Subaward Management Associate

POSITION SUMMARY:

HIAS seeks a Subaward Management Associate to assist in the oversight and development of HIAS’ funding partnerships from the Budget & Fiscal Compliance (BFC) perspective. This includes participation in vetting of prospective new affiliates, and performing annual risk assessments of affiliates, which includes review of Affiliates’ Single Audit (or audited/unaudited financial statements), desk review and on-site fiscal monitoring of selected affiliates. The Subaward Management Associate also assists in drafting and editing of subaward documentation, as well as assisting in overall contract management for HIAS’ funding agreements with external partners.

ESSENTIAL FUNCTIONS:

• Assists the Assistant Director, Subaward Management in the development and implementation of global partner vetting, including coordinating receipt, review of all vetting materials and providing basic risk management assessments for new partners.
• Performs annual risk assessment of active affiliates, which includes review of affiliates’ Single Audit (or audited/unaudited financial statements), and review of annual Affiliate Survey and supporting documentation, providing basic risk management assessment.
• Participates in desk review of US-based and non-US-based affiliates, including coordinating receipt review of all required documentation, and providing input to draft of the Desk Review Report.
• Collaborates with BFC colleagues to schedule and coordinate US-based and international fiscal monitoring with HIAS’ affiliate network and subawards, and participates in fiscal monitoring trips as needed.
• During annual renewal of federal funded agreements, assists in drafting and editing of subaward agreements and amendments as needed.
• Prepares subaward/contract approval packages to be submitted to partners.
• In coordination with other subaward team members, prepares and submits Federal Funding Accountability & Transparency Act (FFATA) reporting for all subawards over $30K, and ensures they are properly reported on a timely basis.
• Updates the Subaward Tracker and assists with requests for information on subawards from various HIAS departments, including Development, Programs and the Board.
• Maintains strong working relationships with International Programs, U.S. Programs, OGC and team members of the other departments within the Finance division.
• Attends periodic federal and international grant-specific trainings, both in person and via webinar.
• Provides support on short-term, immediate impact requests from management within BFC.
• Maintains a working knowledge of laws, regulations, policies, and other requirements that affect grants and contract management, particularly in regard to federal grants.
• Performs other duties as assigned.

QUALIFICATIONS & REQUIREMENTS:

• Undergraduate degree in Finance, Nonprofit Administration, Business, International Affairs, Public Policy or a related field.
• 1-2 years of work experience in an operations support role; familiarity with the grant cycle a plus.
• Experience working with a national nonprofit or international nonprofit (NGO) preferred.
• Ability to multi-task; must be detailed-oriented and able to see both the big picture and the smallest details.
• Ability to work independently and as part of a team.
• Willingness to develop proficiency in federal and international grants management.
• Self-motivation and flexibility.
• Proficiency with MS Office and Adobe Acrobat is required; experience with DocuSign a plus.
• Willingness to travel up to 10% of the time, both domestically, and internationally.
• Travel, to include travel to insecure operating environments, may be required.

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 HIAS recruiter.

Step 3: Video interview with the hiring manager.

Step 4: Video interview with a panel of HIAS employees.

Step 5: Online reference check with SkillSurvey.

Step 6: Offer and background check with Shield Screening or HireRight.

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. As an equal opportunity employer, 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.