Program Assistant Manager

vor 3 Monaten

Wien, Österreich HIAS Inc Vollzeit

**ORGANISATION**:HIAS RSC Austria

**TITLE**: Program Assistant Manager

**SUPERVISOR**: Program Access Manager

**LOCATION**: Vienna, Austria

HIAS is the global Jewish non-profit that protects refugees whose lives are in danger for being who they are. We help refugees rebuild their lives and advocate that all displaced people are treated with dignity. 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. RSC Austria operates also offices in Zagreb, Croatia and Tel Aviv, Israel to process refugees for resettlement to the US.

**Purpose of the role**:
Responsible for supporting the Program Access staff as part of the assistant management team to ensure all refugee processing activities from pre-screening to departure are completed.

**Key Responsibilities**:

- Work closely with Program Access Manager to actively maintain an overview of the workflow of all cases, including the security check process
- Act as an escalation point and knowledge lead for all Program Access processing activity
- Ensure appropriate management of cases with special needs and/or those requiring expedited processing
- Facilitate regular communication between all staff involved in cases while at the Program Access processing stage
- Regularly observe and give feedback to Program Access Manager regarding team and individual performance and general feedback or observations of program staff in line with PRM/RSC/HIAS policies
- Update local guidance for all Program Access processes for submission to PRM Processing Guides
- Organize and lead team training, including monthly Processing Guide updates and with outside partners when required
- Manage, with the support of the Program Access Manager with requesting, receiving and refunding C&M funds
- In conjunction with the Program Access Manager, schedule, prepare and attend regular meetings for review of cases requiring manager input
- In conjunction with the Program Access Manager, ensure that the D-Visa/Temporary Residence lists are submitted as agreed with external partners
- Act as the Point of Contact between the Program Access Team and Refugee Data Team and other teams when required
- Act as one of the Program Access team’s Power users
- In coordination with Program Access Manager, keep the staff schedule up-to-date to ensure enough staff are available to meet workload demands
- In line with PRM program guidelines, ensure quality control process at various checkpoints to ensure data integrity
- Act as back up to the Program Access Manager in case of planned or unplanned absence from the office
- Attend and actively contribute to management and other meetings as appropriate
- Lead/participate in committees and projects as required including the Fraud Prevention and Ethics Committee
- Any other tasks as assigned by the Program Access Manager

**Key skills and attributes**
- Fluency in English (written and verbal), in particular the ability to quickly write and edit documents
- Fluency in Farsi is an advantage
- Able to adapt quickly to new tasks, changes and challenges
- Excellent problem solving skills - able to find information required to recommend and/or make decisions quickly and confidently
- Excellent communication skills (written and verbal):

- gives clear and respectful feedback and guidance to staff
- has an approachable style and is open to new ideas
- has the discretion and experience to represent the office internally and externally and to be part of the assistant management team
- Demonstrated abilities in supervising and guiding small teams
- Good analytical skills - comfortable creating fit-for-purpose reports from various data sources
- Strong attention to detail - able to remain focused and produce quality work, even under pressure
- Highly organized and able to manage multiple, conflicting priorities
- Confident working with databases to access and enter information
- Has good judgment - knows when it is appropriate to escalate
- Proven interpersonal skills and cross-cultural sensitivity
- Solid understanding of the operational Processing Guides and START is an advantage
- The maturity, professionalism and sensitivity to deal appropriately with applicants who may be difficult or distressed
- Ability to use Excel to analyze, present and track information
- Ability to work independently and produce consistently high quality work
- Required to undertake travel internationally as needed
- Strong IT skills

All applicants should have the legal right to live and work in Austria without additional support.

Compensation for this position is minimum 3250 euro monthly in accordance with all standard Austrian legal and tax deductions.

This position is 100% in office and remote work is not possible, however a flexible time schedule is available internally.

DISCLAIMER

HIRING PROCESS

Step 2: Phone screen with a Human Resources staff person.

Step 3: Interview with t

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