| Detail | For this role |
|---|---|
| Department | NGO and Social Sector |
| Level | Entry level |
| Reports to | Programme Manager |
| Direct reports | None |
| Experience | 1 to 4 years in volunteer or event coordination |
Volunteer Coordinator job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Volunteer Coordinator
Department: NGO and Social Sector
Reports to: Programme Manager
Location: [City], [office, branch or site]
About the role
A Volunteer Coordinator recruits, places and manages the volunteers who support an NGO's work. They plan volunteer needs, run recruitment and induction, match people to tasks, keep them engaged, and recognise their contribution. The role reports to the Programme Manager or Communications Manager. A good volunteer coordinator keeps a reliable pool of active volunteers, matches them to real needs, and makes volunteering a good enough experience that people stay and bring others.
Key responsibilities
- Plan the organisation's volunteer needs with programme and event teams.
- Recruit volunteers through campaigns, colleges, corporates and community networks.
- Screen and induct volunteers and brief them on roles, safety and conduct.
- Match volunteers to tasks that fit their skills, time and interest.
- Coordinate volunteer schedules and attendance for activities and events.
- Keep volunteers engaged with updates, support and clear tasks.
- Recognise and thank volunteers regularly and celebrate their contribution publicly.
- Maintain the volunteer database with skills, availability and history.
- Handle volunteer queries and feedback and address any conduct issues fairly.
- Report on volunteer numbers, hours and impact to the manager.
Requirements
- Graduate in any stream, social work an advantage
- Experience in coordination or events
- Comfort with outreach and people
- 1 to 4 years in volunteer or event coordination
KRAs and KPIs for a Volunteer Coordinator
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Active volunteers | Active volunteer pool kept at or above the target through the year |
| Placement | Volunteer roles filled for activities and events on time |
| Retention | Volunteer retention meeting the annual target |
| Engagement | Volunteer satisfaction from feedback at or above the target |
| Database | Volunteer records kept accurate with skills and availability current |
| Recognition | Recognition activities run to the volunteer calendar |
Skills and tools
Tools used day to day: Volunteer database, MS Excel, Email and messaging tools, Social media, Scheduling tools.
Reporting line and career path
Next roles: Programme Coordinator, Communications Manager, Community Engagement Manager
Interview questions for a Volunteer Coordinator
- How do you recruit volunteers for a large event on short notice?
- How do you match a volunteer to the right task?
- How do you keep volunteers engaged so they come back?
- How do you handle a volunteer who is unreliable or behaves poorly?
- How do you recognise volunteers in a way that means something to them?
- Tell me about a volunteer programme or drive you ran and its result.
Managing a Volunteer Coordinator in ZeniaHR
Hire and manage your NGO and social sector team in one place
Post the role, onboard the new hire, and track attendance, leave and KRAs in ZeniaHR. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
What does a volunteer coordinator do?
A volunteer coordinator recruits, places and manages the volunteers who support an NGO. They plan volunteer needs, run recruitment and induction, match people to tasks, coordinate schedules, keep volunteers engaged, and recognise their contribution. They keep a reliable pool of active volunteers matched to real needs and make volunteering a good experience so people stay.
What skills does a volunteer coordinator need?
A volunteer coordinator needs strong people skills, recruitment and outreach ability, and good organisation for scheduling and matching volunteers to tasks. Clear communication, engagement and recognition keep volunteers motivated. Managing a database, coordinating events and handling conduct issues fairly are also part of the role. Warmth and reliability matter as much as process.
What qualifications do you need to be a volunteer coordinator?
Most volunteer coordinators are graduates in any stream, and a social work background or experience in events and coordination helps. Employers look for comfort with outreach and people, good organisation, and clear communication. The role suits someone who enjoys working with a wide range of people and can keep many volunteers engaged and organised.