ORGANISATION: HIAS RSC Austria
TITLE: Program Assistant and Cultural Orientation Trainer
REPORTS TO: Austria Program Manager and Cultural Orientation Manager
LOCATION: Vienna, Austria
Purpose of the role:
Program Assistant
To perform all fundamental administrative processes from the time of arrival in Austria to departure for refugee applicants, including ensuring the completeness and correctness of all documentation and procedures.
Cultural Orientation Trainer
To prepare refugees for resettlement in the United States, by leading an engaging Cultural Orientation course in the classroom and support to revise and create interesting and relevant material to prepare participants for day-to-day reality in the United States.
Responsibilities:

• Conduct quality checks of cases in the US Government secured database to ensure accuracy and completeness
• Update necessary information in the US Government secured database
• Attend and participate in team meetings and training sessions
• As needed, scan and upload documents into the US Government secured database, collect missing documents from applicants, and copy documents
• Updated the applicant schedule as necessary for any appointment throughout the processing cycle
• Any other tasks as assigned by Austria Program Manager

Pre-screening

• Register applicants upon arrival in Vienna by photographing them and enter bio-data into the US Government secured database
• Conduct document verification checks
• Assist with registration, case history interviews as required
• Conduct final quality check of cases to ensure accuracy and completeness for USCIS interviews

Out processing

• Conduct quality checks on cases ready for USCIS interviews
  • Ensure completeness of documentation and forms
• Prepare and print approval letters for applicant files according to the templates
• Quality control check on all medical report results received from IOM
  • Ensure medical reports reflect all known medical conditions
• Request flight booking in the US Government secured database
• Check Advanced Booking Notifications (ABN) for cases with special travel needs/requests
• Create refugee travel packets for IOM according to processing guidelines

Cultural Orientation:

• Leads learner-centered Cultural Orientation class using the HIAS/RSC Austria Cultural Orientation Curriculum using proven classroom management techniques
• Creates a positive learning environment for all participants
• Using a set curriculum, facilitates participant learning through interactive and engaging classroom activities while ensuring successful completion of identified learning outcomes
• Communicates and partners effectively with an interpreter, if needed
• Identifies and implements teaching tools and methods to create the most informative and productive class
• Engages in regular team discussions to reflect on class dynamics and any issues or problems that come up in class settings
• Performs various pre-orientation and post-orientation tasks necessary for the Cultural Orientation unit, such as class scheduling, organizing materials, setting up technology, and completion in a US Government secured database
• Participates in regular staff meetings and curriculum development workshops
• Attends and actively contributes to Cultural Orientation Team meetings
• Stays on top of relevant local developments and current events that might impact the life of participants or their travel process
• Travels, when necessary, between different Cultural Orientation locations to provide Cultural Orientation to local participants
• Any other tasks as assigned by the Manager

Key skills and attributes:

• Strong command of English (written and verbal)
• Excellent command of Farsi (verbal & written) would be an advantage
• Working knowledge of Armenian/ Assyrian/Arabic would be an asset
• Excellent interpretation and translation skill, to and from English would be an advantage
• Able to maintain consistently high standards of work and to focus intensively for extended periods
• Highly organized with strong attention to detail
• Able to work both in a team and independently
• Previous teaching, training and facilitation experience with in-person, remote and hybrid settings
• Understanding of learner-centered adult education
• Knowledge of United States culture, gained through living in the United States
• Flexibility to manage various class sizes and experience working with diverse populations
• Ability to accommodate different styles of learning and cultural differences in education
• Proven interpersonal skills and cross-cultural sensitivity and awareness
• Experience working with an interpreter preferred
• Enthusiastic, motivated and creative
• A flexible, mature and professional attitude to work
• Uses initiative to ask questions and make suggestions and uses good judgment – knows when it is appropriate to engage or escalate
• Excellent communication and listening skills (written and verbal)
• Good planning, time management and scheduling skills
• Experience working with Microsoft Office applications, Power Point, Excel, and other databases to create documents, access information and prepare reports
• Willing to travel to other RSC Offices when necessary.

All applicants should have the legal right to live and work in Austria without additional support.
Compensation for this position is minimum 2400 euro monthly in accordance with all standard Austrian legal and tax deductions.
This position is 100% in office and remote work is not possible, however a flexible time schedule is available internally.
This position is subject to the availability of donor funds.
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.
The HIAS Austria office as the Resettlement Support Center (RSC) processes refugee cases for resettlement to the US through a contract with the US State Department.
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.