Operations and Finance Manager

Who we are

Partners in Justice International (PJI) is an international human rights organization with a mission to strengthen justice processes for victims and survivors of grave crimes such as crimes against humanity, war crimes, and genocide. We do this primarily by providing practical support to serious crime prosecutors, victim representatives, and investigators working in post-conflict and post-dictatorship jurisdictions. PJI facilitates the circulation and exchange of knowledge and experience locally and among practitioners and experts around the globe. PJI also intervenes strategically in litigation and international procedures to advance the rights of victims and survivors of grave crimes. In short, we partner with local justice actors to challenge impunity for grave crimes, advance justice for victims where they live, and build resilience to sustain peace and democracy long term.

What do we need?

We are a looking for an experienced manager with superb operational, administrative, and financial management skills, excellent project and time management skills, with a strong attention to detail and deadlines, who is also great with people. 

The Operations and Finance Manager will contribute to PJI’s overall mission by providing operational and financial support for PJI’s international programming and fiscal management.

Your Responsibilities:

The Finance and Operations Manager will report to PJI’s Co-Director and will collaborate with other programme, fiscal, and administrative team members as necessary.

Under the direction of the Co-Directors and in collaboration with other members of the PJI Legal Team, the Operations and Finance Manager will oversee and manage PJI’s finances, operations, human resources, and other related tasks.

Primary Responsibilities

Operations Management

• Help recommend, set up and maintain PJI technology and systems, policies and procedures, including for virtual work in multiple time zones, and travel;
• Ensure PJI is working with optimal and secure software and systems, and coordinate with security consultant to ensure compliance;
• Help identify ways to improve IT and systems functionality and train staff or consultants;
• Oversee procurement of goods and services, as needed, in line with US federal and other grant regulations, including collecting quotes / bids, drafting or reviewing contracts / agreements / warranties, and purchasing goods or services;
• Assist with scheduling meetings, taking notes / minutes, follow-up;
• Assist with travel itineraries, visas and other travel arrangements as needed;
• Assist in identifying and contracting local interpreters, security teams, or handlers for travel; and
• Organize retreats and other events, as needed.

Financial Management

• Ensure all PJI financial transactions are done accurately and in a timely manner with proper documentation (which may be in multiple languages) to support both programmatic and fiscal management / audit needs;
• Oversee bookkeeper doing payables, allocation of costs, travel reconciliations, and budget variance;
• Oversee data collection, coding and input, documentation, and reconciliation for credit cards, advances, and reimbursements;
• Directly handle accrual-based accounts receivable and deferred revenue, including coding and entry into QuickBooks, in coordination with Co-Directors for unrestricted donations;
• Oversee proper cost allocation to donors, including federal donors, tracking and allocating time, and tracking exchange rates effective at the time of transaction;
• Reconcile bank accounts in QuickBooks against monthly bank statements;
• Provide ongoing snapshot of cash flow and cash need to Co-Directors;
• Lead development of proposal budgets and budget modifications for funders;
• Conduct fiscal and compliance training for subgrantees, as applicable, and review and reconcile subgrantee fiscal reports;
• Monitor vendor and consultant contracts and ensure proper completion and access;
• With Co-Director, manage organizational and individual insurance needs, including for travel;
• Organize, secure and oversee maintenance of all financial files in alignment with best practices and audit needs;
• Maintain and secure operational passcodes, keys, and other vehicles of access to systems and facilities;
• Ensure timely and accurate filing and renewal of Charitable Registrations and business registration forms in compliance with international, federal, state agency requirements;
• Contribute to audit preparation and successful completion;
• Contribute to quality control related to fiscal data, including mining for errors and anomalies, mentoring PJI on proper documentation, and remaining vigilant about cash flow needs;
• Maintain a schedule of donor reporting dates, and prepare fiscal reports for donors as needed and requested by Co-Directors;
• Prepare financial reports and budget variance reports for Co-Directors or Board, as requested;
• Develop, document and ensure compliance with fiscal policies and procedures (e.g. cost allocation, procurement, reporting, etc.); and
• Contribute to streamlining and improving procedures, processes, forms and training to optimize fiscal functions and outputs.

Human Resources

• Oversee and manage recruitment, hiring and onboarding process and materials for staff, consultants, fellows, and volunteers;
• Integrate new personnel into existing systems and protocols and provide training as needed;
• Process changes in compensation and benefits and ensure documentation is maintained;
• Lead PJI in determining whether to convert from consultants to employees, and in the process of conversion if this materializes;
• Develop and manage a probationary and an annual review process for staff and consultants.

Other duties

• Assist with identifying new institutional funders for PJI; and
• Other operational, fiscal, or human resource duties as needed and assigned.

Your Qualifications:

• Minimum of ten years of relevant experience (operations, administration, financial management for federal grants, IT systems, etc.);
• Minimum of B.A. or B.S. degree (may substitute with an additional five years of experience);
• Excellent attention to detail;
• Excellent computer skills in Word, Excel, QuickBooks;
• Ability to work independently and strength in multi-tasking, goal-setting and workload prioritization with strong attention to accuracy and detail;
• Positive and creative attitude, comfort with embracing challenges, developing/learning new administrative and fiscal systems and procedures, persisting in the face of setbacks, learning from constructive feedback, and being inspired by the success of others;
• Able to accommodate planned meetings at times convenient to the majority of the team;
•  Commitment to human rights and PJI’s mission.