IT Asset Manager

GOAL

Optimize the management of IT assets to support business objectives, minimize risks and costs, ensure compliance while fostering a culture of continuous improvement and innovation. Oversee the setting up and management of a complete "single source of truth" database of all IT assets within our organization. At YPTO the ServiceNow ITAM module will be used.

As ITAM Process Owner, establish and oversee a comprehensive ITAM framework (policy, process, governance, etc), ensuring that IT assets are managed effectively and efficiently throughout their lifecycle to support business objectives and minimize risks. This includes developing, implementing, and optimizing processes and procedures related to the acquisition, deployment, utilization, tracking, maintenance, and disposal of IT assets.

As ITAM Manager you are responsible for overseeing the day-to-day management the entire lifecycle of IT assets within the organization by collaborating with various stakeholders like Vendor Management, CISO, Finance team, Service Owners and Asset Owners, amongst others.

Key responsibilities

PRIMARY ACTIVITIES

Process Owner
- Policy and Process Design: Develop documents and implement policies, processes and procedures for the management of IT assets to ensure their effective management and optimization throughout their life cycle. This includes:
  - Working with relevant stakeholders to establish and enforce standards for asset identification, categorization, and documentation
  - Defining standards like workflows for asset acquisition, deployment, tracking, maintenance, and disposal
  - Define KPIs and metrics to measure the effectiveness of the ITAM process
  - Establishing governance structures to monitor and enforce compliance with ITAM policies and procedures, including oversight of asset inventories, audits, and compliance assessments
- Scope Definition: Define the initial scope of assets to be added to the ITAM database, as well as a roadmap for the expansion of this scope. This will include, amongst others, end-user equipment, network equipment, meeting room equipment, software, applications, maintenance contracts, licences, certificate, etc.
- Stakeholder Management:
  - Collaborate with stakeholders across the organization, including procurement, finance, service owners and business units, to ensure alignment and support for ITAM initiatives
  - Liaise with other ITIL Process owners as appropriate to ensure alignment and consistency with other processes
  - Work closely with Architecture ensure alignment with the overall vision and evolution
- Risk Management: Work with the relevant stakeholders to identify and mitigate risks related to IT asset management, including risks related to software licensing, compliance, security and financial exposure
- Continual Improvement: Monitor key performance indicators (KPIs) and metrics to assess the effectiveness of ITAM processes and identify opportunities for continual improvement
- Training and Awareness: Oversee the development of training programs and awareness campaigns to educate stakeholders about the importance of ITAM and their roles and responsibilities in the process
- Implementation and Change Management: Work with Organisational Change Management to ensure smooth adoption of ITAM processes and technologies across the organization
- Strategic Planning:
  - Staying informed of the constant changes within the sector in order to be able to make timely adjustments to the changing needs of our business and assets
  - Define vision and objectives of ITAM within YPTO / NMBS and ensure alignment with the organization's overall vision, goals and objectives
IT Asset Manager
- Asset Inventory Management: Liaise with the relevant Asset Owners, Service Owners to ensure the maintenance of up-to-date inventories of IT assets, including hardware, software, licenses, and other related items
- Procurement and Acquisition: Ensure that the roles and responsibilities for the various activities are being carried out as per the process. This includes procurement and acquisition of IT assets, including vendor selection, negotiation, purchasing, and asset receipt and tagging
- Asset Lifecycle Management: Validate that the Asset Owners have the relevant control over the lifecycle of IT assets from acquisition to disposal, including asset tracking, deployment, maintenance, and retirement
- Vendor Management: Verify with finance, vendor management, service owners, service managers and asset managers that
  - ITAM vendors and service providers deliver the relevant quality of services and solutions that meet the organization's needs
  - the relevant contracts, warranties, service levels, and support agreements related to IT assets are in place and are being tracked accordingly
- Compliance and Audit:
  - Conduct regular audits and compliance checks to verify inventory accuracy and to ensure adherence to ITAM policies, procedures, and regulatory requirements like GDPR and NIS (non-exhaustive)
  - Mitigate risks associated with non-compliance, unauthorized software usage, and software audits
  - Collaborate with legal and compliance teams to address licensing issues and ensure adherence to contractual obligations
- Security and Risk Management:
- Ensure that the Asset Owners have adequate security measures and controls in place in order to protect IT assets from loss, theft, unauthorized access, and other security threats are in place
- Financial Management: Ensure that the Asset Owners have adequate systems in place to track and manage the financial aspects of IT assets, including budgeting, forecasting, cost optimization, and asset depreciation
- Reporting and Analysis: Work with the relevant stakeholders to ensure the relevant reports, dashboards are available to Asset Owners to monitor and analyse IT asset usage, performance, costs, and compliance for stakeholders, management, and regulatory purposes
- Documentation: Ensure that documentation related to IT assets, transactions, contracts, and compliance activities are maintained by the relevant stakeholders
- Continual Improvement and Change Management:
  - Solicit feedback from stakeholders and incorporate best practices to optimize asset management operations and continual improvement activities
  - Work with Change Management to ensure smooth adoption of new processes, procedures and tools

Vereisten

Bachelor degree or relevant professional experience
Work experience in IT asset management of minimum 5 years
Thorough knowledge of ITIL /IT4IT. Other methodologies are a plus
In-depth knowledge of IT asset lifecycle, procurement, recycling (carbon footprint) and other related services / activities
Experience with implementing ITAM, from a technical and operational perspective, preferably within ServiceNow
In-depth understanding and experience with Continual Improvements and Service improvements
Ability to work with organisational change management as well as learning and communications teams to prepare training materials and communication plans
Knowledge of ITAM tools (incl MDM tools, autodiscover tools, and sniffing tools)
Experience in a multi-site, multi-VLAN environment
Experience with working with multiple departments and stakeholders within a large organisation
Knowledge of current technologies and tools regarding ITAM
Background as a system engineer is a plus

Soft Skills

Good analytical skills
Able to communicate clearly in NL, FR and ENG
Ability to communicate with various levels of the organisation, from senior management to technical architects and business stakeholders
Experience in organisational change management is a plus

Our offer

Within our open corporate culture, you contribute to the digital transformation of SNCB. You will have a job with social impact and ample opportunity to make your own contribution. In addition to a good work-life balance and a competitive salary, you will receive the following benefits:

the possibility to work + flexible working hours;
35 days of leave;
a company car + a public transport season ticket;
a target bonus;
a comprehensive insurance package (affiliation without own contribution, excl. outpatient costs for family members);

hospitalisation and dental care for the whole family;
outpatient costs (= medical costs separate from hospitalisation);
group insurance: supplementary pension, work disability and death (cafeteria plan);
accidents at work (extra legal);