VOLUNTEER TERMS OF REFERENCE

Job Description Elements Item details, description and context

Job Title VOLUNTEER ADMIN SUPPORT – DATABASE

Volunteer Assignment The Volunteer Admin Support is an individual who assists with correspondence,
Description encodes, keeps records, prints, and photocopies, and carries out similar
administrative tasks in the office.

Purpose/ Objective The prime purpose of this placement is to have a person who will help with the
administrative concerns of the Volunteer Service Office, especially with a
Database Specialist. The Volunteer Admin Support will provide administrative
support to the Volunteer Services Officers by ensuring that administrative and
logical concerns are addressed in the best interests of VS, its volunteers, partners,
and beneficiaries.
Tasks and Deliverables The office administrator’s tasks are the following:
1. Provide secretarial, administrative, and logistical support to the VS staff,
especially the Database Officer.
2. Count, gather, and analyze volunteer data from the mapping list and 3W
of the volunteer.
3. Gather and analyze Volunteer Recruitment data from the chapter’s
recruitment database.
4. Encode and prepare information from the database to the VS database.
5. Assist the volunteer service staff in doing call verification for the RC143
Volunteers in the chapters and community.
6. Approves online requests of individuals in our Online Volunteer
Registration.
7. Encode and report weekly/monthly the approved volunteers and submit it
to the assigned VS staff.
8. Encode information to the One Volunteer Database for data sheets
forwarded by the chapter to VS.
9. Assist in the entry of data and document management as requested by other
staff.
10. Assist as technical persons during training and workshops.

This is a 3-month maximum volunteer placement, renewable.

Time Commitment
Volunteering The Volunteer Admin Support is expected to report and be prepared to work at the
Work Schedule set times. The PRC VS office has a standard workweek of Monday to Friday. S/he
will be reporting daily at a set time, i.e., from 8:00 a.m. to 5:00 pm. The volunteer
will have a maximum reporting day of five (5) days. With weekends as day off.

Training and Skill Since this job requires administrative skills, the volunteer is shall undergo
Development orientation to the basic processes that his/her work is asking. He or she may join
training, workshops, or seminars that may improve her administrative skill,
resource development, and the like, though such training is optional.
Supervision The Volunteer works together and or coordinates with the different officers of the
office but is under the supervision of the Data Management Specialist and
indirectly reports to the Volunteer Engagement Officer. S/he is answerable to the
Volunteer Manager and may be required to do reports of the task assigned to
him/her.

Volunteer Administrative Support - Database | Volunteer Terms of Reference 1

 Authority and Since this is a volunteering position, the Volunteer Admin Support has the capacity
Decision Making to organize and prioritize his/her time according to the tasks and responsibilities
given to him/her. Since her main responsibility is to assist the officers in officer
procedural tasks her authority and decision making is therefore limited to such.

Reporting Structure The Volunteer Admin Support reports directly to the Data Management Specialist
and is under the supervision of the Volunteer Engagement Officer.

Supporting Policies This placement will be bound by the Volunteer Information Profile and this job
description. This placement will be governed, administered by and will apply and
follow all standard operating policies and procedures, practices, guidelines, and
code of conduct found in the manual of operations and all other regulations,
memos, and directives promulgated by PRC which may have an effect to his office
or the volunteer placement.
Working Conditions Most of the time, the Office Administrator works in the VS office on the 9th floor
of the NHQ. S/he is given her own worktable and computer. She has access to all
the properties, facilities, and equipment of the office and will be responsible for
the conservation and care of such properties and goods.

Benefits The following are the benefits of this placement:

• Daily allowance of PHP 300.00
• Meals and snacks may be given if available.
• Attending training seminars and workshops if any.
• Certificate upon completion or end of contract of the volunteer placement.
I have read and agreed to these Volunteer Terms of Reference as outlined above. This document is binding in
honor only, is not intended to be a legally binding contract between us and may be canceled at any time at the
discretion of either party. Neither of us intends any employment relationship to be created either now or at any
time in the future.

Conformed:

____________________________________ ____________________
RC143 Volunteer Date and Place

Noted by:
ADIOTOR DE LARA
____________________________________ ____________________
VS Staff / Database Specialist Date and Place

PETER MILES SOLLESTA

____________________________________ ____________________
VS Staff / Volunteer Engagement Officer Date and Place

RODERIC M. SALVE
____________________________________ ____________________
Manager / Volunteer Service Date and Place

NB: Kindly furnished in duplicates. 1. Volunteer’s Copy 2. Volunteer Service’s Office Copy

Volunteer Administrative Support - Database | Volunteer Terms of Reference 2