African Diaspora United, Inc. dba African Diaspora United for Development (ADUD) is undertaking an organization-wide relaunch that includes updating and organizing programs, governance documents, policies, operating procedures, partnership materials, communications, funding documents, and implementation plans.
ADUD is also establishing an Executive Volunteer Documentation & Project Support Coordinator position within the Office of the President/CEO to provide ongoing document control, quality assurance, project tracking, version management, and administrative follow-up.
This work has created a growing volume of interconnected documents moving simultaneously through drafting, revision, leadership review, Board or committee review, approval, and implementation. ADUD needs a stronger, centralized system for tracking document status, versions, outstanding decisions, reviewer comments, supporting attachments, deadlines, and final approved copies.
We have begun addressing these needs internally through document review, file organization, trackers, and working drafts. However, the relaunch is moving across multiple functional areas at once, and Executive Office capacity is limited. Without a consistent document-control and project-tracking structure, there is a risk of duplicated work, outdated versions, unresolved comments, missed follow-ups, and approved decisions becoming disconnected from implementation.
We are seeking pro bono support from an experienced project-management, operations, documentation, or administrative-systems professional who can help us turn the current body of work into an organized and sustainable system.
The consultant will not be asked to redesign ADUD's strategy or make organizational decisions. The need is to create the operational structure that helps authorized decisions and documents move reliably from draft to review, approval, finalization, and implementation.
By the end of the project, ADUD will have a practical, repeatable documentation and project-tracking system that the Executive Office and future staff or volunteers can access and maintain seemlessly.
The pro bono consultant will work with ADUD leadership POC to assess the current document flow, create or refine:
- A master relaunch document register identifying key documents, owners, status, review stage, approval requirements, and next actions.
- A document status and approval tracker covering drafting, internal review, leadership review, Board or committee review where applicable, approval, finalization, and implementation.
- A standardized file-naming and version-control system.
- An outstanding-actions and follow-up register showing responsible parties, deadlines, dependencies, and unresolved items.
- A document decision log recording significant decisions, approval dates, responsible authorities, and resulting final versions.
- Quality-control checklists for major governance, program, policy, operational, and administrative documents.
- Standard templates for project status reporting, meeting minutes, board docs and review or approval packets.
- A folder archival structure for active, approved, and superseded documents.
- A written workflow or SOP explaining how ADUD manages documents from initial draft through final approval and implementation.
The completed system should be sufficiently documented and practical for ADUD's Executive Volunteer Documentation & Project Support Coordinator, Executive Office, and future authorized personnel to operate and maintain after the pro bono engagement concludes.
Success will mean that ADUD leadership can quickly determine what documents exist, which versions are current, what requires action or approval, what records-management system and controls are in place, who is responsible for each item, and what should happen next—while leaving behind a practical, sustainable system that can be maintained
