Operations and Finance Manager

Partners in Justice International; Batu Pahat; On-site; MYR 100,000 - 150,000; Part time

Job summary

An established industry player is seeking a part-time Operations and Finance Manager to drive operational excellence and financial integrity. This role is crucial for supporting international programming and fiscal management, ensuring compliance with regulations, and enhancing organizational efficiency. The ideal candidate will have a decade of experience in operational and financial management, with strong project management skills and a commitment to human rights. Join a dedicated team working towards justice for victims of grave crimes and make a meaningful impact in a dynamic, multicultural environment.

Qualifications

• 10+ years of experience in operations and financial management.
• Strong familiarity with U.S. accounting standards and regulations.
• Excellent computer skills and attention to detail.

Responsibilities

• Oversee PJI’s finances, operations, and human resources.
• Ensure timely and accurate financial transactions and reporting.
• Manage recruitment and onboarding processes for new staff.

Skills

Operational Management

Financial Management

Project Management

Human Resources Management

IT Systems Management

Education

Bachelor's Degree

Tools

QuickBooks

Microsoft Word

Microsoft Excel

Job description

Who we are

We believe that victims and survivors of grave crimes should have access to justice wherever they live. Partners in Justice International (PJI) works to make this vision a reality by partnering with local justice actors to challenge impunity for atrocity crimes, advance justice for victims where they live, and build resilience to sustain peace and democracy long term. PJI strengthens local justice processes for victims and survivors of grave crimes such as crimes against humanity, war crimes, and genocide.

• We provide practical support to serious crime prosecutors, victim representatives, and investigators working in post-conflict and post-dictatorship jurisdictions;
• We facilitate the circulation and exchange of knowledge and experience locally and among practitioners and experts around the globe;
• We intervene strategically in litigation and international procedures at the highest levels to advance the rights of victims and survivors of atrocity crimes.

What do we need?

We are 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. This role is conceived as part-time.

Your Responsibilities:

The Operations and Finance Manager will report to PJI’s Co-Executive 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 oversees and manages PJI’s finances, operations, human resources, and other related tasks.

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;
• 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.);
• 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, EU/UN or other government grants, IT and security systems, etc.), with five years at the management level;
• Minimum B.A. or B.S. degree (may substitute for an additional five years of experience);
• Strong familiarity and practical experience in U.S. accounting standards, G.A.A.P. and FASB regulations governing accounting practices and display of financial information for a non-profit entity (to be tested);
• Excellent computer skills in Word, Excel, and 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, and 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 (typically 11:00 to 17:00 UK time (GMT or BST)); and
• Commitment to human rights and PJI’s mission

Contract Terms

This is a consulting contract for a duration of approximately 12 months, with the possibility of extension or conversion to salary.

Pay range is anticipated to be hourly $40 to $75 USD (or $320 to $600) daily, based on level of experience and location.

PJI is an equal opportunity employer committed to a diverse, multicultural work environment. People of colour, women, people with disabilities, and people of diverse sexual orientations and gender identities are encouraged to apply.

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