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| Medical Teams Uganda |
Front Office & Facilities – Graduate Intern Job Post
Location: Jobs in Uganda 2025 - 2026
Work Hours: Full-time, 08 hours per day
Salary:
UGX
No. of vacancies: 01
Deadline: May 29 2026
Hiring Organization: Medical Teams Uganda
Job Details:
JOB SUMMARY
The Front Office & Facilities Assistant contributes to the calling of Medical Teams International by serving as the first point of contact for all visitors, guests, and callers at the Kampala country office. Reporting directly to the Operations & Security Coordinator, this role supports front office operations by maintaining a professional, welcoming, and secure reception environment, managing correspondence flow, coordinating visitor access, and providing administrative and Logistics support to the front office function in alignment with MTI’s operational and security protocols.
JOB RESPONSIBILITIES
Reception & Visitor Management
- Serve as the primary point of contact at the front desk, providing excellent customer service to all visitors, guests in a professional and welcoming manner.
- In liaison with Security receive, screen, and direct visitors to appropriate staff..
- Notify relevant staff of visitor arrivals promptly and coordinate meeting scheduling, venue, and access upon request.
- Maintain a tidy, organized, and professional reception area at all times.
Telephone & Communication Management
- Operate the front office telephone system; answer, screen, and route all incoming calls professionally and efficiently.
- Take and relay accurate messages in a timely manner to ensure no communication is missed.
- Respond to general inquiries about the organization and direct complex queries to the appropriate department or staff member.
Mail & Correspondence Handling
- Receive, log, sort, and prioritize all incoming correspondence – physical mail, courier deliveries, and general office communications.
- Ensure timely delivery of correspondence to the appropriate office, staff member, or department and follow up as required.
- Prepare outgoing mail and coordinate with courier services as needed while ensuring logging/referencing for ease of tracking.
Access Control & Security Support
- Monitor access to the front office area in accordance with MTI’s security procedures, escalating any unauthorized access or security concerns to the Operations & Security Coordinator immediately.
- Ensure all visitors have been properly signed in, issued visitor badges (where applicable), and are accompanied within the premises as per security protocols.
- Support implementation of daily office opening and closing procedures, including checking that the reception area is secured at end of day.
- Report any maintenance needs, safety hazards, or facility concerns at the front entrance or reception area to the Operations & Security Coordinator.
International Visitor Support
- Assist the Operations & Security Coordinator in logistical preparations for international visitors, including communication of arrival details, reception coordination, and support with orientation to the Kampala office.
- Provide basic in-country information and directional support to visiting staff, partners, and guests as needed.
Administrative Support
- Supervise office cleaners and ensure cleanliness of the premises
- Perform general front office administrative duties including photocopying, filing, and organizing documents.
- Prepare and submit purchase requisitions for front office supplies; maintain adequate stock levels of reception consumables.
- Assist in event and meeting logistics coordination from a front office perspective, including boardroom bookings, visitor coordination, and communication.
- Assist with scheduling and coordination tasks as directed by the Operations & Security Coordinator.
- Perform additional duties as assigned by the Operations & Security Coordinator.
Qualifications
EDUCATION, LICENSES & CERTIFICATIONS
Required:
- University Degree in Business Administration, Public Relations, Communications, or a related discipline.
- Certificate or short-course training in customer service, front office management, or records management.
EXPERIENCE
Not mandatory
KNOWLEDGE, SKILLS & ABILITIES
Knowledge
- Knowledge of front office procedures, reception protocols, and visitor management best practices.
- Working knowledge of Microsoft Office Suite (Word, Excel, Outlook) and communication platforms (Teams, WhatsApp).
- Basic understanding of organizational security and access control principles.
Skills
- Skilled in reception-based activities and professional telephone etiquette.
- Strong interpersonal and communication skills, with excellent written and spoken English.
- Highly organized with strong attention to detail.
- Skilled in document management and records filing, including electronic records.
- Skilled in Microsoft Office applications: Word, Excel, Outlook, and Teams.
Abilities
- Commitment to Medical Teams International’s Calling Statement and Core Values.
- Ability to present a professional, courteous, and welcoming demeanor at all times.
- Ability to provide prompt, high-quality service to visitors and callers.
- Ability to maintain confidentiality of sensitive organizational and personnel information.
- Ability to remain calm and exercise good judgment under pressure or in security-sensitive situations.
- Ability to work collaboratively with the Operations & Security Coordinator and cross-functional teams.
- Ability to quickly adapt to changing priorities and office procedures.
Application procedure
CLICK HERE TO APPLY
Date Posted: 2026-05-25
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