Finance and Administration Manager, HIAS Greece

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 Greece office. S/he ensures maintenance and high standards of accounting records, internal controls in accordance with International Accounting Standards, administration standards, Greece laws and regulations, and executes established financial and administration policies and procedures. The Finance and Administration Manager directs all accounting functions, including general ledger, accounts payable/receivable, purchasing, payroll, bank reconciliations, audit, insurance, local tax reporting, and fixed assets at the Country level. S/he also ensures accurate and timely preparation of internal financial reports and submission for external reporting.

The Finance and Administration Manager will report directly into the Greece Country Director with a dotted line into the Controller in HQ. She also works closely with HQ Finance and Grants Compliance management team and oversees all Finance and Administration functions within Greece.

ESSENTIAL FUNCTIONS

Financial Statements and External Reporting

• Oversees the preparation of monthly, quarterly and annual financial statements and reports.

• Ensures timely and accurate monthly close of General Ledger.

• Compiles cash flow forecast and forward monthly cash request to HQ on a timely basis.

• Ensures that financial reports for all donors, local compliance and HQ are submitted promptly.

• Monitors country and field office cash flow to ensure there is adequate cash to fund operations.

Internal Controls and Compliance:

• Ensures compliance with all HIAS policies and procedures as outlined in policy manuals and in accordance with local statutory requirements.

• Oversees all financial audits of the operations in Greece.

• Reviews payroll, payroll control sheets, and allocations.

• Ensures that financial transactions are coded correctly.

Budgets and Budgetary Controls:

• Works with the Country Director and program team in the preparation of country office budgets, program budgets and proposals.

• Prepares, analyzes and reports to the country director and HQ monthly budget vs actual analysis.

• Ensures controls of expenses assigned to grants and work directly with program managers and country director to manage actual expenses.

General Ledger:

• Oversees 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, GAAP and governmental regulations.

• Reviews key monthly account analyses; bank reconciliations, G/L to subsidiary ledger reconciliation.

• Maintains structure and ensures maximization of accounting software.

• Ensures monthly closes are completed on a regular and timely basis

Human Resources Management

• Manage monthly payroll function and ensure that payroll is completed in compliance with Greece tax and labor requirements, leave management, severance management and benefits implementation.

• Support in recruiting, interviewing, background checks and analyzing exit interviews

• Ensure that all contracts are examined, reviewed, and signed at the time of recruiting

• Coordinate and manage staff leave and time off

• Ensure that employee files are created, maintained, updated, and secured in timely and accurate manner.

• Manage employees’ timesheet processes and procedures.

• Ensure compliance with all labor and statuary laws and regulations.

• Supervise day to day HR duties

Logistics and Administration

• Ensures timely update of all requested documentation for the registration to the Greek National Registry of NGOs

• Oversees the Quality Management System and the annual ISO 9001 audit.

• Oversees day-to-day office and residential premises; to include, leases and maintenance.

• Manages HIAS Greece vendors while ensuring procurement policies and procedures are met.

• Ensures staff are trained on all procurement and logistics policies and procedures.

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 supervisory/management role, managing, mentoring, and building capacity of direct reports.

• Knowledgeable of Greece 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.

• Oral and written fluency in both written and spoken English and Greek is required; strong communication and interpersonal skills.

• A citizen of Greece

• Ability to travel throughout Greece as required; ability to travel internally on behalf of HIAS, as required.

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.

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.

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.