Operations Director

at Project Expedite Justice
Published June 28, 2024
Location New York, United States of America
Category Administration  
Job Type Full Time  

Description

The Director of Operations contributes to PEJ’s overall mission by leading and supporting seamless fiscal, operational, and human resource management, including policies, systems, processes and coordination. The ideal candidate will be a seasoned professional with specific expertise in nonprofit management and governance; financial management of restricted funds; IT and systems; and international operations; and legal compliance, including human resource law and best practice.

Reporting Relationships

The Director of Operations reports to the Executive Director, works with the Board of Directors at the highest level, and collaborates with other program, fiscal, and administrative staff and consultants. The Director of Operations is the direct supervisor of the entire administrative team, coordinating international operations and overseeing administration, finance, and human resources.

Supervision

The Director of Operations oversees and supervises the following roles:

● Operations Coordinator

● Communications and Projects Coordinator

● Copy Editor

● Office Administrator

● Human Resource Manager

 

Key Responsibilities: Delivering Impact

 

Operations Management

Review, draft and oversee compliance with policies and procedures, including to satisfy legal requirements and donor regulations;

Recommend, implement and oversee maintenance of technology and systems;

Ensure that PEJ is working with optimal and secure software and systems, and coordinate with the security consultant to ensure compliance;

Help identify ways to improve IT and systems functionality and train staff and/or consultants;

Oversee procurement of goods and services, as needed, in line with US or private grant regulations, including competitive bidding, contracts and warranties;

Ensure timely and accurate filing of required registrations and forms in compliance with international, federal, state and county agency requirements;

Oversee risk management, travel, and security arrangements and clearances; and

Promote efficiency by implementing improved operational procedures aligned with PEJ’s mission.

Financial Management

Develop, update and oversee compliance with Standard Operating Procedures to comply with U.S. government and other restricted donor funding requirements, including, but not limited to managing subgrants, travel, competitive procurement, cost allocation, and cash controls;

Collaborate with the Finance Director on financial planning, budgeting, managing funds, cost allocation to donors, and audit;

Contribute to audit preparation and successful completion;

As needed, manage process to secure NICRA for USG funding;

Contribute to quality control related to fiscal data, including mining for errors and anomalies, mentoring PEJ on compliance and proper documentation throughout the organization, and remaining vigilant about cash flow needs;

In consultation with the Director of Finance, ensure timely preparation of fiscal reports for donors, and as needed and requested by management.

Human Resources Management

Oversee all human resources (HR) functions including hiring practices, employee review policies, compensation and benefits, professional development, and other HR activities;

Assure compliance with applicable employment and personnel laws and regulations;

Develop and update personnel and operations policies and procedures and ensure compliance;

Oversee integration of new personnel into existing systems and protocols, and training and orientation of staff and consultants on personnel policies and procedures;

Oversee hiring and supervision of all administrative staff and administrative volunteers;

Oversee changes in compensation and benefits and ensure documentation is maintained;

Steward consultant to employee conversation as requested; and

Develop and manage a probationary and annual review process for staff and consultants.

Leadership and Management

Participate in long-term strategic planning for PEJ;

Develop and implement opportunities for personal and professional leadership development;

Provide high-level leadership to the Administration team, including regular one-on-one meetings, effective delegation, and consistent feedback; and

Promote an organizational culture that centers on high human engagement and communication, and encourages top performance and positive morale.

Profile: Qualifications and Attributes

At least ten years of high-level operational and fiscal experience within a non-governmental organization working in the international arena;

Masters degree in a related field; or Bachelors degree and five additional years of experience;

Experience in engaging in long-term strategic planning for an organization and ability to work with the Executive Director and Board to determine values, mission, and plan for short and long-term goals;

Experience developing, implementing, and reviewing operational policies and procedures to ensure compliance and efficiency;

Strong background in overseeing day-to-day operations, including administration, budget and finance, and human resources;

Solid financial management skills, including financial planning, budgeting, compliance related to restricted donor funds, including U.S. government funds and CFRs (required and will be tested);

Strong communication and collaboration skills, both internal and external, including experience in external communications and with an interdisciplinary international team;

Please send CV with "Application: Operations Director" in the subject line, and attach:

CV/resume (maximum of three pages)

Cover letter

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