External Relations Officer

  • Mid-level, Full-time staff position
  • Posted on 11 November 2023

Job Description

Job Summary

Purpose: Provide high-level administrative assistance to the External Relations Team, which is the team responsible for all communications and fundraising efforts in support of Action Against Hunger’s mission.

Engagement: Engages with both internal and external stakeholders, including senior staff, executives, and organizational leadership, to support the efforts of the External Relations team.

Delivery: High-level administrative assistance and internal communications for the External Relations Director and team.

Essential Job Duties

(Define main functions/roles and then define the specific/key job duties in each of them).

Budget

  • Support and coordinate annual revenue and expense budget processes
  • Serve as lead for all payments, invoices, and expenses
  • Coordinate the signature process for contracts, payment requests
  • Coordinate procurement processes
  • Manage related intranet pages, archives, and tracking forms
  • Run queries and basic reports from CRM

Administration

  • Act as primary scheduler for all team-wide meetings, activities
  • Schedule quarterly board committee meetings and bi-annual Advisory Council meetings
  • Manage the calendar for the Director
  • Support travel planning for the Director, as needed.
  • Coordinate timesheet signatures and submissions
  • Other activities, as assigned.

Donor Stewardship

  • Coordinate subaward process
  • Serve as lead for charitable state registration filings
  • Coordinate third-party annual validations with Charity Navigator, GuideStar, BBB, etc.
  • Coordinate donor correspondence for the CEO, Director, and other members of ET as needed.
  • Support special event execution and participation as needed
  • Provide CRM data entry support as needed.
  • Support the signature process for the Director on grant agreements, acknowledgment letters, and other correspondence.
  • Other duties as required

Working Conditions, Travel and Environment

  • The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required by contact with the missions, mission security, or other obligations.
  • Must be able to travel as required for standard domestic and international business travel as well as to the missions if appropriate. While visiting the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well is to infectious diseases.

Gender Equality Commitments & Zero Tolerance to Abuse

  • Foster an environment that reinforces values of people of all genders equal access to information.
  • Provide a work environment where people of all genders must be evaluated and promoted based on their skills and performance.
  • Promote a safe, secure, and respectful environment for all stakeholders, particularly for children, beneficiaries, and members of staff.
  • Help to prevent any type of abuse including workplace harassment and sexual abuse and exploitation.
  • Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion, race, color, ancestry, national origin, age, or marital status.
  • Value and respect all cultures.

Required Qualifications

  • Bachelor’s degree
  • 3-5 years experience in a related role

Required Skills & Experience

  • Ability to provide high-level administrative assistance to the External Relations Team. The ideal candidate should be a very motivated self-starter who will carry out duties in a well-organized and timely manner.
  • Experience working with senior staff, executives, and organizational leadership.
  • Excellent written and verbal communication skills.
  • Attention to detail and problem-solving skills.
  • Discretion and experience handling sensitive/confidential information is a must, and possessing high emotional intelligence.
  • Familiarity with Microsoft and Adobe products, as well as CRM software.
  • Sense of humor and ability to keep cool when under pressure.
  • Experience working in a nonprofit setting or with organizations focused on food security is a plus but not required.
We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender identity, ancestry, sexual orientation, national origin, age, handicap, disability, marital status, or status as a veteran. ACF-USA complies with all applicable laws governing nondiscrimination in employment.

About the Organization

Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in over 40 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages operations in the Horn and East Africa countries including but not limited to Kenya, South Sudan, Tanzania, Uganda, Haiti, Somalia, Ethiopia and Zambia. Action Against Hunger-USA has over $100 million in programs, and approximately 1,800 permanent staff based in New York City, Washington D.C, Nairobi, and country offices. Additional growth is anticipated.

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