Administrative Officer

vor 1 Woche

Wien, Wien, Österreich HIAS Inc Vollzeit

TITLE:

Administrative Office

SUPERVISOR:

HR and Compliance Manager

LOCATION:

VIENNA,

AUSTRIA

CLOSING DATE:

January 30, 2023

:

HIAS seeks an Administrative Officer...

To provide varied support to the entire administrative team in the areas of HR, Compliance, Reception, Accounting and IT.

ESSENTIAL FUNCTIONS:

  • Coordinate travel with staff members and travel agent to ensure travel policies and budget restrictions are followed
  • After travel, work with traveler to complete expense report and confirm that all travel time is properly recorded
  • Evaluate suppliers, products, and services, negotiate contracts, and ensure that approved purchases are costefficient and of high quality
  • Follow strict procurement procedures and maintain procurement documentation
  • Act as the point of contact for purchasing questions from supplies
  • Work with the IT team for all IT purchases and warranty related issues
  • Coordinate installation and after service care with Administrative Assistant or other appropriate staff
  • Support human resources processes by scheduling appointments, sending regular correspondence with applicants and staff, conducting orientation, and maintaining records
  • With the help of the HR and Compliance Manager or other managers, develop and conduct trainings on a variety of areas and maintain training records
  • Work with other administration staff members to maintain accurate inventory records
  • Serve as a backup for basic HR and accounting functions as necessary
  • Provide basic technical assistance and assist users by troubleshooting problems with computer hardware or software and printers with the guidance of the office IT team
  • Proactively seek out additional tasks and projects that would support the entire administration team (HR, Compliance, Reception, Accounting, IT)
  • Act as a backup for reception staff signing in visitors and refugee applicants and escorting them while in the office
  • Act as a backup for HR and Accounting team for basic functions during planned or unplanned absences
QUALIFICATIONS & REQUIREMENTS:

  • Professional fluency in English and German
  • Prior administrative experience in a diverse working environment
  • Ability or willingness to learn basic IT functions
  • 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
  • Discreet and highly professional
  • Able to use judgment in deciding whether to escalate an issue

DISCLAIMER:

SAMPLE HIRING PROCESS:

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

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)_
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