Volunteer Administrative and Records Coordinator

Job Description

REQUIREMENTS

• Experience in administration, records management, office management, or project coordination.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office, Google Workspace, OneDrive, SharePoint, or similar cloud-based systems.
• Ability to maintain confidentiality and handle sensitive information responsibly.
• Strong written communication skills in English.

RESPONSIBILITIES

1. Contract and Agreement Management

• Maintain digital records of all contracts, agreements, and terms of service with teachers, consultants, contractors, volunteers, and partner organizations.
• Track contract start and end dates.
• Maintain a renewal calendar and provide reminders before contracts expire.
• Ensure signed copies are properly filed and accessible.

2. Staff and Volunteer Documentation

• Maintain personnel files for teachers, contractors, consultants, and volunteers.
• Organize documents such as contracts, CVs, identification records (where appropriate), payment agreements, and performance records.
• Ensure documentation is complete and updated regularly.

3. Program Reporting and Records

• Collect and organize monthly reports from teachers, supervisors, and contractors.
• Maintain digital archives of attendance reports, student progress reports, activity reports, photographs, and monitoring documents.
• Ensure reports are stored consistently and can be easily retrieved.

4. Digital Filing System Management

• Establish and maintain a structured filing system using platforms such as Microsoft OneDrive (AAFE prefers this because we have Microsoft 365) or other approved platforms.
• Develop standardized folder structures and naming conventions.
• Ensure documents are backed up and stored securely.
• Maintain version control for important organizational documents.

5. Administrative Support

• Assist with preparing documents for board meetings, audits, grant applications, and donor reports.
• Maintain organizational templates and forms.
• Support document collection and administrative follow-up with team members.

6. Compliance and Record Retention

• Maintain records according to AAFE policies and donor requirements.
• Ensure confidential information is handled appropriately.
• Support the organization in maintaining accurate records for compliance and reporting purposes.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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