Operations Director

Position: Operations Director

Location: Remote

Compensation: Commensurate with experience

Term: 1 year

About Project Expedite Justice:

Project Expedite Justice (PEJ), founded in 2016, is a United States-based NGO with 501(c)(3) charitable organization designation.

PEJ’s mission is to use all available legal options to seek justice for individuals inadequately protected under the law, who cannot access legal resources, and who are exploited by governments, corporations, or others.

PEJ has projects in several countries. Our inclusive team includes people working remotely from Africa, Asia, Europe, South America, and the US. We are deeply committed to increasing opportunities for lawyers and other human rights defenders from the global majority to participate in international rule-of-law-based work. People from countries from the global majority are encouraged to apply for this role.

The Opportunity: Operations Director

Mission:

We are looking for an experienced Director of Operations to organize, oversee, and lead our exciting day-to-day operations. This position is critical to PEJ’s overall mission by leading and supporting seamless fiscal, technical, operational, and human resource management systems, procedures, and processes. The ideal candidate will be a seasoned professional with specific expertise in nonprofit management and governance, program monitoring and reporting, legal compliance, human resource law and best practice, and IT/operations management.

Reporting Relationships:

The Director of Operations reports to the Executive Director and the Board of Directors at the highest level. They also collaborate with other programs, fiscal, and administrative staff, and consultants. The Director of Operations is the direct supervisor of the entire administrative team.

Supervision: The Director of Operations oversees and supervises the following roles:

• Subgrant Administrator
• Communications and Projects Coordinator
• Administrator
• Communications Assistant
• Copy Editor
• Office Assistant
• Human Resource Focal Point
• Development Coordinator

Key Responsibilities: Delivering Impact

Operations Management

• Coordinate day-to-day operations, oversee administration, budget and finance, grants management and reporting, and human resources. Communication is at the core of leading our day-to-day operations as a remote organization.

• Recommend and maintain technology and systems, policies, and procedures, including for virtual work and travel;

• 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 collecting quotes/bids, drafting or reviewing contracts/agreements.warranties, and purchasing goods or services;

• Oversee administrative functions, including identifying vendors, vetting consultants/staff, drafting contracts, and monitoring vendor, staff, and consultant contracts to ensure proper completion;

• Oversee risk management, travel, and security arrangements and clearances; and assist with travel itineraries, visa, and other travel arrangement as needed;

• Develop, implement, and review operational policies and procedures to ensure legal and grant compliance at all times.

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

• Collaborate with the Finance Director on budgeting, financial planning, managing payments, and financial tracking.

• Assist in developing fundraising strategy and grant applications, taking primary responsibility for monitoring results, PR narrative, and financial reports to funders.

  Fundraising and Grants Management

• Identify new funding opportunities and provide oversight in developing new program designs.

• Assume primary responsibility for monitoring program results and overseeing timely and professional programmatic reporting to donors;

• Assist the Executive Director in building and maintaining alliances and partnerships with donors and other organizations in the field;

• Work with the Senior Management Team to develop and review concept notes and proposals.

• With the support of the Projects Coordinator, ensure all project outputs are accurate, complete, and high-quality before submission; provide relevant, responsive, and donor-compliant support to program delivery in the post-award management of grants; and ensure the generation and submission of high-quality donor reports on time.

Financial Management

• Ensure timely and accurate filing and renewal of Charitable Registrations and business registration forms in compliance with international, federal, state and county agency requirements;
• Contribute to audit preparation and successful completion.
• Contribute to quality control related to fiscal data, including mining for errors and anomalies, mentoring PEJ on proper documentation throughout the organization, and remaining vigilant about cash flow needs;
• In consultation with the Director of Finance, maintain a schedule of donor reporting dates, and prepare fiscal reports for donors as needed and requested by management;
• With the Finance Director, orient, train, and manage subgrantees to ensure compliance with all fiscal and programmatic regulations and satisfactory performance against subgrant agreements and deliverables;

Leadership and Management:

• Engage in long-term strategic planning for PEJ.
• 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.
• Promote an organizational culture that centers on high human engagement (communication) and encourages top performance and high morale.

Human Resources Management

• 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;
• Steward consultant to employee conversation when necessary; and
• Develop and manage a probationary and annual review process for staff and consultants.

Profile: Qualifications and Attributes

Education and Experience:

• Bachelor’s degree in Business Administration, Operations Management, or a related field. A master’s degree preferred; may be substituted for five additional years of experience.
• Proven experience (at least ten years of progressive experience) in a senior management role, preferably within a non-governmental organization or a similar complex setting in the United States.

Operations and Program Management:

• Strong background in overseeing day-to-day operations, including administration, budget and finance, grants management, and human resources.
• Experience developing, implementing, and reviewing operational policies and procedures to ensure compliance and efficiency.

Financial Management:

• Solid financial management skills, including budgeting, financial planning, and tracking.
• Knowledge and experience with deferred revenue and income recognition for restricted funds (may be tested);
• Experience in developing and implementing fundraising strategies, including successful grant applications;
• Familiarity and experience with USG CFRs and regulations for federal grants (may be tested);

Leadership and Team Management:

• Strong communication skills, both oral and written, that conform to a U.S. legal practice.
• A proven self-starter who can manage independently;
• Proven leadership skills with the ability to engage in long-term strategic planning.
• Experience in providing high-level leadership and communication to a multidisciplinary team, fostering an environment of collaboration and high morale.
• Ability to delegate effectively, provide consistent feedback, and conduct regular one-on-one meetings with direct reports.

Communication and External Relations:

• Strong communication skills, both internal and external, including experience in external communications, updating website content, and maintaining a social media presence.
• Experience in supporting communications and collaborating with key partners.

Fundraising and Grants Management:

• Assist in developing and implementing PEJ’s fundraising strategy, including grant applications;
• Demonstrated success in identifying and securing new funding opportunities.
• Experience in overseeing the development of program design, concept notes, and proposals.
• Familiarity with donor compliance and the ability to ensure timely and high-quality reporting to donors.

Strategic Planning and Vision:

• Experience in engaging in long-term strategic planning for an organization.
• Ability to work with the Executive Director and Board of Directors to determine values, mission, and plan for short and long-term goals.

Cultural Fit:

• Alignment with PEJ’s values and mission to be a service-driven entity.
• Demonstrated commitment to the principles of the rule of law and social justice.

How to apply

Email recruitment@projectexpeditejustice.org with “Application: Operations Director” in the subject line, and attach:

• CV/resume (maximum of two pages);
• Cover letter; and
• Writing sample.