Admin Assistant – International Community School of Addis Ababa (ICS)

Admin Assistant – International Community School of Addis Ababa (ICS)

📍 Location: Addis Ababa (Office-based)
🕒 Employment Type: Full-time
📌 Career Level: Mid-Level (3–5 years)
👥 Number of Positions: 1
⏳ Application Deadline: December 7, 2025
💰 Monthly Gross Salary: ETB 109,000 + benefits

Job Summary

The International Community School of Addis Ababa (ICS) is seeking a proactive and organized Admin Assistant to provide high-level administrative, organizational, and logistical support to the Facilities & Project Support Director. The role involves coordinating projects, handling procurement follow-ups, maintaining records, supporting training programs, communicating with stakeholders, and providing support across departments when required.

Key Responsibilities

• Welcome and support parents, visitors, employees, and students visiting the Director’s office.
• Track and update project progress on Google Sites and project follow-up sheets.
• Maintain budget records for buildings, grounds, and capital FIPs.
• Support planning and facilitation of training sessions for outsourced staff.
• Assist with job rotation programs for Facilities & Maintenance staff.
• Schedule meetings and follow-ups with direct reports under the Director’s guidance.
• Draft memoranda, letters, operational manuals, reports, and documentation.
• Assist in preparation and follow-up of local and foreign purchase orders until delivery.
• Coordinate housing issue resolutions between tenants and property owners.
• Support the development of project plans, work schedules, and reporting.
• Follow up with external service providers (elevators, generators, etc.) to ensure service compliance.
• Update housing information on Google Sites in coordination with the Operations Manager.
• Ensure implementation of preventive maintenance schedules.
• Update and follow up on stock items with the property and material management team.
• Track and follow up on annual performance evaluations of the Facilities & Maintenance team.
• Provide coverage for the Operations Manager and MHD Coordinator during absences.
• Provide general support to the Facilities & Maintenance Department as assigned.

Required Qualifications

• Bachelor’s Degree in Secretarial Science, Office Management, Social Science, or related field.
• Minimum 5 years of relevant work experience.
• Preferred: Experience in project management or facilities management.

Required Skills

• Excellent spoken and written English communication skills.
• Strong organizational, interpersonal, and multitasking abilities.
• Ability to work independently, prioritize tasks, and meet deadlines.
• Proficiency in Microsoft Word, Excel, Access, Publisher, Outlook & PowerPoint.
• Customer-service mindset with attention to detail and problem-solving skills.
• Willingness to collaborate across departments and participate in project-based work.

How to Apply

Qualified applicants who meet the above requirements are invited to submit their application to:

📧 hr@icsaddis.org
🗓 Deadline: December 7, 2025

❗ Please do NOT include transcripts, academic degrees, or recommendation letters at this stage. These will be requested later if needed.