About Rural Smiles Foundation

The Rural Smiles Foundation is a community-driven nonprofit organization committed to advancing health and health rights, digital rights and internet freedom, economic empowerment, social inclusion and civic space, and renewable energy in rural communities. Through innovative community programs, civic technology, and strategic partnerships, the Foundation works to strengthen participatory democracy, protect human rights defenders, and improve access to essential services for vulnerable populations.

Position Overview

Rural Smiles Foundation is seeking a motivated and enthusiastic Office Assistant Trainee to join our team for a six-month traineeship program. This opportunity is designed for recent graduates and early-career professionals seeking practical experience in nonprofit administration, office management, project support, and organizational operations.

The successful candidate will support the day-to-day operations of the Foundation while gaining hands-on experience in administrative systems, project coordination, records management, and stakeholder engagement.

Key Responsibilities

Administrative Support

• Assist in maintaining organized physical and electronic filing systems.
• Receive, record, and distribute incoming correspondence and documents.
• Support the preparation of letters, reports, meeting minutes, and other administrative documents.
• Maintain office records and ensure proper document storage and retrieval.

Office Operations

• Welcome and assist visitors, partners, and stakeholders.
• Support management of office supplies and equipment.
• Assist in maintaining a clean, organized, and professional office environment.
• Support scheduling and coordination of meetings and appointments.

Logistics and Event Support

• Assist in organizing workshops, trainings, meetings, and community events.
• Support participant registration and attendance management.
• Prepare meeting materials and logistical arrangements.
• Assist with travel and accommodation arrangements when required.

Project Support

• Provide administrative support to project teams.
• Assist in data entry, documentation, and record-keeping for project activities.
• Support collection and filing of activity reports, attendance sheets, photographs, and other supporting documentation.
• Assist with monitoring and evaluation documentation where required.

Communications and Information Management

• Support organizational communication activities.
• Assist with maintaining contact databases and mailing lists.
• Support document scanning, photocopying, printing, and digital archiving.
• Assist with updating organizational information systems as assigned.

Other Duties

• Perform any other duties assigned by the Executive Director or supervisor in support of the Foundation's mission and operations.

Qualifications and Requirements

Education

Applicants must possess a Diploma or Bachelor's Degree in one of the following fields:

• Business Administration
• Public Administration
• Office and Information Management
• Secretarial Studies
• Records Management
• Information Technology
• Development Studies
• Social Sciences
• Or any related discipline

Skills and Competencies

• Good communication and interpersonal skills.
• Strong organizational and time management abilities.
• Basic proficiency in Microsoft Office, Google Workspace, and internet applications.
• Ability to maintain confidentiality and professionalism.
• Willingness to learn and work in a dynamic nonprofit environment.
• Attention to detail and ability to work both independently and as part of a team.

Added Advantages

• Previous internship, volunteer, or leadership experience.
• Familiarity with NGO or community development work.
• Ability to communicate in English and local languages spoken in Western Uganda.

What You Will Gain

The Office Assistant Trainee will gain practical experience and exposure in:

• Nonprofit management and administration.
• Project implementation and reporting.
• Records and information management.
• Event and logistics coordination.
• Stakeholder engagement and communication.
• Digital systems and office operations.
• Governance and organizational compliance processes.

A Certificate of Completion will be awarded upon successful completion of the traineeship. Outstanding performers may be considered for future opportunities with Rural Smiles Foundation subject to organizational needs and funding availability.

Equal Opportunity

Rural Smiles Foundation is an equal opportunity organization. Women, youth, persons with disabilities, and qualified candidates from diverse backgrounds are strongly encouraged to apply.

How to Apply

Interested candidates should complete the online application form using the apply button.

Applicants should be prepared to upload:

• A Curriculum Vitae (CV);
• Copies of academic qualifications; and
• Contact details of at least two professional or academic referees.

Only shortlisted candidates will be contacted.

Rural Smiles Foundation does not charge any fees at any stage of the recruitment process.