TITLE: Operations Officer

HIRING MANAGER: Finance Manager Aruba

SUPERVISOR: Finance Manager Aruba

LOCATION: Aruba

START DATE: ASAP

END DATE: September 2025

Summary of the position:

The Operations Officer supports the efficient and effective day-to-day operations of the HIAS, ensuring the successful implementation of programs and activities.

This role involves managing logistics, procurement, and compliance to ensure smooth operations across all projects. The Operations Officer works closely with program teams, finance, and external partners to facilitate resource allocation, project delivery, and compliance with donor and organizational standards.

ESSENTIAL FUNCTIONS:

Operational Management

• Oversee and manage day-to-day operational activities, ensuring alignment with the organization’s mission and goals.
• Ensure operational policies and procedures are understood and consistently followed across all departments.
• Identify, monitor, and mitigate operational risks, including security risks, to safeguard staff, property, and program integrity.
• Ensure operational activities comply with local laws, donor regulations, and internal standards, particularly in procurement and asset management.

Procurement and Resource Management

• Ensure transparent and efficient procurement processes, including sourcing, negotiating, and contracting for goods and services in line with organizational and donor requirements.
• Manage the allocation, maintenance, and use of organizational resources, including vehicles, equipment, and office supplies, ensuring their effective and efficient use.
• Manage inventory and track assets to ensure proper use, storage, and maintenance of organizational property.
• Establish and maintain relationships with vendors and suppliers, ensuring timely and cost-effective delivery of goods and services.

Logistics

• Manage logistics operations, including transportation, storage, and the distribution of supplies, ensuring program materials are delivered on time and in good condition.
• Maintain comprehensive and accurate records of procurement, inventory, and logistics activities, ensuring accountability and transparency.

Security and IT

• Implement and oversee security policies and procedures to enhance the safety and security of staff, assets, and visitors.
• Serve as the IT focal point by configuring new staff laptops, addressing minor IT issues on-site, and escalating complex technical problems to HQ support as needed to ensure smooth operations.

Collaboration

• Collaborate with program teams to provide essential operational support, ensuring the smooth execution of projects and timely achievement of objectives.
• Collaborate with the program and finance departments to ensure resource alignment with project requirements and the smooth delivery of operations.

QUALIFICATIONS & REQUIREMENTS:

• At least 2 years of experience in operations management, logistics, or procurement context.
• Professional training in accounting and/or administrative sciences.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and budget and accounting software.
• Excellent strategic thinking and problem-solving skills; a flexible, creative, and collaborative working style.
• Ability to manage multiple priorities in a fast-paced environment.
• Sound understanding of operational procedures, including procurement and logistics
• Ability to travel throughout the Caribbean, regionally, and internationally, as required, at times to insecure or difficult working environments.
• Commitment to HIAS’ mission and values and refugee protection.

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 • ????? ?????? (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. 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.