Assistant Director, Budget & Fiscal Compliance, U.S.

POSITION SUMMARY:

HIAS seeks an Assistant Director, Budget & Fiscal Compliance, U.S. to be responsible for direct management of projects, supervision, budgeting, planning, tracking and monitoring of funding comprised of federal and nonfederal grants for the North America region. This is a hands-on, supervisory position responsible for all aspects of program finances, administration and subaward management for a growing portfolio of programs. This position works closely with the Senior Director, Budget & Fiscal Compliance to ensure effective and efficient use of a diverse range of funding sources within funding guidelines.

ESSENTIAL FUNCTIONS:

• Supervises assigned Budget & Fiscal Compliance team members and oversees their work to ensure compliance with HIAS’ and donor policies, rules and regulations.
• Monitors team members’ workload periodically, sharing report with the supervisor and redistributing workload as needed to ensure staff work-life balance.
• Performs annual performance reviews and identifies areas of improvement, including need for capacity building.
• Supports staff care and well-being.
• Contributes to the success of HIAS’ annual budget process.
• Supports the Senior Director, Budget & Fiscal Compliance during annual budget process to ensure timeliness and accuracy of budget.
• Support the Senior Director, Budget & Fiscal Compliance on budget development of multi-year organizational revenue and expense budgets based on input from functional/business teams.
• Liaises with Programs and Development staff to ensure all federal and non-federal funds for the region are captured and included in the monthly management report.
• Ensures all restricted funds are used in accordance with donor intentions or appropriate modifications are requested.
• Provides technical support to the team in financial management, accounting, compliance and budget management.
• Ensures quality and high standard of financial management and compliance of assigned projects from proposal development to project close out.
• Prepares financial plans, proposal budgets, budget narrative, amendments and extensions for the life of an award up to and including close-out in collaboration with Programs staff, Development staff and county office team members.
• Reviews award document from Budget & Fiscal Compliance point of view and provides summary for a follow-up with funders and approval by the Senior Director, Budget & Fiscal Compliance or the Chief Financial Officer.
• Facilitates start-up workshop and provides support for affiliates and subawards training.
• Reviews (team members and affiliates) and/or generates monthly, quarterly and end of project financial reports for compliance with donor requirements.
• Prepares and performs monthly budget-to-actual analysis and conducts monthly reviews with program managers, and prepares spend plans and grant forecasts.
• Prepares and presents dashboards and pipelines for higher management for federal and non-federal awards; analyzes spending trends and provides feedback and analysis on areas with significant over or under spending.
• Prepares close-out documentation at end of funding cycles in compliance with government regulations.
• Ensures that fiscal requirements for grants and contracts are identified, realized and monitored through regular monitoring meetings.
• Coordinates with Assistant Director, Subaward Management on affiliates monitoring scheduling and provides support and direction to the team members prior to starting the assignment.
• Maintains a working knowledge of laws, regulations, policies and other requirements that affect grants management, in particular federal grant requirements.
• Prepares and submits draw reports to the Senior Director, Budget & Fiscal Compliance in a timely manner.
• Facilitates training sessions on topics such as grants management, general accounting, internal controls and administrative systems, as well as sectoral specific topics to field staff as needed and assisting field offices in interpreting regulations to ensure compliance.

QUALIFICATIONS & REQUIREMENTS:

• Undergraduate degree with a concentration in Finance, Accounting, Business, International Business or a related field; graduate degree preferred.
• 5-7 years of work experience in an operations support role, with analysis and/or interpretation of cooperative agreements, grants and contracts preferred; minimum of 3 years of experience in a leadership role, preferably in a supervisory role.
• Willingness to travel throughout the United States and to foreign countries is a requirement; travel expected approximately 10% of the time.
• Experience working with an international nonprofit preferred; experience working in or traveling to foreign countries desirable.
• Familiarity with federal rules and regulations, including PRM and ORR, is required.
• Excellent analytical skills and ability to problem-solve required; the ability to communicate financial information to non-financial staff is also required.
• Ability to effectively multi-task is required; must be detail-oriented and able to see both the big picture, as well as the smallest details.
• Excellent interpersonal, written and oral communication skills required.
• Ability to work well independently, as well as part of a team.
• Demonstrates the ability to prioritize workload for self and others.
• Self-motivation, flexibility and ability to train and coach.
• Intermediate level or higher Microsoft Excel skills required; proficiency with MS Office required.

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.