Group Administrator: Asset, Configuration and Service Catalogue Management (Durban North) at Aspen Pharma Group

JOB PURPOSE:

• Operational role in the Digital Technology team. The Group Administrator: Asset, Configuration & Service Catalogue Management is responsible for ensuring the accuracy, completeness, and governance of Aspen’s IT Asset Management, Configuration Management (CMDB), and Service Catalogue. The role supports the broader ITSM operating model by maintaining trusted configuration data, controlling asset lifecycle practices, enabling standardized service offerings, and improving service delivery performance across Aspen’s group entities. This role is critical to ensuring audit readiness, cost transparency, service standardization, change impact clarity, and operational resilience.

KEY PERFROMANCE AREAS:

IT Asset Management (ITAM) Administration & Governance

• Administer Aspen’s asset lifecycle processes for hardware, software, cloud subscriptions, and end-user devices, from procurement to disposal.
• Maintain accurate asset records: ownership, location, warranty, status, assignment, cost center, contract/licensing details.
• Coordinate with Procurement, Finance, Cybersecurity and Support teams to ensure:
• compliant purchasing and onboarding of assets,
• controlled movements and transfers across group entities,
• timely refresh/replacement and secure disposal.
• Support software compliance activities including entitlement tracking, license optimization, and audit preparation (internal/external).
• Produce regular asset reports (aging, utilization, warranty expirations, lifecycle risk, spend visibility).

Configuration Management & CMDB Administration

• Operate and maintain the CMDB to ensure configuration items (CIs) are:
• correctly classified,
• consistently named and structured,
• linked through relationship mapping (e.g., service → application → server → network dependency).
• Define and enforce CI lifecycle states, ownership model, and CI data quality standards.
• Perform CMDB data quality activities:
• completeness checks,
• duplicate remediation,
• reconciliation with discovery tools, endpoint management platforms, and procurement systems.
• Support Change and Incident processes by ensuring impact analysis and service dependency mapping are accurate.
• Facilitate periodic CMDB reviews with domain owners (Infrastructure, Network, Apps, Security, Cloud).

Service Catalogue Management

• Maintain and continuously improve Aspen’s Service Catalogue, ensuring all services are:
• clearly defined with scope, eligibility, and dependencies,
• aligned to service owners and support groups,
• mapped to SLAs/OLAs and request fulfilment workflows,
• standardized across Aspen’s group entities where appropriate.
• Work with stakeholders to create new service entries and retire outdated services.
• Ensure service request forms are user-friendly and optimized for:
• self-service,
• automation,
• consistent approvals and fulfilment steps.
• Support the development and upkeep of service descriptions, costs (where required), and knowledge articles linked to catalogue items.

Controls, Compliance & Audit Readiness

• Maintain evidence and documentation supporting compliance requirements (e.g., asset inventories, disposals, access logs, license baselines).
• Support internal audits and IT governance assessments by providing trusted reporting and process compliance evidence.
• Ensure alignment to Aspen’s policies for security classification, data protection, and asset handling.

Reporting, Dashboards & Continuous Improvement

• Develop and maintain dashboards and reports for leadership and operational teams including:
• CMDB quality score (completeness, accuracy, timeliness),
• asset compliance posture and lifecycle health,
• catalogue adoption and request success rates,
• top service requests and automation opportunities.
• Drive continuous improvements by identifying gaps, recommending enhancements, and supporting implementation of tooling and process changes.
• Promote “shift-left” by linking catalogue items to knowledge and self-help guidance.

Stakeholder & Cross-Functional Collaboration

• Partner with helpdesk, Infrastructure, Applications, Security, Procurement, and Finance teams to ensure integrated outcomes.
• Coordinate with group entities to align processes while respecting local operational needs.
• Support vendor engagement for asset registers, warranty services, discovery tooling, or contract/licensing management.

Requirements

• Bachelor’s degree in computer science, Information Technology or similar (or equivalent experience)
• ITIL v4 Foundation (required)
• 3–5 years in IT operations / ITSM administration roles, with direct exposure to:
• IT Asset Management,
• CMDB / Configuration Management,
• Service Catalogue / Request Management.
• Experience using ITSM platforms (E.g. ServiceNow, BMC, Jira Service Management, ManageEngine, etc),
• Familiarity with discovery and endpoint tools (e.g., SCCM/MECM, Intune, Tanium, Lansweeper or equivalent) is advantageous.