Position Type
Volunteer (Remote)
Reports To
Founder & Executive Director and/or Managing Director
Purpose of the Role
The Volunteer Administrative and Records Coordinator will support AAFE by organizing, maintaining, and tracking organizational records, contracts, reports, and key administrative documents. The volunteer will help establish and maintain efficient digital filing systems to ensure that important information is secure, accessible, and up to date.
Key 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.
Expected Deliverables
- Organized digital filing system.
- Updated contract tracking spreadsheet.
- Monthly records and reporting dashboard.
- Document inventory and filing guide.
- Contract renewal reminders.
- Archived and accessible reports from teachers, supervisors, and contractors.
Qualifications
- 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.
- This isn't an entry-level position and we are looking for someone who has 10-15 years of experience
Time Commitment
Approximately 3–5 hours per week, flexible schedule.
Duration
Minimum commitment of six months or longer.
Benefits to the Volunteer
- Opportunity to contribute to educational access for children and girls in Afghanistan.
- Experience supporting an international nonprofit organization.
- Reference letter upon successful completion of volunteer service.
- Participation in relevant volunteer training and learning opportunities.
- Possible employment, when funding allows.
Success Indicators
- 100% of active contracts are organized and tracked.
- Monthly reports filed within one week of receipt.
- Digital records maintained in a consistent and searchable system.
- Contract renewals are identified at least 30 days before expiration.
- Board and management documents accessible when needed.
Pay: $1.00 per hour
Application Question(s):
- Please provide a brief statement of interest.
Work Location: Remote
