written test of communication and writing skills.

Due to the nature of AGO work activities, AGO demand its employee to have the highest discretion and flexibility qualities. AGO can anytime according to the needs of his mission, and change the work location of his employee. AGO can at any time update tasks on this Job Description according to the evolution of the program or strategy changes. The above-listed tasks are not exhaustive, the employee can be asked to undertake other tasks by the employer according to the competencies, to work over settings time.

• Female candidates are strongly encouraged to apply.
• Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.