PATHFINDER INTERNATIONAL
Job Title: Office Assistant
Location: Uganda
Are you highly organized, hands-on, and passionate about keeping things running smoothly behind the scenes? Pathfinder Uganda is looking for an Office Assistant to join our team! In this pivotal role, you will support daily administrative and operational tasks, ensure a clean and welcoming office environment, and help us maintain the highest standards of professionalism and hospitality. From managing the front desk and coordinating meetings, to supervising cleaning services and handling minor office maintenance — you will be at the heart of our day-to-day operations.
About Us: At Pathfinder International, we are 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. Since 1957, we have partnered with local governments, communities, and health systems in developing countries to remove barriers to critical sexual and reproductive health services. Together, we expand access to contraception, promote healthy pregnancies, save women’s lives, and stop the spread of new HIV infections, wherever the need is most urgent. Our work ensures millions of women, men, and young people are able to choose their own paths forward.
Pathfinder has received funding from the Government of the United Kingdom of Great Britain and Northern Ireland, through the Foreign, Commonwealth & Development Office, FCDO – Kampala, to implement the ‘Empowering Women for Better Reproductive Health Outcomes Programme’ (EMPOWER) from February 2025 to January 2030. EMPOWER will be implemented in 80 districts in Uganda, to strengthen public sector health systems capacity to deliver maternal health services, mentor health workers on family planning and maternal, child health, and generate demand, while tackling myths and misinformation about family planning, and harmful traditional practices and gender norms that deny women agency over their own bodies.
The interventions are aimed to contribute to a reduction in preventable deaths of mothers, babies, and children, and women and girls’ empowerment through choices about whether and when to have children.
Your Impact: 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 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.
What You Bring:
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.
Ready 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.
