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 and procurement. The Operations Associate is responsible for, but not limited to, ensure the implementation of policies and procedures at the HIAS Moldova operations level. The position will be based in Chisinau, Moldova and Moldova’s residents are strongly encouraged to apply. HIAS is not offering relocation support for this vacancy.

CONTEXT

HIAS is a 120y.o. international humanitarian organization supporting refugees worldwide in the complex and multiple challenges they face. Our beneficiaries 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.

Since 2022 we opened our office in Moldova and ever since continuing extending our local operations and team. We seek employees from diverse backgrounds and life experiences to join our teams located across the globe. We are committed to building a diverse workforce that reflects our vision, mission and values. In this context we are currently looking for an operations associate to join HIAS Moldova and support the implementation of our vibrant country strategy.

ESSENTIAL FUNCTIONS:

• Manage HIAS’s office operations including daily administration, equipment, safety & security measures, 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, equipment management etc.
• Promote effective and efficient resources management in administration, procurement, logistics and IT
• Under the supervision and guidance of Finance Manager, 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 scouting for new office space when needed, coordinate the 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 the office on security procedures.
• Coordinate logistics and accommodation arrangements for staff and/or HIAS guests.
• Participate in development of budgets that support the operational components for HIAS Moldova
• Ensure operational compliance of staff with 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:

• An undergraduate degree (equivalent to Bachelor, according to Moldovan Educational system). In case of the lack of Bachelor studies, secondary education (college and/or VET school) may be considered with additional of 3 years of experience in administration and/or logistics.
• At least 1 year experience is requested for this position or 3 years in case of secondary education. Volunteering experience (including volunteering during studentship years) can be considered as well for this position in case it corresponds to the field of operations and logistics.
• Knowledge of administrative, logistics and procurement procedures is desired.
• 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 Romanian and basic communication skills in English. Knowledge of Ukrainian and/or Russian is an asset.
• Good skills in managing, organizing, planning and implementing assigned tasks under pressure of frequent and tight schedules.
• Demonstrated analytical. problem-solving skills and pro-active approach in handling management and coordination issues at country program level.
• Effective verbal and written communication abilities. Familiar with Microsoft Office applications.

COMPENSATION:

The compensation amount for this full-time position is subject of negotiations during employment process and depends on the candidate’s experience and profile. According to HIAS Salary scale for Moldova, the average salary for this position is 14,000 MDL net.

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. 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: Applications screening with a Human Resources staff person.

Step 3: Interview with the hiring manager and/or a panel of HIAS employees

Step 4: Reference check.

Step 5: Offer and background check.

Step 6: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

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:

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. 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 applying, the job applicant confirms their understanding of these recruitment procedures.

DEADLINE FOR APPLICATIONS:

We are interested in fulfilling this position as soon as possible, that’s why all applications will be considered on a rolling basis. Thus, all interested candidates are encouraged to submit the application at their earliest convenience. However, no applications will be considered after 29^th of October.

All interested candidates shall submit their CVs in English or Romanian at moldova@hias.org