TITLE: Office Management Specialist

SUPERVISOR: Head of Program Support

LOCATION: Vienna, Austria

CLOSING DATE: December 5, 2023 (12pm CEST)

POSITION SUMMARY:

HIAS seeks an Office Management Specialist

To ensure the smooth and efficient operation of our office by overseeing building and staff safety and security, visitor management, procurement and purchasing, travel, and office and meeting coordination

ESSENTIAL FUNCTIONS:

• Acting as the office health, safety and security focal point, work closely with the HIAS HQ security team to implement and enforce safety protocols to ensure the well-being of staff.
• Working with the Head of Program Support, ensure the contingency plan is up to date and coordinate tests of the contingency plan as well as other safety and security tests as needed
• Coordinate with the RSC Austria sub-office HSS focal points to ensure training and tests are conducted locally
• Oversee building maintenance and act as the office liaison with the building management company and vendors as needed
• Coordinate travel with staff members and travel agent to ensure travel policies and budget restrictions are followed, including the travel budget approval process
• Create travel check lists and update procedures according to new travel policies or processes while also ensuring that all travel steps are completed by traveling staff pre and post travel
• Manage and approve expense reporting and documentation for the accounting department
• In coordination with the Head of Program Support, identify items which the office requires (office supplies, equipment, services) and manage the procurement process from start to finish, including negotiating contracts and agreements with vendors to optimize cost-efficiency, while following strict procurement procedures
• Ensure office inventory is accurate and up to date as well as manage the receipt of new items
• Act as a project manager for various office activities, ensuring timely and successful completion of projects
• Suggest and manage project management tools for effective and efficient collaboration within the office, including training staff on its functionality and usage
• Supervise and support reception staff, ensuring a welcoming and professional environment which is compliant with all office visitor management requirement
• Manage the office’s visitor management system and ensure accurate visitor records are maintained
• Manage the office calendar and meeting spaces, while coordinating with all teams to ensure all office activities are noted and well-known to the appropriate staff
• Responsible for maintaining all SOPs and documentation for the office management team

QUALIFICATIONS & REQUIREMENTS:

• Professional fluency in English and German
• Extensive administrative experience in a diverse working environment
• Significant experience in project management tools
• Prior experience in safety and security is an advantage
• 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 - able to understand contracts and supplier agreements
• Able to use judgment 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 3300 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.

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.