Award/Project Senior Specialist – Ukraine

FUNCTION SUMMARY

The Award/Project Specialist for the HIAS Programs Department is responsible for ensuring the effective coordination, administration, and optimization of all processes related to award management. This role will focus on managing award cycles from request to implementation and reporting, improving operational processes, and serving as the primary point of contact between departments. The Award/Project Specialist will also be charged with creating systems that promote efficiency and clarity, ensure alignment of all stakeholders, and that timelines, budgets, and deliverables are met.

RESPONSIBILITIES AND ESSENTIAL FUNCTIONS:

1. Award management and process optimization (40%)

· Oversee the full award lifecycle, including the application, negotiation, implementation, monitoring and closing phases.

· Ensure award management processes are streamlined and optimized for maximum efficiency.

· Develop, implement and maintain systems and tools to track progress against awards, deliveries, budgets and deadlines.

· Work with Finance, MEAL and Operations teams to ensure alignment across budgets, reporting and compliance requirements.

· Identify bottlenecks in current processes and propose solutions to optimize operations and streamline workflows.

2. Cross-departmental coordination (25%)

· Act as the primary point of contact for all internal and external stakeholders involved in the award process and ensure smooth communication between teams.

· Organize and facilitate regular coordination meetings, ensuring all parties are aware of timelines, deliverables and responsibilities.

· Ensure that award documentation is up to date and submitted correctly, in accordance with organizational and donor policies.

3. Compliance and reporting (20%)

· Ensure that all awards comply with donor requirements, organizational policies and legal obligations.

· Ensure timely and accurate submission of financial and programmatic reports to donors and stakeholders.

· Work closely with MEAL teams to collect necessary data for reporting and ensure alignment with monitoring and evaluation frameworks.

4. Documentation and knowledge management (15%)

· Ensure all project and award documentation is well organized and accessible, including contracts, reports, budgets and correspondence.

· Maintain a centralized database or system for pricing information to promote transparency and ease of access for all relevant team members.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

· Operational Coordination: Proven ability to streamline processes, manage workflows and ensure coordination across multiple departments and teams.

· Expertise in Award Management: Demonstrated experience in managing the full award lifecycle, including compliance, reporting and closing phases.

· Project Management: Strong organizational and project management skills, with experience in managing complex projects with multiple stakeholders.

· Process optimization: Ability to identify inefficiencies and implement solutions that streamline processes and improve overall operational effectiveness.

· Financial insight: insight into budgeting, financial monitoring and donor compliance requirements.

· Stakeholder management: demonstrable experience in building and maintaining relationships with donors, partners and internal teams.

· Software knowledge: advanced knowledge of Microsoft Office (Word, Excel, PowerPoint) and project management tools (e.g. SharePoint, Visio or equivalent).

· Communication Skills: Strong written and oral communication skills, able to produce clear, concise reports and presentations.

· Problem-solving skills: the ability to work independently, think critically and propose innovative solutions to operational challenges.

QUALIFICATIONS:

· Bachelor’s degree in IT, project management or a related field.

· Minimum 3-5 years of experience in project management, project coordination or related roles in the humanitarian or business sector.

· Demonstrable track record of optimizing operational processes and ensuring timely delivery of project results.

•Fluent Ukrainian and English is required.

DESIRED QUALIFICATIONS:

· Experience in humanitarian program management in conflict or post-conflict situations.

· Knowledge of results-oriented management (RBM) and IT frameworks.

DISCLAIMER:

This job description is intended to describe the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, skills required, or permanent location. Locations are 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 work environment with many critical deadlines. All team members may be required to perform duties outside of their normal work hours or responsibilities as needed.

RECRUITMENT PROCESS:

We are committed to a fair and respectful hiring process and we do our utmost to respond to every applicant. We prioritize communication and transparency with all candidates, even those who do not advance. Here is a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Telephone conversation with a Human Resources representative.

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!

Please note: our recruitment processes may vary and not all candidates reach every step.

ABOUT US:

Over a century ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the gateway for immigrants to America. Our founders supported Jews fleeing persecution and poverty in Eastern Europe, 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 who faced violence because of who they were, and HIAS remains committed to helping Jewish refugees around the world. Today, our clients at HIAS come from a variety of faiths, ethnicities, and backgrounds, as do our employees. We bring our experience, history, and values ​​to our work across five continents to ensure that refugees today have the essential services and opportunities they need to thrive.

HIAS is a learning community committed to diversity and inclusion. We conduct our work with integrity, accountability, transparency, and a commitment to the highest ethical standards. We seek employees with diverse backgrounds and life experiences to join our teams in the United States and around the world. People who identify as BIPOC, people with disabilities, LGBTQ+, and people with life 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 are welcome, safe and find opportunities.

MISSION:

Based on our Jewish values ​​and history, HIAS provides essential services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can get their lives back on track.

VALUES:

Welcome • Acogimiento • Hospitalité • Hachnasat Orchim

We welcome the stranger

Justice • Justicia • Justice • Tzedek

We strive for justice

Empathy • Empatía • Empathy • Chesed

We approach our customers with empathy

Partnership • Compañerismo • Collaboration • Chevruta

We believe in changing the world through partnership

Courage • Coraje • Courage • Ometz

We act with courage to build a better world

Resilience • Resilience • Resilience • Ruach

We adapt and thrive, continually demonstrating our resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious belief, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, family status, pregnancy, childbirth, military status, protected veteran status, political affiliation, or any other legally protected status.

SAFETY:

HIAS is committed to protecting children, vulnerable adults and other individuals from harm caused directly or indirectly by contact with HIAS. We do not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated staff. Any candidate offered employment with HIAS is expected to sign and comply with the HIAS Code of Conduct and Safeguarding Policy. All offers of employment are subject to satisfactory references and appropriate screening checks, including criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In accordance with this scheme, we will request information from applicants’ previous employers regarding findings of sexual exploitation, abuse and/or harassment during employment, or incidents that are being investigated after the applicant left employment. Similarly, HIAS will share this information when other organisations make enquiries about current and former HIAS employees as part of their recruitment process. By submitting an application, the applicant confirms that he/she understands these recruitment procedures.