Application deadline: Applications will be reviewed on a rolling basis, and discussions may commence as applications are received. Recruitment will close no later than 5 August 2026 and may close earlier if a suitable candidate is identified. Early applications are strongly encouraged.
1. Organisational Context
ChildFund Sport for Development partners to use sport as a powerful tool to create positive social impact that supports children and young people to play, learn and lead. Rugby is our most advanced sporting relationship and ChildFund Rugby is World Rugby’s global Social Impact Partner , a multi-year partnership that builds on previous partnerships across five consecutive Rugby World Cup events.
ChildFund Rugby ’s partners use Pass It Back, a set of integrated rugby and life skills learning products, so that children and young people in vulnerable situations have opportunities to develop critical social and emotional skills, overcome challenges, inspire positive social change and take leadership roles in their lives.
ChildFund Sport for Development is delivering an ambitious Business Plan involving a large and growing network of stakeholders, including:
- Delivery and funding partners.
- Existing and prospective high-net-worth supporters.
- Ambassadors and athletes.
- World Rugby and rugby union stakeholders.
- Community Coaches and leaders.
- Corporate partners and prospects.
- ChildFund Alliance members.
Event participants, suppliers and other supporters.
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As ChildFund Sport for Development’s activities and stakeholder network grow, disciplined coordination is needed to ensure that meetings, communications, events and agreed actions are planned, delivered and followed through.
Co-Directors and other senior representatives will remain the principal representatives of ChildFund Sport for Development. The Social Impact Administrator will support them through executive communications and stakeholder coordination, helping ensure these relationships are managed in a timely, informed, consistent and effective manner.
2. Purpose
The purpose of this Consultancy is to provide high-quality executive administration, stakeholder communications and delivery coordination that supports ChildFund Sport for Development to implement its Business Plan.
The Social Impact Administrator will:
- Coordinate schedules, meetings, communications and follow-up actions.
- Maintain reliable systems for managing stakeholder information and commitments.
- Draft and prepare communications for review and approval.
- Support structured engagement with donors, ambassadors, partners and other priority stakeholders.
- Coordinate administrative requirements for upcoming events and stakeholder activities.
Track agreed actions and deadlines, follow up with responsible team members, and keep the Co-Directors informed of delays or decisions required. Provide Co-Directors with clear visibility of upcoming priorities, outstanding actions and delivery risks.
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This is a hands-on execution and coordination role. It requires strong judgement, discretion, written communication skills and consistent follow-through in a complex, multi-context operating environment.
3. Scope of Responsibilities
A. Executive and operational coordination
- Manage the Co-Directors’ schedules, appointments, travel and internal and external meeting arrangements;
- Prepare agendas, briefing materials and relevant stakeholder information;
- Record key decisions and actions, and coordinate timely follow-up;
- Identify upcoming deadlines, scheduling conflicts and information requirements;
- Coordinate event plans, invitations, guest lists, RSVPs, logistics and briefing materials;
Provide event-day administrative support where required and track post-event follow-up.
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B. Stakeholder engagement and communications
- Maintain accurate records of stakeholder relationships, interactions, commitments and next steps;
- Support structured engagement across a diverse network of priority stakeholders;
- Maintain donor prospect pipeline, ensuring relationship ownership, engagement stages, next actions, target dates and relevant relationship information remain current;
- Coordinate regular portfolio reviews and provide clear visibility of relationship progress, upcoming priorities, outstanding actions and prospective commitments;
- Maintain a forward engagement schedule and prompt relationship owners when communication, acknowledgement, follow-up or decisions are required;
- Prepare stakeholder profiles and help identify opportunities to activate motivated and well-connected network members;
- Monitor relevant correspondence and draft emails, invitations, acknowledgements, updates, briefings and WhatsApp content for approval;
- Coordinate regular communications across priority stakeholder groups, including required inputs, approvals, distribution and follow-up;
Proofread materials and maintain approved templates, contact groups and communication records.
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The role will support an active and consistent communications rhythm, often preparing content for designated representatives to send. The Co-Directors and other designated representatives will remain the owners and principal face of priority relationships. Strategic, sensitive and relationship-critical communications will be approved by the relevant Co-Director.
C. Business Plan delivery and activation readiness
- Maintain central schedules and trackers for Business Plan actions, deadlines and commitments;
- Maintain a central pipeline of relevant funding opportunities and grant deadlines, recording requirements, responsible team members, decisions and next steps;
- Coordinate proposal timelines, required inputs, internal reviews, approvals and funder communications, escalating gaps or delays that could affect submission;
- Coordinate readiness planning across global rugby partners so agreed opportunities can be activated promptly when funding is secured;
- Track required budgets, plans, agreements, supporting documents, decisions and partner inputs;
- Maintain a clear view of activation readiness for each union partnership, including outstanding requirements, dependencies and risks;
- Draft partner updates, requests and guidance for team review and distribution;
- Follow up with colleagues, unions and other contributors and escalate overdue actions, gaps and risks;
Prepare concise progress updates and maintain accessible records of key decisions and documents.
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The role is responsible for coordination, documentation, visibility and follow-through. Technical delivery decisions, budget approval and specialist deliverables remain the responsibility of the relevant team member or provider.
4. Management and Reporting Arrangements
The Social Impact Administrator will report to the ChildFund Rugby Co-Directors.
The role will work closely with ChildFund Rugby team members, ChildFund Alliance colleagues, consultants, partners and external stakeholders.
Working arrangements, priorities and approval thresholds will be agreed at commencement and reviewed regularly.
5. Confidentiality
All discussions and documents relating to this ToR will be treated as confidential by the parties. The role will have access to confidential organisational, personal, donor and stakeholder information.
The successful applicant must:
- Maintain strict confidentiality;
- Use information only for authorised purposes;
- Store and share records through approved systems;
- Comply with applicable privacy, data-protection and organisational requirements;
Immediately report any actual or suspected loss, disclosure or misuse of information.
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6. Child Safeguarding
The Consultant will be required to comply with and sign a Code of Conduct that outlines safeguarding and prevention of sexual exploitation, abuse, and harassment obligations. The Consultant will also be required to complete relevant background and/or criminal history checks.
7. Counter-Terrorism
ChildFund acknowledges its obligation under the Australian laws relating to counter-terrorism. In order to meet its obligation, the Consultant will be reviewed against the Department of Foreign Affairs and Trade (DFAT) and National Security Australia lists at the onset of any financial relationship.
8. Acknowledgement and Disclaimer
ChildFund, its Board, and staff make no express or implied representation or warranty as to the currency, reliability, or completeness of the information contained in this ToR. Nothing in this ToR should be construed to give rise to any contractual obligations or rights, expressed or implied, by the issue of this ToR. No contract would be created until a formal written contract is executed between ChildFund and a selected Consultant.
9. Requirements
A. Qualifications & Experience
The successful applicant will demonstrate:
- Experience in executive support, stakeholder coordination, communications or a comparable role;
- Excellent written English and the ability to turn background information into clear, audience-appropriate communications;
- Strong organisation, attention to detail and confidence managing multiple priorities and deadlines;
- Sound judgement when handling sensitive information and seeking approval;
- Confidence using email, calendars, shared documents, spreadsheets, contact-management systems and project management platforms;
A proactive, professional and dependable approach, with consistent follow-through.
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Experience working with donors, senior stakeholders, sporting bodies, international development organisations or stakeholder events will be highly regarded.
B. Success Criteria
Success will be demonstrated by:
- Priorities, deadlines, risks and required actions being clearly visible and followed through;
- Stakeholder communications being relevant, accurate and progressed on time;
- Stakeholder records, commitments and next steps being current and useful;
- Donor prospect pipeline is current, actively used and provides clear visibility of relationship ownership, progress and next actions.
- Funding opportunities and grant deadlines are visible, assigned and progressed through agreed review and approval processes;
- Meetings and events being well prepared and consistently followed up;
The coordination burden on the Co-Directors being reduced.
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10. Role Boundaries
The role is responsible for coordination, documentation, visibility and follow-through. Fundraising strategy, technical proposal content, delivery decisions, budget development and approval, and other specialist deliverables remain the responsibility of the relevant team member or provider.
11. Other Information
Location: Remote, predominantly on SE Asia time with flexibility required
Employment type: Consultancy Contract
Working arrangements: The consultancy may be structured on a substantial part-time or full-time basis. The agreed level of effort and working pattern will reflect the successful applicant’s availability, experience and the organisation’s requirements.
Reports to: ChildFund Rugby Co-Directors
12. Application Instructions
Please apply through this link, completing all requested fields and sharing a cover letter that responds to this ToR.
Applicants should submit:
- A current CV;
- A cover letter outlining relevant experience;
- Examples of executive coordination, stakeholder communications or comparable responsibilities;
- Proposed daily rate;
Availability, preferred working arrangement and proposed number of days per month.
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Shortlisted applicants may be asked to complete a practical exercise involving meeting coordination, action tracking or drafting a stakeholder communication.
Applications will be reviewed on a rolling basis, and discussions may commence as applications are received. Recruitment will close no later than 5 August 2026 and may close earlier if a suitable candidate is identified. Early applications are strongly encouraged.
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In line with ChildFund’s values, diversity of people and ideas is critical to our work and success. We strive for a team culture that is welcoming, inclusive, and supportive. ChildFund is an Equal Employment Opportunity (EEO) employer and strongly encourages people from all backgrounds, abilities, and identities to apply for vacancies.
For applications from businesses, we encourage those headed by women and people with disabilities, as well as those active in promoting inclusion in the workplace, to apply.
