Position Title: Admin Assistant
Employer: International Community School Of Addis Ababa
Employment: Full-Time | Permanent
Place of Work: Addis Ababa - Ethiopia
Salary: ETB 109,000 with other benefit packages
Posted date: 3 months ago
Deadline: Submission date is over
Job Summary
The role involves providing administrative, organizational, and logistical support, coordinating projects, assisting with training, managing communications, handling procurement follow-ups, and maintaining records. The position also includes liaising with staff, parents, and service providers, and occasionally covering for other managers when absent.
REPORTS TO: - Facilities & Project Support Director
Responsibilities
- Provide assistance to parents, visitors, employees and students at the school who come to the Facilities and Maintenance Director's office,
- Follow up and regularly update project status on the project google sites and follow up sheets, help to coordinate and manage project tasks and deliverables,
- Record and update building & ground, Capital FIPs, and housing budget line,
- Work with the Facilities & Project Support Director in planning, organizing & facilitating training sessions for ICS outsourced staff members so that they meet ICS standards & protocols.
- Work with the Facilities & Project Support Director in coordinating training sessions and in assisting with Job Rotation plans for the Facilities & Maintenance department staff members,
- Communicate with Direct Reports upon direction of the Facility and Maintenance Director and/or their team members to set appointments and follow-up meetings,
- Compose letters & Memoranda as requested and document and update the facilities and maintenance work section operational manuals, reports, and other work files both in hard copy and on shared folders,
- Assist in preparing and following up foreign and local purchase orders of the work units, and assist in following them up till delivered to the right work section,
- Assist and follow up with facilities and maintenance team and operation manager to support raised housing issues are addressed by the owner to the tenants' satisfaction level,
- Assist Facilities & Projects support Director to prepare a work/project plan and report,
- Follow up with an outside service provider of the critical assets like elevators and generators to ensure that they provide the service as per the agreement,
- Regularly update housing data on google site by working with the Operations Manager,
- Assist Facilities & Projects support Director to ensure planned preventive maintenance of equipment and facilities are done as per the work schedule,
- Work with property and material management section to follow up and update the stock items of the work unit is added, ordered, and replenished regularly,
- Follow up with the Facilities and Maintenance team to ensure annual performance evaluation is conducted and submitted to the HR office,
- Work on behalf of the Operation Manager when the Operation Manager is absent also work on behalf of the MHD coordinator when the MHD coordinator is absent,
- Assist Facilities and Maintenance department as needed
Qualifications:
- Bachelor’s degree in Secretarial Science, Office Management, or Social Science.
- Preferred experience and skill: project management and/or facilities management
- Minimum of 5 years of relevant experience.
Skills & Requirements:
- Excellent spoken and written English.
- Strong interpersonal, organizational, and communication skills.
- Ability to multitask, work independently, and meet deadlines.
- Proficiency in computer use and office management.
- Strong customer service orientation, attention to detail, and problem-solving skills.
- Knowledge of project management and willingness to collaborate across departments.
