Program and Operations Associate, Africa & Eurasia

POSITION SUMMARY:

HIAS Europe seeks a Program and Operations Associate, to assist the Africa & Eurasia Regional Team, which supports programs in nine countries globally, providing services in the following key program areas: legal protection, gender/gender-based violence prevention and response, mental health and psychosocial support, and economic inclusion. The Program and Operation Associate supports the HIAS’ programs and operations by facilitating cross-divisional communication, supporting payments and reimbursements, facilitating the consultancy process, and taking on other administrative duties to support HIAS Europe and the regional department members, regional program members and field staff as required.

ESSENTIAL FUNCTIONS:

INTERDEPARTMENTAL COLLABORATION

• Leads scheduling of and timely communication regarding interdepartmental meetings and workshops, including between HIAS Europe, HIAS International, and country offices.

• Drafts meeting agendas, organizes and/or creates meeting materials and ensures technology is prepared and ready to ensure participation from country programs and remote staff.

• Acts as rapporteur for meetings and workshops, following up on next steps identified, including by distributing materials and scheduling follow-up meetings as needed.

• Provides events-related organizational support, including logistics and coordination for larger gatherings and multi-day workshops.

ADMINISTRATIVE DUTIES

• Leads on the processing of consultants’ agreements, and ensures payments are made in a timely fashion.

• Prepares agreements between various HIAS offices and with suppliers; supports procurement processes.

• Interfaces with Human Resources on drafting, amending, and coordinating consultancies and other regional positions to ensure process and procedures are followed.

• Facilitates the hiring of translators and interpreters for the cross-departmental meetings and ensures payments are made in a timely fashion.

• Serves as point person on coordinating visits by field staff and the Regional Team to HIAS HQ, including by assisting with travel arrangements, accommodation, and introductions to relevant HQ staff.

• Leads on the provision of logistical support to visitors to HIAS Europe and HIAS International from representatives of other agencies, including by ordering refreshments, reserving rooms, setting up IT needs.

• Supports the onboarding of new staff, including through meeting scheduling, directing follow-up questions and other needs.

• Support on event management and other administrative tasks as required.

• Posts Africa & Eurasia content on HIASnet, HIAS’ Intranet, as necessary.

• Provides support on monthly invoices, processes credit card expense forms, and helps process trip reimbursements and benefits for regional Programs staff, and field-based leadership, as necessary.

• Provides support on travel and accommodation of the regional team, as necessary.

• Helps track travel to the Africa & Eurasia region by members outside of the team.

• Performs other duties, as assigned by HIAS Europe, the regional department members, regional program members and field staff as required.

QUALIFICATIONS & REQUIREMENTS:

• Undergraduate degree.

• Fluency in English and French (oral and written) required.

• A minimum of 2-3 years of experience working in an international NGO preferred.

• Excellent technical skills, particularly with communication platforms.

• Excellent oral and written communication skills; interpersonal and problem-solving skills.

• Excellent administrative processing skills.

• Highly organized and detail-oriented; ability to work under pressure and meet multiple deadlines in a fast-paced environment.

• Commitment to HIAS’ mission and values, and refugee protection.

ABOUT US:

HIAS is a global Jewish nonprofit organization working across five continents to ensure that refugees and displaced persons are protected. Throughout the United States, we help refugees reunite with families, resettle and become self-sufficient. Guided by our values and history, we help refugees rebuild their lives in safety and security and advocate to ensure that all displaced people are treated with dignity.

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, citizenship status, religious creed, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, familial status, pregnancy, childbirth, age, protected veteran status, political orientation or other legally protected status.

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. 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.

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, 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.