NGO Administration and Office Support

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DEVELOP AND EXPAND YOUR SKILLS WHILE WORKING AT THE HEART OF AN INTERNATIONAL NGO!

Office & Administration volunteers and interns will receive hands-on experience in running and managing an international NGO, while also having plenty of freedom to directly contribute to the improvement of our administrative practices. Volunteers and interns working within the Office & Administration department are absolutely crucial to our organization and to the success of all our projects.

We currently have four positions within the NGO Administration & Office Support department.

ETIV Office & administration Volunteer/intern

The ETIV Office & Administration Volunteer/Intern will play a crucial role in the day-to-day operations of the organization. The main duties consist of managing correspondence with prospective and incoming volunteers, supporting the Director and Operations Manager in office work, and assisting with marketing, communications and recruitment tasks. The ETIV Office & Administration Volunteer/Intern will also play an important role in the weekly staff meetings and will have the freedom to branch out to other areas in the community or where the NGO could use extra support.

The ETIV Office & Administration Volunteer/Intern will have the opportunity to significantly learn about non-profit administration as well as how to market, recruit and manage a volunteer-led NGO in a developing nation. They will also receive training and support from our Director or Operations Manager, and will be an integral member of the ETIV office team.

Office & Administration Volunteers/Interns are expected to work in the mornings from 9am to 1pm from Monday to Friday, although this schedule can be flexible to suit volunteer needs and aspirations. Portuguese is not a requirement for this role, however we do recommend that all volunteers learn to speak at least basic Portuguese, as not many people in Itacaré speak English.

The Office & Administration position offers volunteers/interns the highest level of responsibility within the volunteer and internships programs offered by our organization. Therefore, they represent a fantastic opportunity to learn about international development and community work while boosting your resume and increasing your competitiveness in a tough job market.

While we offer great support to all our volunteers, interns do receive some extra attention and guidance so they can successfully complete their internship programs and receive university credits for them.

The amount of responsibility and the exact work scope given to the volunteer/intern will depend on their skills, interests and abilities, as well as on the current needs of our organization.

Main Responsibilities

  • Respond to the ETIV e-mails and applications;

  • Correspond with potential and incoming volunteers via email and Skype;

  • Keep our Volunteer Database up to date;

  • Create volunteer contracts and rental agreements for incoming volunteers;

  • Make sure that all incoming volunteers have received, signed and returned all necessary documents and forms;

  • Support and facilitate the work of all our departments;

  • Support any fundraisers or events that we organize;

  • Support volunteer coordination including arrivals, orientations and city tours of Itacaré;

  • To create a manual for incoming NGO administration volunteers and to keep our description updated on our website, especially prior to leaving the position;

  • Correspondence with prospective volunteers prior to their arrival, while also supporting and managing volunteers from the moment they arrive to the time they leave Itacaré;

  • Organize fun cultural and recreational activities with the volunteers;

  • Support community and fundraising events;

  • Support our marketing, recruitment, university outreach and communications work;

  • Support our fundraising work and help us apply for at least one grant and/or organize at least one fundraiser event;

  • Keep our volunteer database, housing calendar, projects calendar and incoming volunteer lists up to date;

  • Support house maintenance and cleaning and gardening schedules;

  • To take on the Volunteer Coordinator responsibilities if there isn't one available at the time;

  • Support the overall work of our Director and Operations Manager.

Requirements

  • Volunteers/interns must be at least 18 years or older;

  • Volunteers interested in office support must make a minimum of 1-month commitment, while volunteers and interns interested in a more advance administration role must commit to at least 3 months;

  • The office support position requires basic Portuguese, while the administration role requires an Intermediate to Advanced Portuguese;

  • Office support volunteers must work 20 hours/week, normally Monday - Friday from 9am to 1pm, while administration volunteers/interns are expected to dedicate 25 hours a week for their work with us;

  • Interest and/or experience in NGO administration;

  • Working knowledge of Microsoft Office and G Suite;

  • All volunteers must agree to and sign our Volunteer Contract before arriving, as well as sign their rental agreement if staying at our Volunteer House.


Volunteer Coordinator

The ETIV Volunteer Coordinator is one of our most advanced positions so it requires a great amount of commitment, dedication and responsibility. The primary tasks include: responding to email inquiries and volunteer applications, managing the volunteer house and office, supporting community events and supervising other volunteers in their projects.

The Volunteer Coordinator fundamental goals will be to help us recruit, manage and support our team of international volunteers. This is a great opportunity to develop your management and leadership skills while making a positive impact!

main responsibilities

  • Respond to email inquiries and volunteer applications;

  • Welcome volunteers upon arrival, organizing their taxi pickups and preparing their bedrooms;

  • Lead volunteer inductions and bike tours of Itacaré;

  • Help volunteers plan and follow through on their goals and commitments;

  • Manage the volunteer house and office, including a cleaning and gardening schedule;

  • Organize fun cultural and recreational activities with the volunteers;

  • Support community events and supervise volunteers in their projects to ensure that their volunteer experience is both challenging and rewarding, and it is making a positive difference to the families and communities here in Itacaré;

  • Conduct midterm interviews and exit interviews with all volunteers to assess their progress and contentment with their work and the NGO;

  • Help create greater structure for all volunteers to be able to work successfully and independently, without anyone micro-managing their work (please note, however, that interns will receive regular supervision and mentorship from our Director or Operations Manager);

  • Help to resolve conflicts and built greater unity and cohesion among and between volunteers;

  • Create a Volunteer Coordinator manual for future volunteers to use and to keep the project description updated on our website, especially just before leaving the position.

REQUIREMENTS

  • Volunteers/interns must be at least 18 years or older;

  • Basic to intermediate Portuguese;

  • Be a motivated self-starter with great leadership, communication and conflict-resolution skills;

  • Minimum of 3 months commitment (ideally 6 months);

  • Strong leadership, social and organizational skills;

  • Working knowledge of Microsoft Office and G Suite;

  • All volunteers must agree to and sign our Volunteer Contract before arriving, as well as sign their rental agreement if staying at our Volunteer House.

Translation and Interpretation

ETIV do Brasil has translating and interpreting positions available for both volunteers/interns visiting Itacaré in-person, and also for those wishing to volunteer virtually. These positions involve both English-Portuguese and Portuguese-English translation. Please note, however, that we do require advanced to native levels in both Portuguese and English.

In-person volunteers/interns will have the opportunity to work closely with all our departments, and they are also expected to offer additional support to any tasks that need extra help. They will work under the supervision of our Director and/or Operations Manager, creating documents for both the local community and our international contacts and partners.

As with any other ETIV volunteer, the in-person volunteers working with translation and interpreting are required to work 20 hours/week. Volunteers interested in a virtual position, however, are only required to work 5 hours a week, and they do NOT have to pay the volunteer contribution.

main responsibilities

  • Translate and/or interpret from English to Portuguese, and vice versa;

  • Support our departments and projects with additional tasks when necessary, when doing an in-person volunteering;

Requirements

  • Volunteers/interns must be at least 18 years or older;

  • In-person volunteers must work at least 20 hours per week, while those volunteering remotely must contribute with at least 5 hours per week;

  • Advanced to Native Portuguese and English skills;

  • Minimum of 1 month commitment;

  • Working knowledge of Microsoft Office and G Suite;

  • All volunteers must agree to and sign our Volunteer Contract before arriving, as well as sign their rental agreement if staying at our Volunteer House.


Fund Development and Grant Writing

We are seeking a Fund Development and Grant Writing Volunteer or Coordinator  to help us diversify our funding sources through a variety of methods. The Volunteer’s roles include: planning and organizing local and online fundraising events, researching and applying for grants, and helping us to find private and business donors. Support and supervision will be provided by the Director and the Operations Manager. Volunteers will be encouraged to utilize their fund development experience in order to develop new and creative ways of fundraising for ETIV.

Volunteers or Interns can also fulfill this position virtually from home, completely free of charge. Besides the tasks listed above, virtual volunteers are also expected to help promote the NGO at home and in local schools, universities and communities. This is an absolutely important position in our organization so volunteers interested in taking this role must be extremely responsible and results-driven.

MAIN RESPONSIBILITIES

  • To plan and organize local and/or online fundraising events;

  • Research and apply for grants;

  • Help us build new partnerships and strategies that may allow us to win more funding;

  • To help us find private and business donors;

  • Help us find new ways to diversity our funding sources;

  • Support us with recruitment of more volunteers;

  • Continue improving upon and updating our fundraising database and grants lists up to date;

  • To develop a better manual for future volunteers to continue the work, and to update our website description, especially just prior to leaving the position.

REQUIREMENTS

  • Volunteers/interns must be at least 18 years or older;

  • In-country volunteers must work at least 4 hours day/20 hours a week, while virtual volunteers must contribute with at least 5 hours per week;

  • Ideally, we want volunteers who can spend at least 3 months with us since this is a crucial positions that demands careful attention and planning over extended periods of time;

  • Knowledge and experience with fundraising, grant writing and event organizing is mandatory;

  • Intermediate to Advanced Portuguese highly desirable;

  • Excellent organization, writing and communication skills;

  • Working knowledge of Microsoft Office and G Suite;

  • All volunteers must agree to and sign our Volunteer Contract before arriving, as well as sign their rental agreement if staying at our Volunteer House.


To apply to any of the positions listed above, please click on the button below.

 
Bernardo Salce