POSITION: Admin Assistant

REPORTS TO: – Facilities & Project Support Director

MONTHLY GROSS SALARY- ETB 109,000 with other benefit packages

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.

DUTIES AND 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.