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Administration and Procurement Associate, Hias

Il y a 4 mois

Brussels, Belgique HIAS Inc Temps plein

***

HIAS Europe is seeking an Administration and Procurement Associate, to join its growing and dynamic team based in Brussels, Belgium. The position is managed by the Administration & Finance Officer, HIAS Europe, but also works in close cooperation with the Finance Manager, the Director and Program Staff as well as colleagues in HIAS Country Offices in Eastern Europe.

**ESSENTIAL FUNCTIONS**
- Coordinates vendor engagement/procurement relating to the working of the office (e.g., office supplies, event-based procurement, translation, publications, etc.);
- Draft and prepare agreements to third parties (Sub-grantees, suppliers, etc.);
- Verifies that the procurement process is completed correctly in accordance with HIAS policies and procedures; Supports select Country Offices in Eastern Europe in this context;
- Supports travel arrangements for staff and partners (tickets, hotel bookings, petty cash and reimbursements);
- Supports schedule and calendar planning;
- Arranges meetings and conference calls;
- Supports the organisation of team events and larger-scale events as required;
- Prepares materials for meetings and provides post-meeting follow-up notes;
- Assists with the preparation of presentations and narrative documentation, including proof-reading, formatting, and translating diverse documents and PowerPoints;
- Liaises with IT colleagues;
- Maintains an effective computer-based filing system and manual filing system (where appropriate).

**QUALIFICATIONS & REQUIREMENTS**
- Academic degree in relevant field.
- Experience as an Administrative Assistant or Program Assistant.
- Previous experience with an NGO or international organization preferred.
- Experience with procurement processes.
- Excellent communication skills in English (written and verbal); French and/or Dutch preferred.
- Ability to work in a team and independently, take initiative, prioritize competing tasks and meet deadlines in a fast-paced environment.
- Commitment to HIAS’ mission and values, including refugee protection and humanitarian principles.

**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.

**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)_

We **Welcome** the Stranger
- Justice - Justicia - Justice - (Tzedek)_

We Pursue **Justice**
- Empathy - Empatía - Empathie - (Chesed)_

We Approach our Clients with** Empathy**
- Partnership - Compañerismo - Coopération - (Chevruta)_

We Believe in Changing the World through **Partnership**
- Courage - Coraje - Courage - (Ometz)_

We Act with **Courage **to Build a Better World
- Resilience - Resiliencia - Résilience - (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, medi