Action Against Hunger is a global leader creating a future where every life is well nourished. We innovate to prevent malnutrition and respond to hunger hotspots, working in 59 countries and reaching more than 21 million people each year. Together, we are promoting resilience and working to end hunger for everyone, for good.

Action Against Hunger USA is part of the Action Against Hunger International network. As an independent NGO, Action Against Hunger USA currently manages operations in eight countries: Kenya, South Sudan, Somalia, Tanzania, Uganda, Ethiopia, Zambia, and Haiti.

I. Job Summary

The Institutional Development Associate will support the Institutional Development Team in its fundraising efforts from institutional donors (corporations, private foundations, government and global entities). The Institutional Development Associate will effectively work with all parts of the organization including human resources, finance, compliance, and communications to ensure all support services are engaged in the stewardship of donors and in the proposal development process. The Institutional Development Associate will also play a key role in supporting the organization’s knowledge management of business development and institutional donor information, such as monitoring the organizational forecasts, pipeline, donor interactions and related donor trends.

The ideal candidate has a strong interest in combating hunger and building a career path in international development. This candidate will possess an interest in developing skills in all facets of institutional fundraising including research, prospecting, cultivation, solicitation, gift tracking, and stewardship. There is ample opportunity to grow with the team for the right candidate.

Purpose: The Associate will be a support member of the Institutional Development Team, aiding in organizing information, completing and compiling research, drafting donor outreach materials, maintaining accurate partner information, assisting with managing proposal inputs, and supporting the team on an administrative basis.

• Engagement: This position will report directly to the Institutional Development Director and provide critical support to the entire Institutional Development Team members. They will liaise regularly with the wider External Relations Team, country teams, the Horn and East Africa regional office (HEARO), and the Research and Technical teams, to conduct research, data gathering, or other assignments as needed.
• Delivery: The Institutional Development Associate will support the department by developing donor-facing collateral, taking detailed meeting notes, and conducting research on donors, funding opportunities, and sector trends. They will maintain organized SharePoint database folders, track key departmental deliverables, and regularly update the Salesforce database and other internal tracking systems. The Associate will also play a key role in migrating data from a cloud-based spreadsheet tool to Salesforce—ensuring data accuracy and serving as the main point of contact with the Salesforce consulting firm managing the migration.

II. Essential Job Duties

1. Information Organization

Support with the collection and storage of program information, donor research, and developing collateral. Duties include, but are not limited to:

• Completing and cataloging donor research and ethics screens
• Conducting discrete market research projects including competitive analyses
• Complete strategic donor and sector research
• Manage prospect tracking and donor pipeline spreadsheets
• Maintaining and updating donor records in Salesforce
• Track and update data points related to donor communications and solicitations
• Coordinate data requests and collaborate with the data systems team
• Coordinate the go/no go process for institutional opportunities
• Maintain the Institutional Development unit SharePoint site, ensuring all documents are kept updated and performing regular improvements
• Ensure team members are familiar with database resources and document management systems; assist team members with document management system as needed

2. Collateral Development

Support with the development of collateral to support fundraising efforts. Duties include, but are not limited to:

• Draft stewardship pieces such as emails, reports, or focus pieces highlighting an area of our work
• Support preparation of briefings for external prospect and donor meetings, and for internal strategy meetings
• Assist with the development and design of donor-facing collateral such as concept notes, impact statements, PowerPoint presentations, etc.
• Complete special assignments as needed. Provide support with the writing, editing, and formatting of technical proposals. Draft proposal sections as assigned. Serve as team leader for 1–2 small proposals or concept notes per year
• Review the final printed versions of the proposal, checking for grammatical or typographical errors and ensuring that all sections of the proposal are the final versions and in the appropriate order
• Support the team preparing required submissions ensuring documents are delivered to donor prior to deadline

3. Administrative Support

• Support fundraising teams on administrative tasks as needed, including but not limited to: Ownership of general team inboxes, handling purchase orders and mailings, etc.
• Coordinate donor requests of potential values below $10k
• Support event planning, including helping with event logistics, and representing organization at New York/DC-based fundraising events
• Support volunteer engagement activities
• Support drafts for grant agreements, subawards, and other gift paperwork
• Ensure donors are properly thanked and stewarded through the donor lifecycle
• Take notes at donor meetings, and internal meetings
• Support team onboarding of new staff members including coordinating with IT and Office Management Teams
• Coordinate meetings within team and with broader Action Against Hunger international network and country offices
• Provide general logistical support to the Institutional Development team, including creating proposal sites in SharePoint, distribution list, or others
• Work with the Proposal Manager in preparing proposal calendar and tracking deliverables to ensure deadlines are met
• Organize and facilitate all regular proposal meetings. Send meeting requests, reserve conference rooms, prepare the agenda, and take notes to distribute to the team following the meeting
• Lead onboarding process for new hires
• Perform other duties as assigned

III, Supervisory Responsibilities

None

IV. Fiscal Responsibility

None

V. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including writing assignments and video conferences, in the context of a moderately noisy office and/or home office with interruptions.
• To participate in events, employee may be required to travel to urban or suburban event locations, navigating public transportation, stairs, and traffic. The employee may, during the event, be required to perform light physical labor such as decorating, light cleanup, food and beverage arrangement, table set-up, etc.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

VI. Working Conditions, Travel and Environment

• The duties of the job require regular job attendance in the physical or virtual office at least five days per week. Must be available to work outside normal office hours or on the weekends as required. Reasonable accommodation for made-up time off for after-hours work will be considered.
• Must be able to commute to the office at least 2 days/week and work remote the remainder of the week.
• Must be able to travel as required for standard domestic and international business travel as well as to country programs 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.

VII. 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.

VIII. Required Qualifications

• Bachelor’s Degree preferred

IX. Required Skills & Experience

• 1-2 years of professional experience, fundraising, marketing, or communications experience preferred
• Knowledge of and experience with content and document management systems, specifically Microsoft SharePoint required;
• Ability to build strong working relationships
• Excellent interpersonal skills
• Strong written and verbal communication skills
• Excellent research skills
• Excellent organizational skills and attention to detail

X. Preferred Skills & Experience:

• Additional language skills in French, Spanish, and/or African local languages helpful.
• Knowledge of Microsoft Visio, PowerBi, and AirTable preferred
• Experience living, studying and/or working in an Action Against Hunger country is a plus.
• Experience creating and maintaining other database systems is a plus.
• Non-profit experience preferred
• Data entry experience, especially in Salesforce preferred
• Knowledge of the international development field a plus
• Familiarity and experience with basic graphic design is a plus
• Public speaking skills a plus