Administrative / Administration Associate

TITLE: Administrative Associate

SUPERVISOR: Finance and Accounting Manager

LOCATION: Vienna, Austria

CLOSING DATE: May 2024

POSITION SUMMARY:

HIAS seeks a Administrative Associate...

To provide varied support to the Finance and Accounting team

ESSENTIAL FUNCTIONS:

Prepare payments in the bank account online for review and maintain related documentation

Support tracking of budget spending and cash flow for monthly cash requests

Act as the office point of contact with local insurance company regarding the registration and documentation for the refugee applicant insurance program

Coordinate as needed with HIAS HQ and RSC program teams regarding C&M payments and changes

Ensure accurate and timely recording of all bank transactions related to refugee applicant insurance and C&M funds

Monitor incoming and outgoing payments, reconciling discrepancies promptly

Support monthly closing tasks in cooperation with F&A Manager, as needed

Support the preparation of budgets with research and compilation of information from the different offices

Organize and update documentation for easy accessibility and audit purposes

Collaborate with the finance and accounting team to ensure compliance with financial regulations and reporting standards

Proactively seek out additional tasks and projects that would support the team

Cooperate with the team for coverage at all times for time-sensitive tasks

QUALIFICATIONS & REQUIREMENTS:

Fluency in English required

German proficiency is an advantage

Basic Accounting knowledge desirable

Prior administrative experience in a diverse working environment

Excellent computer skills and willingness to adapt to new tools

A flexible, mature and professional attitude to work

Highly organized and able to manage multiple, conflicting priorities

Strong planning skills – able to think ahead to likely future requirements

Excellent problem solving skills – able to find information required to make decisions confidently

Strong attention to detail

Discreet and highly professional

Able to use judgement in deciding whether to escalate an issue

All applicants should have the legal right to live and work in Austria without additional support.

Compensation for this position is minimum 2600 euro monthly in accordance with all standard Austrian legal and tax deductions.

This position is 100% in office and remote work is not possible.

This position is subject to the availability of donor funds.

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.

The HIAS Austria office as the Resettlement Support Center (RSC) processes refugee cases for resettlement to the US through a contract with the US State Department. HIAS RSC Austria oversees a new sub-office in Zagreb, Croatia.

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.