Project Coordinator

POSITION SUMMARY

The Project Coordinator for the HIAS Programs Department will be responsible for ensuring the effective coordination, administration, and optimization of all processes related to project and award management. This position will focus on managing award cycles from application through implementation and reporting, improving operational processes, and serving as the key point of contact between departments. The Project Coordinator will also be tasked with creating systems that promote efficiency and clarity, ensuring all stakeholders are aligned, and that timelines, budgets, and deliverables are met.

RESPONSIBILITIES AND ESSENTIAL FUNCTIONS: 

1. Award Management & Process Optimization (40%)

· Oversee the entire award lifecycle, including application, negotiation, implementation, monitoring, and close-out phases.

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

· Develop, implement, and maintain systems and tools for tracking award progress, deliverables, budgets, and deadlines.

· Coordinate with finance, MEAL, and operations teams to ensure alignment on budgets, reporting, and compliance requirements.

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

2. Cross-Departmental Coordination (25%)

· Serve as the primary point of contact for all internal and external stakeholders involved in the award process, ensuring smooth communication across teams.

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

· Maintain up-to-date documentation on awards and ensure proper filing in compliance with organizational and donor policies.

3. Compliance & Reporting (20%)

· Ensure that all awards are in compliance with donor requirements, organizational policies, and legal obligations.

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

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

4. Documentation & Knowledge Management (15%)

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

· Manage a centralized database or system for award information to promote transparency and easy access for all relevant team members. 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

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

· Award Management Expertise: Demonstrated experience managing the full award lifecycle, including compliance, reporting, and close-out phases.

· Project Management: Strong organizational and project management skills, with experience managing complex, multi-stakeholder projects.

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

· Financial Acumen: Understanding of budgeting, financial tracking, and donor compliance requirements.

· Stakeholder Management: Proven experience building and maintaining relationships with donors, partners, and internal teams.

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

· Communication Skills: Strong written and verbal communication skills, capable of producing clear, concise reports and presentations.

· Problem-Solving: Ability to work independently, think critically, and propose innovative solutions to operational challenges.  

QUALIFICATIONS: 

· Bachelor’s degree in IT, Project Management, or related field.

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

· Proven track record of optimizing operational processes and ensuring timely delivery of project outcomes.

•Fluency in Ukrainian and English is required.   

PREFFERED QUALIFICATIONS:

· Experience with humanitarian program management in conflict or post-conflict settings.

· Familiarity with results-based management (RBM) and IT frameworks.

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. 

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. 

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 • Hospitalite •

?


(Hachnasat Orchim)

We Welcome the Stranger

Justice • Justicia • Justice •
? (Tzedek)

We Pursue Justice

Empathy • Empatia • Empathie •
? (Chesed)

We Approach our Clients with Empathy

Partnership • Companerismo • Cooperation •


(Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • 

 (Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Resilience • 
? (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.