IT Manager

Department: Operations

Location: Luxembourg

Description

As IT Manager for Luxembourg, reporting to the Head of Operations in Luxembourg, you will play a key role in ensuring compliance with cybersecurity and data protection regulations while supporting governance, risk management, and security best practices.

Responsibilities include overseeing Luxembourg-specific IT operations, managing device and network lifecycles, and coordinating employee onboarding and offboarding. The role also involves providing helpdesk support, delivering staff training, and collaborating on disaster recovery and business continuity planning. Additionally, the position requires ensuring IT systems and processes align with regulatory requirements, enforcing local IT policies, overseeing and monitoring IT outsourcing arrangements, managing the IT budget, and maintaining relationships with external suppliers. A strong focus on team management and professional development is essential to ensure efficient IT operations.


Key Responsibilities

Luxembourg IT Management:
· Oversee Luxembourg IT Operations: Ensure that all IT activities within the Luxembourg office run smoothly and efficiently, aligning with global standards and policies.
· Oversee and Monitor IT Outsourcing Arrangements: Ensure proper monitoring of IT outsourcing arrangements, including monitoring of set KPIs and redesign and definition of KPIs where needed.
· Ensure Regulatory Requirements: Ensure IT systems and processes align with regulatory requirements, including NIS2, GDPR, ISO 27001, and DORA.
· Audits and Risk Assessments: Support audits, risk assessments, and policy development to maintain compliance.
· Due Diligence Questionnaires (DDQs): Manage and respond to client and prospect Due Diligence Questionnaires (DDQs), ensuring accurate and timely responses related to IT security and compliance.
· Tech Representative: Provide technical expertise during client pitches, effectively communicating complex technical information to both non-technical and technical stakeholders.

Onboarding and Offboarding:
· Joiners Coordination: Manage the process of integrating new employees into the Luxembourg network and office, ensuring they receive all necessary hardware (e.g., laptops, monitors) and profiles set up according to company policies.
· Leavers Coordination: Ensure a seamless offboarding process for departing employees, including the collection and deactivation of hardware and profiles in compliance with security policies.

IT Device and Network Management:
· Device Management: Oversee the lifecycle management of IT devices, including procurement, deployment, maintenance, and retirement of hardware such as laptops, desktops, and mobile devices.
· Network Set-Up: Ensure the internal network within the Luxembourg office, including Wi-Fi, Ethernet, and VPN services, is configured and maintained to provide reliable and secure connectivity.
· Peripheral Management: Manage and maintain peripherals such as printers, video conferencing systems, and other office IT equipment.
· Asset Register: Maintain a detailed and up-to-date register of all IT assets within the Luxembourg office, ensuring accurate tracking and accountability.

Helpdesk Staff Training and Support:
· Training Sessions: Develop and deliver training programs on various IT topics, such as cybersecurity, software usage, and best practices, to enhance user efficiency and compliance.
· Helpdesk Management: Supervise a team of up to three IT professionals responsible for managing helpdesk tickets, providing timely and effective support to resolve technical issues.

System Developers Staff Training and Support:
· Development Management: Supervise a team of up to three IT professionals responsible for the development and maintenance of in-house supporting tools.
· Ensure Development Best Practices: Establish and enforce coding standards, code reviews, version control processes, and testing strategies to maintain high-quality, scalable, and maintainable code.
· Maintain Comprehensive Documentation: Implement efficient project management practices, improve developer productivity through automation and tooling, and foster a collaborative environment through regular team syncs and knowledge-sharing sessions.

Collaboration with Global IT:
· Data Breach Investigation: Work closely with the global IT team to investigate any data breaches affecting the Luxembourg IT network, ensuring swift identification, containment, and resolution of security incidents.
· Incident Management: Work closely with the global IT team to manage incidents. Develop and implement local incident response plans in line with global policies to address data breaches and other security threats, including reporting to local and EU regulators (e.g. CSSF, CNPD)

Disaster Recovers and Business Continuity:
· Disaster Recovery plan: Manage and maintain the IT Disaster Recovery Plan for the Luxembourg office, ensuring alignment with the internal Business Continuity Group.
· Business Continuity Collaboration: Collaborate with the Business Continuity Group to ensure IT preparedness for potential disruptions, conducting regular tests and updates to the disaster recovery plan.

Policy and Budget Management:
· Local IT Policy: Oversee the development and implementation of local IT policies, ensuring compliance with global standards while addressing specific needs of the Luxembourg office.
· Budget Management: Manage the local IT budget, including forecasting, monitoring expenditures, and ensuring cost-effective use of resources, with guidance from the global IT department.
Supplier Management:
· External IT Suppliers: Manage relationships with external IT suppliers that provide services to the Luxembourg office, ensuring service levels meet organisational requirements and negotiating contracts as needed.

Team Management:
· Direct Support Supervision: Conduct weekly one-on-one meetings with direct reports to provide guidance, support, and performance feedback.
· Team Development: Foster an environment of apprenticeship and professional development within the team, encouraging continuous learning and skill enhancement.

Skills, Knowledge and Expertise

• Proven experience in managing IT departments, preferably within a CSSF supervised entity;
• Strong understanding of local IT policies and global IT standards;
• Excellent project management skills with strong ability to develop and oversee work plans;
• Excellent organisational and coordination skills, particularly in onboarding and offboarding processes;
• Strong understanding of and experience in Microsoft 365;
• Proficiency in managing IT devices, internal networks, and maintaining detailed asset registers;
• Ability to conduct effective staff training and improve IT user compliance;
• Experience in investigating data breaches and managing IT disaster recovery plans;
• Strong budget management and policy implementation skills;
• Ability to manage external suppliers and ensure the quality of IT services; and

Leadership skills to manage and develop a small team of IT professionals



Preferred attributes

• Proactive problem-solving approach;
• Strong communication skills;
• Strong knowledge of Luxembourg regulatory framework related to ICT sector
• Ability to work collaboratively with global IT teams and internal departments; and
• Detail-oriented with a focus on maintaining high standards of IT operations.