General Services Officer at Ethiopia Education Initiatives (EEI)

Haile-Manas Academy – General Services Officer Job Offering

Haile-Manas Academy (HMA) is a new, private residential school that provides Ethiopia’s most promising secondary students a world class education. HMA is located in Debre Birhan.

HMA is seeking a General Services Officer (GSO) to be an integral part of its administrative team. Under the general supervision of the Deputy Head of School, the GSO will be a part of the team managing facilities, assets, and procurement, and will manage certain elements of human resources including assisting with supervision of certain support staff and maintaining key employee records.The role requires strong organization, communication and problem-solving skills as well as flexibility to support various departments to maintain safe, efficient, and well-organized environments across campus.

The General Services Officer will work on campus Monday through. The position is open immediately.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Human Resources (in all cases, working closely with relevant department supervisors):

• Recruitment, hiring and onboarding of support staff
  • Assist with the recruitment of school support staff by advertising open jobs, reviewing applications of applicants to match experience with specific job-related requirements and create short lists, and facilitating interviews with viable candidates
  • Coordinate and assist with pre-hire background checks for support staff positions
  • Coordinate follow through with candidates once offer letters have been made, including, once an offer is accepted, obtaining a signed employment contract, before a new employee’s start date
  • Ensure that complete personal files are opened for new employees and that all required documents (academic records, IDs, marriage certificates, TIN, clearance forms from previous employers, employment contracts) are properly filed.
  • Ensure that new employees receive an HMA school ID within one week after successfully completing their probationary period.

Supervision of support staff:

• • As requested, supervise certain support staff (in the areas of kitchen, cleaning, and buildings and grounds) to maintain workplace standards and efficient operations
  • Ensure support staff compliance with health, safety and operational standards within the workplace including adherence to workplace attire requirements and rules regarding safe use of kitchen and maintenance equipment
  • Assist with annual review of support staff as requested and create systems for recording and filing reviews and any follow up actions
  • Assist with organizing and conducting exit interviews for departing staff as appropriate, and prepare and file exit interview reports

Key Recordkeeping

• • Accurately track and record annual, sick, bereavement, and personal leaves for all support staff
  • Report annual leave balances for support staff to department heads and the Deputy Head of School bi-annually.
  • Draft letters as requested by support staff and maintain organized files of all outgoing and incoming correspondence in personnel files.

• Develop, prepare, and maintain routine reports related to support staff as needed.
  • Ensure staff members leaving employment with HMA complete clearance forms, return their school IDs,
  • Ensure that finalized clearance forms of departing employees are filed appropriately
• Campus facilities/asset maintenance and procurement (in all cases working closely with department supervisors):
  • Assist with overseeing the upkeep, cleanliness and maintenance of the campus, helping to develop schedules for and reporting on daily, weekly, and monthly cleaning routines
  • Assist with the maintenance of inventories of campus furniture, equipment and vehicles, including by becoming familiar with dedicated asset management software
  • Assist with the tracking, use and safekeeping of specialized buildings and grounds maintenance equipment
  • Assist with systems for tracking electric, diesel and water consumption and regular reporting thereof
  • Assist the Finance, Procurement and Store/Inventory departments as needed with bulk procurement of food and other supplies as needed

Salary and benefits commensurate with experience.

Haile-Manas Academy is an equal opportunity employer that values diversity in the workforce. All employment is decided on the basis of qualifications, merit and business need.

EDUCATION/EXPERIENCE

Education:

• Bachelor’s degree or equivalent in Management/Administration or related field

Experience:

• A minimum of five years related experience
• Solid expertise in using spreadsheets (Google Sheets/Excel)

PERSONAL REQUIREMENTS

• Embrace the mission, aims and objectives of HMA
• Ability to quickly acquire knowledge of campus policies, procedures, and systems
• Demonstrated ability to exercise judgment, think analytically and problem-solve
• Ability to collaborate with HMA colleagues at all levels
• Strong interpersonal and communication skills in both Amharic and English
• Excellent time management and organization skills, with attention to detail and ability to establish priorities and follow up on multiple issues in a time sensitive manner
• Skilled at information gathering and data management
• Ability to exercise a high degree of professionalism, firmness and discretion
• Unquestionable high personal integrity