Project Coordinator

POSITION SUMMARY

HIAS Ukraine is urgently looking for Project Coordinator for the HIAS Programs Department. This position will be primarily responsible for providing project coordination and administrative support to the Program Department through projects and tasks assigned by the Program Manager. Tasks will include, but are not limited to, project support and oversight, relationship management, research, scheduling, filing, meeting and travel coordination, writing and editing and correspondence.

ESSENTIAL FUNCTIONS

1. Project Coordination & Relationship Management 25%: Coordinates all programs department projects serving as the point of contact, note-taker and keeper of key information and status reports; planning/scheduling of project meetings; manages small projects from start to finish, ensuring all deliverables are met within the specified time and budget.
2. Research 5%: Research topics as assigned by the Program Manager with regards to items needed for meeting preparation, special projects and/or key initiatives.
3. Meeting Preparation 25%: Prepares and compiles presentation documents and materials for the Program Manager in advance of meetings; ensures Program Manager is prepared with key documents needed in advance of all meetings; coordinates all visitor meetings.
4. Scheduling and Coordination 25%: Manages complex business calendar and Program Managers’ schedule; communicates calendar changes to those affected in a timely manner; 
5. Document Production and Review 10%: Produces and / or reviews and edits documents such as proposals (CN, Narrative, LF, Budget, Task List, Workplan, DIP), reports (finance, MEAL, narrative), business correspondence, framework agreement, meeting minutes, memos, slides (Proposal Kick Off, Award Kick Off, etc)
6. Information Management 10%: Works with relevant colleagues to create and maintain filing systems in compliance with document retention policy as required by the assigned projects and tasks as well as the needs of the department (NB Tracker, Action Plan Tracker, etc)

Minimally Required Knowledge, Skills and Abilities:

• Relationship Management: Proven experience building relationships and communicating with key stakeholders, including top organizational executives and decision makers.
• Project Management: Ability to thrive in an environment with changing priorities; proven ability to manage a variety of tasks and activities simultaneously; impeccable attention to detail and consistently accurate; resourceful with strong researching experience and capability; organized to shepherd and coordinate information from various sources; can implement and follow an effective follow up and check-up procedure; able to manage all projects from inception to implementation or delivery; skilled and savvy with training others, when necessary.
• Software Applications: Advanced knowledge of Microsoft Office applications including Word, Excel, Powerpoint, Sharepoint, and internet applications; knowledge of Visio and PowerBl
• Communication: Advanced verbal and written skills using different forms of media; ability to translate complex concepts to individuals at all levels; provides continuous proactive verbal and/or written status of updates of activity.
• Customer Service Skills: Proven customer service skills, for both internal and external customers at all levels.
• Organization, Planning and Multi-tasking: Advanced organizational, filing, and planning skills; proven ability to set priorities, meet tight deadlines and multi-task with minimal supervision; proven ability to coordinate multiple activities quickly and efficiently; ability to observe standard office policies and procedures.
• Self-Management and Teamwork: Ability to work independently or as a member of the team; ability to manage stress effectively in a fast-paced and changing environment and contribute to problem-solving; and ability to quickly learn and fully support old and new systems, processes and procedures.
• Confidentiality: Proven ability to maintain confidentiality on work-related issues and maintain a high degree of professional etiquette and decorum.

QUALIFICATIONS REQUIREMENTS

• University degree relevant for humanitarian or development work, preferably related to human rights, international development, peace and conflict studies, social work, social sciences or other relevant areas;
• Experience on human rights, child protection, and social cohesion will be considered an asset, as is prior experience working in programming in humanitarian sphere;
• Previous work experience with an NGOs;
• Prior experience in project management or coordination strongly preferred;
• Skilled user of software applications including Sharepoint, Teams, and MS Office, and ability to quickly learn new applications;
• Good communication, planning and organizing skills;
• Flexibility, adaptability, and ability to operate independently in a fast-paced environment with minimum supervision;
• Fluency in Ukrainian, advanced English required.   

The deadline for applications submission is May 24, CoB. As this position is urgently needed, the interviewing process may start before the applications submission deadline.

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.

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 • Hospitalite •

?


(Hachnasat Orchim)

We Welcome the Stranger

Justice • Justicia • Justice •
? (Tzedek)

We Pursue Justice

Empathy • Empatia • Empathie •
? (Chesed)

We Approach our Clients with Empathy

Partnership • Companerismo • Cooperation •


(Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • 

 (Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Resilience • 
? (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.