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Sub Office Coordinator (Nationals Only)

Department: HIAS Ukraine
Location: Vinnytsya, Ukraine

 POSITION SUMMARY:

HIAS seeks a Sub Office Coordinator to provide operational and management oversight of HIAS’s program in Vinnytsia. The Sub Office Coordinator will ensure that effective management of programs, resources, staff and support functions in the field operate optimally by ensuring that systems are in place to support program implementation.  The Sub Office Coordinator will actively contribute to the country strategy according to prevailing needs, identify new opportunities for programming, and will ensure field level participation in program and proposal design. The post holder will participate in relevant external meetings as a representative of HIAS, engage with local authorities, field-level communities of practice, and in consultation with the Country Director, make decisions that articulates HIAS’s strategic interests and leadership.

Note, this position is for Ukrainian nationals and is based in Vinnytsia, Ukraine.

ESSENTIAL FUNCTIONS:

Operations Management

  • Logistics – oversee and ensure that appropriate systems and procedures are in place to govern procurement, fleet, warehousing, IT and similar logistics functions.
  • Human Resources - oversee field-level performance management processes. Ensure that appropriate staffing levels are in place to support smooth operation of the offices. Identify and support learning needs of staff and create an inclusive environment for staff to thrive and succeed in their roles.
  • Financial Management - oversee field-level budget as assigned by the Country Director and ensure that funds are spent in accordance with HIAS and/or donor financial expenditure requirements. Enforce HIAS’s scheme of delegation and in a timely manner, flag any significant BVA issues to supervisor.
  • Security Management - understand the security context and ensure that appropriate security measures are in place to safeguard HIAS’s assets and protect our staff. Ensure timely reporting of all security incidents and follow HIAS security processes. Ensure that staff are trained and comply with all security procedures including specific national and/or oblast curfews that have been put in place. The field manager is also responsible for ensuring that appropriate security shelter is in place and properly stock with food, water and first aid. The post holder will also ensure that a functional security tree is in place, and field staff continually follow all oblast security protocols from local authorities.
  • Reporting - ensure that programmatic, and departmental reports are submitted timely and adheres to appropriate quality standards.
  • Ensure that all staff understands and accepts HIAS’s policies and what we stand for including but not limited to our mission and values, code of conduct, safeguarding and other relevant policies and procedures.

Program Oversight

  • Oversee program delivery ensuring that programs are implemented according to the agreed design and donor standards. Any significant change in delivery will be promptly reported to the supervisor before the change.
  • Responsible for initiating kick-off of new programs, and close out of completed programs.
  • Ensure that a robust work plan is in place for all programs, budgets are appropriately allocated and phased against milestones and any significant issue is speedily reported to supervisor.
  • Contribute to project design, ensuring that new proposals align with HIAS strategic priorities.
  • Ensure program delivery/implementation is oriented to gaps and needs of the context while maintaining an adequate awareness of the humanitarian situation in the region.
  • Ensure that HIAS CRM system is properly implemented and that beneficiaries and/or stakeholder complaints are resolved in a timely manner.
  • Manage and oversee the quality, and submission of all reporting requirements including donor reports.
  • Contribute to programmatic monitoring and evaluation activities in the field.

Representation and Coordination

  • Represent HIAS to all stakeholders including but not limited to beneficiaries, local authorities, donors, and the humanitarian community.
  • Facilitate and support field visits by donors, HQ staff and other key partners.
  • In coordination with the Country Director, facilitate and support the development of relevant field-level MoUs, agreements and contracts.
  • Establish and maintain communication with key actors in the field including the UN agencies, local authorities, and the humanitarian community in the region.

Other duties

  • Depending on the changing context, the post holder is expected to be flexible to take on additional responsibilities as assigned by her/his supervisor.

QUALIFICATIONS & REQUIREMENTS:

  • Undergraduate degree in relevant Social Science, Business Administration, Human Resources, Management, or similar filed field required; graduate degree preferred.
  • At least 3-5 years of substantial field experience with a similar organization preferred.
  • Strong understanding of project management and implementation including staff and budget management desired.
  • Significant experience in office management, with good understanding of logistics, procurement processes, HR, finance, fleet management and safety and security procedures.
  • Demonstrated track record of grant management including reporting.
  • Knowledge and familiarity of programming for refugees, IDPs and similar vulnerable groups.
  • Adequate capacity-building skills.
  • Basic written and oral communications skills in English preferred.
  • Ability to work under pressure and willingness to work flexible hours in the event of major emergencies.

DISCLAIMER:

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.

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 Human Resources staff person.

Step 3: Interview with the hiring manager.

Step 4: Interview with a panel of HIAS employees.

Step 5: Reference check.

Step 6: Offer and background check.

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 

We Welcome the Stranger

Justice • Justicia • Justice 

We Pursue Justice

Empathy • Empatía • Empathie 

We Approach our Clients with Empathy• ?????? (Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage 

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience 

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. 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.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. 

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