Operations and Finance Manager - Malaysia

Long-term contract
Localisation Malaysia
Full remote
10+ yrs of exp.
Posted on 05-03-2024

Partners in Justice International

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.

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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.

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