UG - Front Office & Facilities - Graduate Intern job at Medical Teams International

Overview

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.

PHYSICAL CONDITIONS & WORK ENVIRONMENT

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of personal computers, databases and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and people of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally, ascends/descends stairs, steps, or ladder depending on the role.
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee may occasionally lift and/or move heavy items
• Seldom to occasionally position oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

NOTE:

1. The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities and skills are also subject to change based on the changing needs of the job, department or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.
2. Medical Teams International is an equal opportunity employer and DOES NOT at any stage of the recruitment process (application, Shortlisting, interview meeting, processing, reference verification, training) request candidates to make payments of any kind. Further, Medical Teams International Uganda DOES NOT retain any agent to conduct recruitments on behalf of the organization. Please note that under NO circumstances shall Medical Teams International Uganda be held liable or responsible for any claims, losses, damages, expenses or other inconvenience resulting from or in any way connected to the actions of fraudsters and other false agents.
3. Medical Teams International is committed to safeguarding children, young people and vulnerable adults, and expects all employees and volunteers to share the same commitment. We believe every stakeholder and every member of the communities we work with has the right to be protected from all forms of harm, abuse, neglect, harassment, and exploitation - regardless of age, race, religion, and gender, status as an individual with a disability or ethnic origin. Therefore, our recruitment process includes extensive reference and background checks, self-disclosure of prior issues regarding sexual or other misconduct and criminal records and our values are a part of our Performance Management System

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

• 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.

• 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.