Description

Childcare Worldwide is hiring an Administration Assistant that ensures the effective day-to-day operation of the front office at Childcare Worldwide Uganda. Serving as the first point of contact for visitors, this role plays a key part in representing CW to sponsored children and families, community members, and external inquirers. The Administration Assistant provides logistical and administrative support to the country office team, including records management, communication systems, office event coordination, and stores management, while maintaining a welcoming, safe, and organized front office environment.

Department: Administration

Location: Uganda

Reports To: Finance and Administration Officer

Contract Type: Fixed-term renewable contract

Work Schedule: Full-Time

Application Deadline: Applications will be reviewed on a rolling basis until the position is filled.

Key Responsibilities

Front Office Management

• Welcome and assist a diverse range of visitors, including sponsored children and families, community members, and external inquirers; provide accurate information about CW’s mission and programs as a first point of contact.
• Provide basic interpretation and communication support to assist visitors and staff across local language and English as needed.
• Maintain a welcoming and professional front office atmosphere that reflects CW’s values, mission, and commitment to the community.
• Ensure office security protocols are observed, risks are identified promptly, and appropriate control measures are implemented.
• Ensure CW safeguarding and data protection protocols are consistently observed at the front office, maintaining a safe environment for children, families, and staff.

Logistical and Communication Support to the Country Office

• Maintain a functional office communication system, including phone, email, and internet, ensuring reliable access for staff and timely handling of incoming inquiries.
• Maintain an effective office logistics and inventory management system, ensuring office supplies, meeting supplies, tools and information are made available to staff.
• Support organisation and documentation of general office meetings and other events in the country office calendar (staff trainings, general meetings, etc.).

Stores, Records, Assets and Inventory Management

• Maintain office stores in a sound and secure condition, monitoring inventory levels and tracking items to ensure adequate supply.
• Ensure proper filing of office records: filing, scanning, photocopying of finance records and administration documents.
• Assist with petty cash disbursements in accordance with CW financial policies and under the direction of the Finance and Administration Officer.

Cultural Commitments

• Heartfelt Faith in Jesus Christ: A deep, personal relationship with Jesus that is the foundation for your life and work, guiding your desire to serve children within the loving framework of Christian faith.
• Joyful Spirit: An attitude that reflects the Fruit of the Spirit in every interaction.
• Stewardship Mindset: You handle people, time, resources, and opportunities with wisdom and accountability, treating every responsibility as an act of worship.
• Transparency: You build trust through honest communication, ethical decision-making, and faithful follow-through. You address challenges directly and graciously.
• Relational Excellence: You pursue relationships that reflect the love and grace of Christ—with children, colleagues, donors, and communities. You lead with dignity, compassion, and genuine care.
• Service Driven: A deep-seated desire to help others, motivated by compassion and a commitment to making a difference.
• Trust and Integrity: A successful background check clearance underscoring a commitment to integrity and the safety of our community.

Professional Competencies

• Minimum of a college diploma in administration-related disciplines such as business administration, human resource management, etc.
• Minimum of 1 year experience in administrative, front desk work; prior experience in a child-serving or community-facing organisation is an advantage.
• Commitment to child safeguarding principles; willingness to complete CW’s required safeguarding training upon hire.
• Ability to connect, collaborate and engage confidently at different levels.
• Strong organisational skills with the ability to manage multiple tasks, maintain accurate records, and follow through consistently without close supervision.
• Ability to communicate effectively in English and local language.
• Proficiency in basic computer applications, including word processing, spreadsheets, and email; familiarity with office equipment such as printers, scanners, and photocopiers.

• Welcome and assist a diverse range of visitors, including sponsored children and families, community members, and external inquirers; provide accurate information about CW’s mission and programs as a first point of contact.
• Provide basic interpretation and communication support to assist visitors and staff across local language and English as needed.
• Maintain a welcoming and professional front office atmosphere that reflects CW’s values, mission, and commitment to the community.
• Ensure office security protocols are observed, risks are identified promptly, and appropriate control measures are implemented.
• Ensure CW safeguarding and data protection protocols are consistently observed at the front office, maintaining a safe environment for children, families, and staff.
• Maintain a functional office communication system, including phone, email, and internet, ensuring reliable access for staff and timely handling of incoming inquiries.
• Maintain an effective office logistics and inventory management system, ensuring office supplies, meeting supplies, tools and information are made available to staff.
• Support organisation and documentation of general office meetings and other events in the country office calendar (staff trainings, general meetings, etc.).
• Maintain office stores in a sound and secure condition, monitoring inventory levels and tracking items to ensure adequate supply.
• Ensure proper filing of office records: filing, scanning, photocopying of finance records and administration documents.
• Assist with petty cash disbursements in accordance with CW financial policies and under the direction of the Finance and Administration Officer.

• Ability to connect, collaborate and engage confidently at different levels.
• Strong organisational skills with the ability to manage multiple tasks, maintain accurate records, and follow through consistently without close supervision.
• Ability to communicate effectively in English and local language.
• Proficiency in basic computer applications, including word processing, spreadsheets, and email; familiarity with office equipment such as printers, scanners, and photocopiers.

• Minimum of a college diploma in administration-related disciplines such as business administration, human resource management, etc.
• Minimum of 1 year experience in administrative, front desk work; prior experience in a child-serving or community-facing organisation is an advantage.
• Commitment to child safeguarding principles; willingness to complete CW’s required safeguarding training upon hire.