Acted US: Development Administration & Communications Assistant – Washington DC

About Acted US

For the past 30 years, international NGO Acted has been going the last mile to save lives. Currently, Acted supports 20 million people across 43 countries to meet their needs in hard-to-reach areas – and pursues a triple mandate as a humanitarian, environmental and development aid actor. Acted relies on an in-depth knowledge of local territories and contexts to develop and implement relevant long-term actions, with a wide range of local and international partners, building together a “3ZERO” world: Zero Exclusion, Zero Carbon, Zero Poverty. ACTED US aims to enhance its US based partnerships and further strengthen its government relationships, bringing its global reach to bear upon issues that local communities often feel powerless to overcome. This role requires majority on-site work at our Dupont Circle, Washington, DC office as part of our hybrid structure, and may require some travel.

Position context

The Development Administration & Communications Assistant contributes to the development of new funding for ACTED, as part of the Washington, DC based US Network Office. To support these efforts, the Assistant will support the development of internal and external communications materials in close coordination with the Director of Business Development and the US Country Representative, as well as office management and development activities. Overall, the work of the Assistant will enable the continued mission of Acted in implementing development and humanitarian programming across 42 countries globally by securing additional and complementary funding, from US based funding sources, primarily the U.S. Agency for International Development (USAID).

Key roles and responsibilities

1. Communications

1.1 External Communications

1. In collaboration with the US Network Office team define the types of content and key messages, tone, media, communication channels and targets;
2. Develop, deploy, and maintain the organizational identity of Acted within the US market;
3. Design, consolidate, update, and distribute original, up-to-date and high-quality content via:
   • Institutional/organizational communication products (annual report, strategy papers, etc.)
   • Global promotional communication material (print – brochures, “Acted notebooks,” video content, newsletters and regular mailings addressed to the user base in particular)
   • Web tools: management and regular updating of the Acted websites, content supply, community management and moderation on social networks, mobilization of influencers, targeted advertising campaigns, among others;
4. Develop communication and branding policies, procedures, practical guides, guidelines, information notices;
5. Maintain compliance with the global communication policies and procedures, including the brand image, vision statement, objectives, mission, values, principles of action, purpose and strategy of Acted;
6. Coordinate with Acted HQ and Field Mission based communications teams to collaborate on messaging and targeting, including for specific events such as conferences, annual reporting, or flagship proposals;
7. Ensure the update and design of communication and visibility tools and publications, is aligned with any evolutions of the tools and templates provided by HQ;
8. Represent Acted at in person external meetings and conferences as requested.

1.2 Internal Communications

1. In collaboration with the US Network office team, develop communications materials for an internal audience across Acted globally, including:
2. Materials to be developed may include trainings, briefers, reference materials, or blogs;
3. As requested, participate in training video calls with global teams to present content developed in coordination with the US Network office team;
4. As requested, draft and communicate email correspondence to Acted staff globally including Field Missions and HQ;
5. Contribute to the development of proposals (and other funding requests) through writing, design, and review, ensuring compliance with Acted and donor policies;
6. Track donor trends and policies, particularly the U.S. Agency for International Development (USAID), and in coordination with the US Network office team, distribute information globally among staff.

2. Administration and Coordination

2.1 Office Management

1. Support in the general management of the Acted Office, including mail collection, calendar management and inventory/supply management;
2. Assist with scheduling meetings and appointments;
3. Support in logistics of any global Acted team members visiting the DC office;
4. Support in the logistics and planning of events to be held at the DC office.

2.2. Accounting and Finance

1. Support in basic accounting and invoice processing for the US Network office;
2. Interface with partners and vendors, as necessary, for service provision;
3. Support in balancing ledgers and annual reporting on finance and budget;
4. Assist with data entry, database management, and maintaining accurate records.

2.3. Human Resources

1. As requested, support the US Country Representative in processing of reports information related to human resources;
2. As requested, support in payroll management.

Required qualifications and technical competencies

• Bachelor’s degree in a relevant field such as Communications, International Relations, International Development, or Business
• Knowledge of the non-profit, international development and/or humanitarian aid sectors, and interest in growing that base
• Proven ability in communications tools and product development, social media profile management and marketing
• Interest in managing back-office administration, including events management, logistics, accounting and budgeting
• Ability to work independently and as part of a team in a multicultural context
• Ability to work efficiently under pressure
• Ability and willingness for short term international travel to contexts in which Acted works
• Strong oral and written communication skills, analytical skills; English fluency required, additional languages, particularly French, an asset
• Previous international experience an asset
• On site at the Dupont Circle office in Washington, DC

Conditions

• Salary: $35,000-$40,000 annual based on a full-time status
• Competitive benefits offerings including medical insurance and retirement contributions
• Starting annual leave of 25 days per year
• Must have established right to work in the US as a pre-requisite, no visa sponsorship