Finance and Administration Manager, Poland (Kierownik ds. finansów i administracji, Polska)

POSITION SUMMARY

HIAS seeks a Finance and Administration Manager to oversee day-to-day effective and efficient management of all financial and administration activities and operations of the HIAS’ Poland office. The Finance and Administration Manager will oversee all finance, accounting, and administration functions. The person will also ensures accurate and timely preparation of internal financial reports and submission for external reporting. The incumbent will also maintain high standards internal controls in accordance with International Accounting Standards, Poland laws and regulations. The Finance and Administration Manager will report directly into the Country Director. They will also work closely with HQ Finance and Grants Compliance management team.

ESSENTIAL FUNCTIONS:

Financial Responsibilities

• Manage all financial transactional activity, including accounts payable, accounts receivable and payroll and ensures that all financial transactions and journal entries are recorded accurately in accordance with organization policies and governmental regulations.
• Lead in program proposals budgeting and planning process in conjunction with the Country Director and Program Teams.
• Administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the organization’s financial status.
• Manage organizational cash flow and forecasting.
• Coordinate and lead all financial audits of the operations in HIAS Poland.
• Review key monthly account analysis; bank reconciliations, G/L to subsidiary ledger reconciliation.
• Ensures that financial reports for all donors, local compliance and HQ are submitted in a timely manner.
• Prepare, analyze, and report to the country director and HQ monthly budget vs actual analysis.
• Ensure timely preparation of monthly, quarterly, and annual financial statements and reports.
• Ensures timely and accurate monthly close of General Ledger.
• Conduct regular training to HIAS Poland employees on finical policies and procedures and best practices.
• Ensure compliance with all HIAS policies and procedures as outlined in policy manuals and in accordance with local statutory requirements.

Administration Roles

• Oversee monthly payroll preparation, payment and ensure that payroll is completed in compliance with Poland tax and labor requirements.
• Manage timesheets and payroll reconciliation.
• Support in human resource functions such as compensation and benefits, leave management, recruitment and selection, management of employee files/records- Ensure compliance with all labor and statuary laws and regulations.
• Lead management of HIAS leased property, assets, inventory, office equipment and supplies.
• Participate and support in sourcing for new office space, setting up of offices in events of office relocation or expansion initiatives.
• Monitor all procurement activities to ensure they are conducted in a fair and transparent manner, that all processes are fully documented and is in full compliance with HIAS and donor policies.
• Ensures staff are trained on all procurement policies and procedures.
• Manages HIAS vehicles, logistical functions within country.
• Assist the Country Director with Safety and Security functions of the office.

Qualification and Experience

• Graduate degree or other post-graduate qualification in finance or accounting (will consider experience in lieu of Master’s degree).
• At least seven (7) years’ work experience in an Accounting or Finance position with accounting and budgeting responsibilities and at least three (3) to four (4) years in a INGO or similar field.
• At least three (3) years of demonstrated experience in management role.
• Knowledgeable of Poland laws and regulations.
• Excellent computer skills in all Microsoft office suite products (Word, Excel, PowerPoint, etc.); highly organized and detail-oriented with strong analytical and problem-solving abilities; capability to handle sensitive and confidential information.
• Ability to work in a team and independently, take initiative, prioritize competing tasks and meet deadlines in a fast-paced environment.
• Strong communication and interpersonal skills.
• Oral and written fluency in both written and spoken English and Polish is required.
• A citizen of Poland.
• Ability to travel throughout Poland as required; ability to travel internally on behalf of HIAS, as required.

SAMPLE 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 • 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, 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.