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Assistant Director, Subaward Management

Department: Budget & Fiscal Compliance
Location: Remote, RM

POSITION SUMMARY:

HIAS seeks an Assistant Director, Subaward Management to be responsible for providing leadership in HIAS partnerships from a Budget & Fiscal Compliance (BFC) perspective, especially those partnerships that may involve subaward, liaising with Accounting & Finance, Programs, the Office of the General Counsel (OGC), etc.

ESSENTIAL FUNCTIONS:

  • Creates partner and subawardee risk assessment tools and checklists for use when engaging new partners; collaborates with colleagues from various departments to ensure all necessary perspectives are considered.

  • When HIAS is considering a new partner, provides the assessment tool and takes the lead on meeting with the prospective partner, collecting and reviewing materials and coordinating with colleagues, particularly in the review of financial statements, control policies and procedures and risk assessment.

  • Working closely with Associate Vice President, BFC, as well as the BFC and Program teams, manages pre-award process, including drafting solicitations and pre-award documentation, reviews risk, financial capability assessments, and other due diligence requirements, reviews subaward budgets and materials prior to award.

  • In close coordination with the OGC, BFC colleagues and the Program team, prepares subaward/contract approval packages to be submitted to partner, as necessary.

  • Works closely with BFC colleagues, Program staff and the OGC to draft and execute subaward agreements.

  • Ensures appropriate policies and procedures relating to partner assessment and vetting, subawards, training, FFATA reporting and financial monitoring are in place.

  • Works with BFC colleagues to design and lead various training sessions for both HIAS staff on the partner assessment process, as well as partners and subawardees on various financial compliance issues.

  • Provides support on short-term, immediate impact requests from senior management.

  • Maintains strong working relationships with relevant HIAS counterparts in International Programs, U.S. Programs, OGC and Accounting & Finance.

  • Ensures that implementing partners are aware of standard HIAS control policies, procedures and guidelines, and are applying them in addition to any specific donor compliance issues.

  • Develops a financial training workshop for all existing implementing partners and ensures that new implementing partners are inducted prior to subaward.

  • Reports monthly to the Associate Vice President, BFC on the performance of all implementing partners.

  • In collaboration with the BFC and Program teams, performs grants and contract close out review.

  • Collaborates with BFC colleagues to ensure fiscal monitoring and compliance trainings for affiliates and subawardees on completed and reported on a regular basis.

  • Ensures compliance with Cooperative Agreements and other awards by scheduling, participating in and following up on fiscal monitoring (both in-person and virtual) to ensure that fiscal requirements for all awards are identified and realized by HIAS’ affiliates and subawardees.

  • Collaborates with the BFC team on FFATA reporting for all subawards over $25K, ensuring they are properly reported on a timely basis.

  • Maintains a strong working knowledge of laws, regulations, policy and other requirements that affect grants management, in particular federal grant requirements.

QUALIFICATIONS & REQUIREMENTS:

  • Undergraduate degree with a concentration in Finance, Accounting, Business, Public Policy, International Affairs, International Business or a related field; graduate degree preferred.

  • 7+ years of work experience in an operations support role, with analysis and/or interpretation of cooperative agreements, grants and contracts preferred.

  • Experience working with an international nonprofit preferred; experience working in or traveling to developing countries desirable.

  • Willingness to travel throughout the United States and to developing countries is a requirement; travel expected approximately 15-20% of the time.

  • Familiarity with federal rules and regulations is required.

  • Experience in grants and contracts administration and/or compliance required.

  • Excellent analytical skills and ability to problem-solve required; the ability to communicate financial information to non-financial staff is also required.

  • Ability to effectively multi-task is required; also, must be detail oriented and able to see both the big picture, as well as the smallest details.

  • Excellent interpersonal, written and oral communication skills required.

  • PMP Certification and/or implementation experience a plus.

  • Ability to work well independently, as well as part of a team.

  • Self-motivation and flexibility.

  • Intermediate level or higher Microsoft Excel skills required; proficiency with MS Office required.

  • Intermediate level Spanish and/or French is a plus.

SAMPLE HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a HIAS recruiter.

Step 3: Video interview with the hiring manager.

Step 4: Video interview with a panel of HIAS employees.

Step 5: Online reference check with SkillSurvey.

Step 6: Offer and background check with Shield Screening.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts, and history of the Jewish people – a history of oppression, displacement, and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities, and backgrounds, as do our staff. We bring our experience, history, and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency, and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community, and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission, and values.

VISION:

HIAS stands for a world in which refugees find welcome, safety, and opportunity.

MISSION:

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES:

Welcome • Acogimiento • Hospitalité • Hachnasat Orchim

We Welcome the Stranger

Justice • Justicia • Justice • Tzedek

We Pursue Justice

Empathy • Empatía • Empathie • Chesed

We Approach our Clients with Empathy

Partnership • Compañerismo • Coopération • Chevruta

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • Ometz

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience • Ruach

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation, or other legally protected status.

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