Finance and Administration Coordinator, HIAS Poland

BACKGROUND

HIAS Poland seeks to recruit for a Finance Coordinator to assist in Financial Management activities of the Country. S/he will serve as interface between the operational staff and the Finance Department. Thus, he/she will ensure the follow-up of the cash flow and the management control. This position will support the development and implementation of budget monitoring tools, and will also have to propose the necessary means to strengthen the performance and effectiveness of the internal control functions and the prevention of risks.

ESSENTIAL FUNCTIONS

• Support the financial transactional activity, including accounts payable, accounts receivable and ensures that all financial transactions and journal entries are recorded accurately in accordance with organization policies and governmental regulations.

• Ensure that all payments are accompanied by adequate supporting documents and authorized in accordance with the authorization scheme.

• Support program proposals budgeting and planning process in conjunction with the Finance Manager and Program Teams.

• Prepare periodic donor financial reports and submit to the Finance Manager for review, ensuring that the backup of supporting documents are in accordance with HIAS Poland and donor accounting procedures.

• Prepare and facilitate donor verification exercises assisting in review of financial reports backups and vouching of supporting documents as assigned.

• Assist in preparing and monitoring donor monthly burn rates reports for various progammes to ensure that the budget lines are not exceeded or under spent.

• Assist in guiding the activities of Finance Department staff in the National Office and those in the field to ensure that financial activities meet headquarters and donor requirements.

• Ensure that policies related to advances, segregation of duties, delegation of authority and procurement are implemented.

• Ensure basic management control (follow-up and analysis of requisitions/requests for funds, verification of the adequacy of cashbook codifications with approved requisitions/requests, monitoring of compliance with codifications when entering expenses in Finance software);

• Provide training, support and guidance to budget holders on coding issues and to Finance Staff in the National Office and the field.

• Perform other duties as requested by the Finance Manager to ensure the proper functioning of the Department or any arrangement deemed necessary by the Finance Manager to cover the roles for any finance team in the event of absence.

QUALIFICATION AND EXPERIENCE

• Degree in financial management, internal control or equivalent diplomas.

• Have held a similar position (3 years of experience) in a national or international NGO.

• Very good analytical ability to understand the complexity of budget control and monitoring problems within an international NGO.

• Concentration and ability to work independently, while having a great team spirit and an ability to build interpersonal relationships.

• Agility, rigor, method, sense of responsibility to support growth

• Be able to identify clear recommendations to address the problems and/or challenges identified.

• Be able to train and communicate clearly.

• Fluent knowledge of English (spoken and written) will be an asset.

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.