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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.

How To Apply

Application Procedure
Interested candidates who meet the minimum requirements are invited to submit their applications to hr@icsaddis.org no later than December 7, 2025.

Please do not include copies of transcripts, academic degrees, or letters of recommendation with your application. These documents will be requested at a later stage, if necessary.