Job Title: Office Assistant (No Experience Jobs)
Organisation: Pathfinder International
Duty Station: Kampala, Uganda
About US:
Pathfinder International is driven by the conviction that all people, regardless of where they live, have the right to decide whether and when to have children, to exist free from fear and stigma, and to lead the lives they choose. As a global health organization with locally led, community-driven programs, we support women to make their own reproductive health decisions. We work with local partners to advance contraceptive services, comprehensive abortion care, and young people’s sexual and reproductive rights in communities around the world—including those affected by poverty, conflict, climate change, and natural disasters. Taken together, our programs enable millions of people to choose their own paths forward.
Job Summary: As an Office Assistant, you will work closely with the Administration and Operations Officer to maintain a well-organized, professional, and welcoming office environment. You will support general administrative duties arising from daily operations, such as messaging services, office cleaning and orderliness, kitchen upkeep, and assisting staff with meeting arrangements, photocopying, binding, dispatches, and other office-related tasks. Reporting directly to the Administration and Operations Officer, you will provide administrative and operational support to ensure the smooth execution of daily office activities.
Key Duties and Responsibilities:
Front Desk Management and Reception Area Oversight:
- Receive and assist visitors, ensuring a professional and welcoming reception area.
- Answer direct phone calls, take messages, and handle inquiries.
- Maintain visitor logs and ensure security procedures are followed.
- Receive and distribute mail, packages, and deliveries.
- Keep the reception area tidy and presentable.
Office Cleaning and Orderliness:
- Supervise the cleaning of office floors, walls, doors, windows, ventilations, and lavatory areas.
- supervise disposal of garbage while adhering to infection control protocols.
- Ensure that office furniture, computers, and other equipment as cleaned and dusted at all times.
- Supervise cleaning company employees to ensure high-quality cleaning services.
Meeting and Conference Room Preparation:
- Set up conference rooms, ensuring cleanliness and proper arrangement of furniture.
- Arrange meeting materials such as pens, papers, and refreshments.
- Clear and clean up rooms after meetings.
Kitchen and Refreshment Management :
- Clean kitchen areas and maintain hygienic conditions.
- Ensure proper handling, serving, and storage of tea, water, and food for staff and visitors.
- Maintain an inventory of utensils and report any breakages or losses.
- Ensure office water dispensers are adequately supplied and functioning properly.
Waste Disposal and External Service Supervision:
- Ensure timely garbage collection and disposal in coordination with contracted collectors.
- Supervise garbage collectors and report any contract breaches.
- Supervise slashing of the compound and minor office repairs by external contractors
Office Security and Premises Monitoring:
- Monitor the performance of security personnel deployed at the office premises.
- Conduct regular patrols and report any unusual activities.
- Take custody of unattended office property to ensure its safety.
- Support timely opening and closing of office premises.
Office Maintenance and Minor Repairs:
- Inspect plumbing, drainage, sewerage, electrical fittings, and other installations.
- Conduct minor repairs such as tightening screws, fixing taps, and minor painting tasks.
- Report any major maintenance needs to the Administration Officer.
Clerical and Administrative Support:
- Assist with document scanning, photocopying, printing, and binding while maintaining confidentiality.
- Support administrative functions as required, including document dispatch and retrieval.
- Provide general support as directed by the Administration Officer
Stores Management:
- Receive equipment and supplies, take stock records and reports, issue supplies, initiate purchase requests for store items.
- Receipt of procured goods, track movement/distribution
- Manage the dispatch of stores items.
Qualifications, Skills and Experience:
- Degree in Office, Secretarial or Administration Management. OR
- Diploma qualification in front office management or its equivalent.
- Minimum of three years’ relevant work experience preferably in switchboard management
- Excellent interpersonal and communication skills and ability to relate to people of diverse backgrounds
- Prior experience in office assistance, reception, cleaning, maintenance, or a similar role preferred.
- Ability to work well with others
- Ability to represent Pathfinder to visitors
- knowledge of basic computer applications such as Microsoft Word, Excel and others
- Basic knowledge of office equipment operation (e.g., photocopiers, printers).
- Good organizational and multitasking skills.
- Strong communication and interpersonal skills.
- Ability to maintain confidentiality and demonstrate professionalism.
Why You’ll Love Working with Us:
- Join an innovative, forward-thinking organization that values your growth and ideas.
- Work within a supportive, collaborative environment.
- Make a meaningful impact on our office administration and operations
- Enjoy a competitive salary and comprehensive benefits package.
- Benefit from the opportunity for global engagement.
How to Apply:
If you are passionate about financial functions and are eager to make a difference, we would love to hear from you! Please submit your resume and a cover letter detailing your experience and why you are the ideal candidate for this role via this website no later than May 25th, 2025. You are also requested to include the contact details for at least 3 references in your resume.
Deadline: 25th May 2025