HIAS seeks a Special Assistant to assist the CFO in managing day-to-day projects related to the Finance and Information Technology division. S/he provides administrative support to the CFO and liaises with various departments in headquarters and HIAS country offices; manages all projects from initiation to planning to execution and closure; and works to gain an understanding of current business processes to provide solutions based on industry best practices while serving as a Finance team liaison.
Essential Functions:
Project Management
- Work closely with Planning and Budget units to gain an understanding of the current complex and customized financial reporting processes in all areas.
- Develop Budget vs. Actual analysis with guidance from the Director of Planning and Budget.
- Regularly communicate projects status to appropriate stakeholders.
- Complete appropriate business requirements and develop requirement documents as necessary.
- Assist in defining and documenting current business processes and business requirements.
- Identify gaps (i.e. system functionality issues, etc.), develop project plans and communicate status to appropriate stakeholders.
- Serve as a liaison to IT department during development, testing and roll out of any solutions.
- Manage special projects as assigned by the CFO; these may include projects from other units as well.
Administrative Support
- Provide written translation of documents and materials as requested.
- Prepare materials for meetings and presentations for the CFO.
- Perform routine secretarial duties including filing, answering phone, and taking messages.
- Greet visitors and ensure they are introduced to the appropriate staff.
- Arrange ticketing, travel, and accommodations for staff, visitors, and consultants.
- Assist other staff within the Finance and Information Technology divisions as needed.
- Set up accounts with suppliers for printing, travel, office supplies, etc.
- Draft correspondence (letters, memos, faxes, e-mail) as requested by CFO.
- Organize and assist with the CFO’s Outlook calendar; assist with weekly meetings and schedule of CFO and coordinate and communicate changes as necessary.
Qualifications and Requirements:
- Undergraduate degree in Finance, Accounting or Business Administration with at least 8 credit hours of accounting/finance related courses.
- Must have at least 4 years of experience working in a related field; at least 2 years’ experience in managing projects and providing administrative support to Executive level staff.
Basic understanding of Federal accounting concepts and standards; and training, documentation and business process management knowledge preferred.
Knowledge of international non-profit financial management practices preferred.
Strong project management skills, including experience defining clear milestones and developing phase-appropriate deliverables required.
Ability to lead an analysis of the current financial processes and to reengineer or redesign existing processes to fit the financial system functionality.
Must possess excellent communication (written and oral) and active listening skills.
Strong customer-service skills; excellent analytical and problem-solving abilities.
- Must be able to work independently and as a team player.
- Ability to multi-task and handle multiple ongoing responsibilities and/or projects is required; ability to work in a fast paced environment.
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