Data Management and Optimization Consultant

POSITION SUMMARY:

HIAS Ukraine is looking for a Data & Optimization Consultant to join a small but dynamic team based in Ukraine. We are seeking to improve our program processes and project monitoring tools. To achieve this, we aim to hire a consultant with expertise in program management, monitoring and evaluation (M&E), and systems optimization for three months. A thorough analysis of internal workflows is required to identify gaps and develop an improved approach that supports our commitment to high-quality, localized programming and ensures better coordination, accountability, and efficiency across teams.

RESPONSIBILITIES AND ESSENTIAL FUNCTIONS: 

The consultant will be responsible for the following:

A. Development of Programmatic Tools:

1. Project cycle matrix
2. CO program dashboard
3. Award tracker 
4. Pipeline tracker 
5. DIP integrated into Capacity Building schedule
6. Program vs Finance matrix
7. Program vs HQ matrix
8. Program vs Supply Chain matrix

B. Internal Process Analysis:

• Process mapping: Review and map out current workflows, decision-making processes, and operational procedures.
• Gap identification: Identify inefficiencies, bottlenecks, or missing elements that hinder optimal performance.
• Stakeholder consultation: Conduct interviews or focus groups with staff across all levels to gather insights into existing challenges.

C. Strengthening Performance:

• Recommendations: Provide practical recommendations to address identified gaps and improve efficiency, effectiveness, and coordination.
• Implementation support: Develop an action plan for implementing recommended changes, including timelines, responsibilities, and capacity needs.
• Monitoring framework: Propose mechanisms for monitoring and evaluating the effectiveness of the new tools and processes over time.

D. Capacity Building: 

Together with tech team develop a consolidated and unified tools for CB, ensuring tools facilitate collaboration between departments (e.g., MHPSS, GBV, Advocacy, Economic Inclusion, etc.). Provide training to key staff members on the use of these new tools and processes to ensure smooth integration into everyday operations

E. Plan for Sustainability:  

Develop an action plan for implementing recommended changes, including timelines, responsibilities, and capacity needs.

QUALIFICATIONS & REQUIREMENTS: 

• Complete higher education in IT, data science, information management or other related sphere;
• Minimum 5 years of relevant work experience;
• Extensive experience in knowledge and database management;
• Expert-level proficiency in Microsoft ecosystem: Sharepoint, Teams, OneDrive, PowerBI;
• Strong interpersonal skills;
• Ability to manage multiple competing requests, take full ownership of own work;
• Experience in the context of international humanitarian or development organizations desirable;
• Fluency in English and Ukrainian (oral and written);
• Performs other duties assigned by supervisor.

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.

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 • Hospitalite •

?


(Hachnasat Orchim)

We Welcome the Stranger

Justice • Justicia • Justice •
? (Tzedek)

We Pursue Justice

Empathy • Empatia • Empathie •
? (Chesed)

We Approach our Clients with Empathy

Partnership • Companerismo • Cooperation •


(Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage •

(Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Resilience •
? (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.