Operations Associate, HIAS Moldova

POSITION SUMMARY:

HIAS seeks to recruit an Operations Associate who will be responsible for daily operations including office management, administration, logistics, safety & security, IT, health and procurement. The Operations Associate is responsible for but not limited to key responsibilities in relation to implementation of policies and procedures at the HIAS Moldova operations level. The position will be based in Chisinau, Moldova.

ESSENTIAL FUNCTIONS:

• Manage reliable and cost-effective operations and effective implementation of HIAS’s office operations including Administration, Information Technology, Safety & Security, Health, Procurement, and logistics.
• Assist Country Director develop, implement and review appropriate operations policies and procedures that comply with HIAS policies and procedures such as the Procurement, logistics, IT etc.
• Promote effective and efficient resources management in administration, procurement, logistics and IT
• Oversight of HIAS Moldova inventory, assets and maintenance of asset register including periodic review, update and facilitating insurance of new assets.
• Participate and support in sourcing for new office space when needed, setting up of the offices in events of office relocation or expansion initiatives.
• Ensure HIAS leased properties are properly managed in line with the terms and conditions of the lease agreement.
• Support the orientation of new personnel in office on security procedures.
• Coordinate logistics and accommodation arrangements for staff trainings and/or HIAS guests.
• Participate in development of budgets/ proposals that support the operational components for HIAS Moldova
• Ensure operational compliance of staff to the rules and regulations specified by HIAS, local legislation and donors.
• Provide HR and other administrative support to the Finance and Administration Manager, and Country Director as necessary.
• Prepare and submit various administrative reports e.g., assets, office supplies management and distribution reports among other management reports as needed.
• Perform any other duty as requested.

QUALIFICATIONS & REQUIREMENTS:

• Minimum 3 years' experience in administration or logistics.
• An undergraduate degree.
• Sound knowledge of administrative, logistics and procurement procedures is highly desired.
• Strong interpersonal skills and ability to establish and maintain effective working relationships with colleagues in a diversified multi-cultural and multi-ethnic working environment.
• Fluency in Moldovan or Romanian and English. Knowledge of Ukrainian is an asset.
• Skills in managing, organizing, planning and implementing assigned tasks under pressure of frequent and tight schedules.
• Demonstrated analytical and problem-solving skills in handling management and coordination issues at country program level.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.

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 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.