Under the supervision of Facilities and Project Support Director, the incumbent is responsible for providing a full range of administrative, organizational and logistical services to the department assigned in order to support them in their day to- day work and to help organize mid-term and long term planning, supporting the team and the department as whole as deem necessary.

REPORTING RELATIONSHIPS

Reports to: Facilities & Projects Support Director

DUTIES AND RESPONSIBILITIES   

• Provide assistance to parents, visitors, employees and students of 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 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 generator to ensure that they provide the service as per the agreement, 

• Regularly update housing data on the google site by closely 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

Job Requirements

QUALIFICATIONS REQUIRED

●      Degree in Secretarial Science & Office Management/Social Science with at least five (5) years relevant experience

ABILITIES AND SKILLS REQUIRED

• Proven high proficiency in both spoken and written English language

• Ability to work in multiple disciplines and work under pressure of deadlines

• Ability to work with minimal supervision

• Outstanding interpersonal, relational and communication skills

• Proficient computer skills

• Strong customer service skills

• Sound and efficient office management skills

• Desire to be proactive and create a positive experience for others.

• Strong attention to detail and problem-solving skills.

• Ability and desire to work in collaboration with different departments

• Willingness to embody ICS learner profile

• Understanding and appreciation of the academic and operational aspects of the school.

• Understanding project management 

How to Apply

SALARY: As per ICS salary scale.

 Interested candidates fulfilling the minimum requirements are invited to send their applications to hr@icsaddis.org until 14 February 2022.

 Note: copies of transcripts, academic degrees or recommendation letters should not be included with your application. You will provide the documents upon request. 

 Child Protection – Safe Recruitment Practices

 As part of our recruitment practices at our school, employees are required to possess and validate appropriate qualifications for all positions.  For all potential hires, we communicate directly with previous references to ensure due diligence within the recruitment process. Once at school, ICS has a professional code of conduct, including Child Protection training reviewed with employees and signed annually.