EXECUTIVE VOLUNTEER DOCUMENTATION & PROJECT SUPPORT COORDINATOR

Location: Remote; Washington, D.C.–Maryland–Virginia candidates preferred but not required

Commitment: Approximately 5–8 hours per week

Initial Term: 90 days, with the possibility of renewal by mutual agreement

Reporting: Office of the President/CEO — President/CEO

Status: Unpaid volunteer position

ABOUT ADUD

African Diaspora United, Inc. doing Business as African Diaspora United for Development (ADUD) is a U.S.-based, non-partisan, 501(c)(3) nonprofit organization founded in 2014.

ADUD works with African and African diaspora communities, professionals, volunteers, businesses, institutions, government entities, and development partners to strengthen communities, expand opportunity, support sustainable development, and advance meaningful engagement among the United States, Africa, and the global African diaspora.

ADUD's work is guided by its H.E.L.P. values and action framework, which describes how the organization acts:

• Helping
• Educating, Encouraging & Empowering
• Leading Impactful Initiatives
• Promoting Philanthropy and Unity

Through these actions, ADUD seeks to contribute to its U.P.L.I.F.T. outcomes: Unity, Preeminence, Leadership, Impact, Fellowship, and Transformation.

ADUD is currently undertaking an organization-wide relaunch and strengthening process that includes reviewing, updating, organizing, and implementing programs, governance instruments, operating procedures, policies, communications, digital systems, funding materials, partnership frameworks, and implementation plans.

POSITION PURPOSE

ADUD is seeking a highly organized and detail-oriented Volunteer Documentation & Project Support Coordinator to support the Executive Office in maintaining the quality, organization, tracking, and progression of documents and related action items produced during ADUD's relaunch and ongoing organizational development.

This is a practical documentation, coordination, project-support, and quality-control role.

The volunteer will help ensure that draft documents are reviewed, corrected, formatted, properly identified, version-controlled, tracked through the appropriate review process, and moved toward approval or implementation.

The position is not responsible for independently developing ADUD strategy, approving policies, or making organizational decisions. Rather, the Coordinator will help ensure that the documentation supporting those decisions is accurate, organized, accessible, traceable, and moved forward in a timely manner.

The ideal volunteer enjoys bringing structure to complex projects, working with detailed documents, maintaining trackers and records, following up diplomatically on outstanding actions, and helping ensure that important decisions, revisions, and supporting materials do not become lost between drafting and final approval.

PRIMARY RESPONSIBILITIES

1. Proofread documents for grammar, spelling, punctuation, consistency, clarity, and readability.
2. Review document formatting, headings, numbering, tables, footnotes, references, attachments, and overall document structure.
3. Compare revised drafts and identify material changes, inconsistencies, omissions, or unresolved comments.
4. Consolidate comments, edits, and corrections received from multiple reviewers into organized review materials.
5. Maintain a master document-development, review, approval, and implementation tracker.
6. Maintain document indexes, version histories, revision records, decision logs, and related administrative records.
7. Organize documents within designated ADUD systems and folders using established naming, filing, and version-control conventions.
8. Prepare clean review copies, approval copies, Board or leadership review packets, and final document packages as assigned.
9. Track the status of documents through stages such as drafting, internal review, leadership review, Board or committee review where applicable, approval, finalization, and implementation.
10. Follow up respectfully with assigned reviewers, contributors, or responsible parties concerning outstanding comments, documents, approvals, or action items.
11. Record meeting decisions, action items, responsible parties, dependencies, and due dates when assigned.
12. Maintain an outstanding-actions register and assist with identifying overdue or unresolved items.
13. Prepare concise weekly documentation and project-status summaries for the Executive Office.
14. Identify missing attachments, schedules, exhibits, references, signatures, approvals, or other supporting materials.
15. Assist with converting approved documents into consistent ADUD-branded formats using approved templates and document conventions.
16. Help prepare files for archiving and maintain organized records of approved and superseded versions.
17. Support limited cross-functional administrative coordination with ADUD programs, governance, finance, communications, human resources, partnerships, and other organizational functions when required.
18. Protect confidential, privileged, personnel, financial, governance, strategic, and other organizational information entrusted to the role.

INITIAL PRIORITIES AND DELIVERABLES

During the initial 90-day term, priorities may include development or maintenance of the following:

1. A master ADUD relaunch and organizational-development document register.
2. A document status, review, approval, and implementation tracker.
3. A consistent file-naming and version-control system.
4. A consolidated outstanding-actions and follow-up register.
5. A recurring document-production and project-status report.
6. Quality-control checklists for major ADUD governance, programmatic, operational, and administrative documents.
7. Organized review and approval packets for designated governance, program, policy, operational, or strategic documents.
8. A document decision log showing significant decisions, responsible authorities, dates, and resulting approved versions.
9. A structured archive or index of finalized documents and superseded versions.
10. Recommendations for improving routine document flow, tracking, and administrative coordination based on observed operational needs.

Final deliverables will depend on organizational priorities during the volunteer's term.

QUALIFICATIONS

1. Strong proofreading, editing, and written-communication skills.
2. Excellent attention to detail and an ability to identify inconsistencies, omissions, and formatting problems.
3. Strong organizational and administrative coordination skills.
4. Experience using Microsoft Word and Excel; familiarity with SharePoint, Microsoft 365, Google Workspace, or comparable document-management and collaboration systems is beneficial.
5. Experience maintaining trackers, project files, meeting notes, administrative records, document registers, or comparable organizational materials.
6. Ability to compare multiple versions of detailed documents and identify substantive or formatting differences.
7. Strong follow-through and the ability to respectfully remind colleagues, reviewers, and volunteers of deadlines and outstanding actions.
8. Ability to manage multiple documents and assignments at different stages of completion.
9. Ability to follow established instructions, templates, approval processes, naming conventions, and document standards.
10. Sound judgment regarding confidentiality and responsible information handling.
11. Ability to work independently in a remote environment while maintaining regular communication with an assigned supervisor.
12. Interest in nonprofit development, African and African diaspora engagement, international development, community development, organizational strengthening, public service, or related fields.

Experience in nonprofit administration, executive support, project coordination, document control, editing, compliance, governance support, records management, or administrative operations is beneficial but not required.

A candidate does not need to meet every preferred qualification to be considered.

ROLE BOUNDARIES

The Volunteer Documentation & Project Support Coordinator will not:

1. Provide legal, tax, accounting, audit, or other professional opinions on behalf of ADUD.
2. Approve policies, contracts, budgets, governance instruments, programs, or organizational decisions on behalf of ADUD.
3. Independently establish or communicate official ADUD positions.
4. Sign documents or make commitments on behalf of ADUD unless separately and expressly authorized.
5. Receive unrestricted access to ADUD banking systems, federal registrations, financial accounts, administrator credentials, or other systems unrelated to assigned responsibilities.
6. Replace or exercise the authority of ADUD's Board of Trustees, officers, President/CEO, Executive Bureau, committees, or other authorized leadership.
7. Distribute confidential, privileged, personnel, financial, governance, or otherwise restricted materials outside approved ADUD systems or authorized recipients.
8. Independently alter approved documents or final organizational records without authorization.

SUPERVISION AND SUPPORT

The Volunteer Documentation & Project Support Coordinator will serve within ADUD's Executive Office and report to the Office of the President/CEO.

Day-to-day supervision may be provided by the President/CEO or delegated to a designated Executive Office lead responsible for organizational relaunch, documentation, governance coordination, project support, or administrative operations.

The volunteer may work with members of ADUD's program, governance, finance, communications, human resources, partnership, and other functional teams as necessary to complete assigned work. Such coordination does not alter the position's Executive Office reporting line.

ADUD will provide, as applicable:

1. Organizational priorities and assigned work plans.
2. Approved document templates and formatting conventions.
3. File-naming, storage, and version-control procedures.
4. Access to the documents and systems reasonably necessary to complete assigned responsibilities.
5. Scheduled supervisory check-ins.
6. Guidance concerning document sensitivity, confidentiality, and approval requirements.
7. Feedback on completed assignments and priorities for subsequent work.

WHY THIS ROLE MATTERS

ADUD's relaunch and continued organizational development involve numerous interconnected documents, decisions, reviews, approvals, and implementation activities.

Strong programs and strategies cannot be implemented effectively if their supporting documentation is incomplete, inconsistent, difficult to locate, improperly versioned, or stalled in review.

The Documentation & Project Support Coordinator will help create the administrative discipline necessary to move ADUD's work from drafting to review, from review to decision, and from decision toward implementation.

By strengthening document quality, version control, status visibility, action tracking, and follow-up, the volunteer will also enable ADUD leadership and program personnel to devote more of their time to substantive program development, funding, partnerships, stakeholder engagement, governance, and implementation.

STUDENT SERVICE LEARNING AND VOLUNTEER CREDIT

ADUD is an approved Student Service Learning (SSL) organization.

Qualified participants in this volunteer opportunity may earn verified SSL hours for eligible service completed with ADUD.

ADUD records and validates completed service hours, signs applicable verification forms, and may provide an official service-confirmation letter upon satisfactory completion of qualifying service.

ADUD may also verify eligible service completed toward school, college, university, scholarship, civic-engagement, community-service, internship, or other recognized volunteer-credit requirements, subject to the requirements of the applicable institution or program.

Volunteers seeking SSL hours or another form of service credit must notify ADUD when beginning their assignment and provide any required forms, instructions, supervisor requirements, and submission deadlines.

Credit verification is based on documented hours actually completed, satisfactory performance, completion of assigned responsibilities, and compliance with ADUD's applicable volunteer policies and procedures.

HOW TO APPLY

Interested candidates should submit the following to hr@adud.org:

1. A short statement describing their interest in the Volunteer Documentation & Project Support Coordinator position.
2. A current resume and, if available, LinkedIn profile.
3. Their approximate weekly availability.
4. A brief description or example of comparable experience involving proofreading, document control, administrative coordination, records management, project support, or similar work.
5. Confirmation that they can commit approximately 5–8 hours per week during the initial 90-day term.
6. An indication of whether SSL hours or another form of school, academic, civic, or volunteer-service credit will be requested and, if applicable, the name of the school, institution, or sponsoring program.

This is an unpaid volunteer opportunity.