Terms of Reference Administrative Assistant

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Terms of Reference


(Part-time short-term Contractor)

Position Administrative Assistant, UAF A&P
Reports to Sister Funds Coordinator
Status Part-time Contractor (32 hours/fortnight) – April 2022-March 2023
Location Remote work space, but candidate to be ideally based in Latin America
Salary USD100 daily rate


About the Urgent Action Funds

The Urgent Action Funds (the Sister Funds) is a global sisterhood of four independent funds (Urgent Action Fund –Africa; Urgent Action Fund –Asia and Pacific; Urgent Action Fund –Latin America and the Caribbean; Urgent Action Fund for Women’s Human Rights) each dedicated to strengthening the resilience and security of women human rights defenders and their organizations and movements. The Sister Funds have a twenty-year track record in the successful provision of rapid response security and protection support to WHRDS, maintaining an average response of just 24-72 hours and making urgent support accessible via online, secure, simple applications that are available in multiple languages 24 hours/7 days/365 days each year. The Rapid Response Grantmaking model is a unique funding model that allows urgent and timely financial response to women’s rights organizations for strategic, unanticipated and urgent interventions that advance women’s rights or protect the lives of women human rights defenders who often find themselves targeted for their activism. The Sister Funds also implement alliance building and advocacy initiatives in collaboration with other human rights organizations including ground-breaking initiatives, research and publications; provide women with tools needed for strategic engagements and policy advocacy and to encourage knowledge and information sharing in critical areas affecting women’s rights. The Sister Funds, together, weave a global network of support to women’s human rights struggles everywhere.

Our values

1. Power sharing, Interdependence and Co-responsibility

We are sisters that work to develop trust, share power, co-create and share responsibility of our sisterhood and our work together.  As an interdependent sisterhood, we recognize the importance of both shared decision-making grounded in a shared vision and honoring each sister’s power and autonomy.

2. Working with a Soul

Our sisterhood honors our shared humanity, love, and solidarity.  We prioritize care and wellness as a political act and the embodiment of these principles.  Working with a soul commits to tending care to how we work as much as the results of our work. We care for and love ourselves and each other.

3. Celebrate, Respect and Value Diversity

Our sisterhood is designed to celebrate and value our differences -- region, language, political and cultural context. It is these very differences that are our strength. Our sisterhood sees these differences as essential to our work.  We value the knowledge and approaches that each sister offers the sisterhood.

4. Collective Visioning and Experimentation

Our sisterhood was born to respond to urgent needs with a bold vision, resilience and courage.  Learning, action, and experimentation are all critical components of our collective practice as we work to change ourselves as well as the work we do together.

Position description

As the Sisterhood enters a new phase of deepened collaboration, we are seeking a part-time contractor that will provide administrative support to enable the Consultants, Working Groups and the Sister Funds Coordinator to effectively and efficiently collaborate with each other.

Core Responsibilities:

Scheduling Meetings and Note-taking

  • Scheduling and setting up virtual and in-person meetings for the Working Groups (Leadership and Governance, Coms, MEL), Sister Funds Coordinator, and Consultants (if requested). This would include sending out doodle polls, coordinating with the Executive Support teams at each Fund, setting up Zoom meetings, and sending calendar invites.
  • Serve as key contact for any scheduling requests with the leadership team
  • General calendar management
  • Note-taking and transcription

Organizational Tasks

  • Storing and information on our shared cloud storage (Nextcloud)
  • Updating and maintaining databases (e.g. donor database, consultant database, staff directory, image directory)
  • Updating spreadsheets and other data entry tasks
  • Creating filing systems
  • Write and revise file storage operations processes (as needed)
  • Creating email templates
  • Administrative support for contract management, including following up on invoice payments for vendors and Consultants
  • Support the delivery of good data management practices  (e.g. data security, privacy)

Event Management

  • Event coordination (virtual and in-person), specifically researching and coordinating with vendors
  • Provide logistical support, including travel management for the team, if needed
  • Translation (Spanish)
  • Translate key documents such as meeting agenda and notes from English to Spanish and vice-versa
  • Provide interpretation at meetings, if required (we do have a pool of professional interpreters we work with for our meetings)

Layout/graphic Design

  • Layout and simple graphic design for e-newsletters and Coordinator Updates, as needed

Who we are looking for

Core Capacities:

  • Works highly collaboratively to secure input from and coordinate the efforts of multiple stakeholders, including internal team members and external contractors
  • Works with attention to detail and sensitivity to confidential information
  • Enjoys forming new relationships and values processes and relationships
  • Enjoys working with diverse individuals and groups
  • Proactive problem-solving abilities: a highly driven, energetic, detailed person that has the ability to wear a number of different hats
  • An active listener – able to listen attentively, understand what are being said and retain information for note-taking
  • Has strong time management skills and can re-adjust priorities as needed
  • Excellent communication skills

Qualifications, Experience and Requirements:

  • Proficient in both Spanish and English
  • Based in a time zone different from Australia/Asia, with preference for those based in Latin America
  • Experience with basic data management concepts (via database, Excel, other)
  • Experience with administrative tasks
  • Experience and proven track record working on busy, diverse and regional/global projects
  • Experience in the non-profit sector, gender justice, human rights, and/or related movements would be ideal

We seek a person who:

  • Is committed to self and collective care
  • Able to thrive in a remote working environment
  • Works collaboratively, has excellent interpersonal skills, is self-motivated and has a proven track record of strong ability for teamwork
  • Align with our sisterhood vision, mission and values and practices
  • Must have the ability to work effectively and flexibly in a fast-paced, virtual, multicultural and multi-time zone environment.
  • Have strong capacity for adopting and working with new technologies and software

Job specifics

This position is part-time contractor work (32 hours/fortnight) from April 2022-March 2023.

How to apply

Interested candidates may send their updated résumé and a cover letter explaining their suitability and interest in this position, and relevant references (at least two), including at least one reference who has been their supervisor, on or before March 25, 2022 to adanlog@uafanp.org. Only shortlisted candidates will be informed by March 31. Interviews will be conducted remotely in the succeeding week.

We will do our best to communicate with all applicants in a timely manner on the status of their application throughout the recruitment and answer any questions applicants may have. We appreciate your patience and understanding as we navigate this important process.