Operations Manager

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 applies a novel, victim-centered approach to addressing mass atrocities. PEJ's 3-step model includes training, mentoring, and providing independent legal consulting. We partner with and train local lawyers and investigators to collect, analyze, and preserve evidence according to international legal standards. Without evidence, there can be no accountability. We further build local capabilities and advance the justice process through case-specific mentoring and strategic guidance to local legal practitioners and investigators. Finally, we partner with local NGOs, pro bono law firms, and legal clinics to represent victims of international crimes and serious human rights abuses in court or alternative judicial mechanisms.

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 or global south to participate in international rule-of-law-based nonprofit work.

The Opportunity: Operations Manager

Job Summary:

The Operations Manager at PEJ plays a key role in implementing the organization’s internal operations, ensuring that all activities align with organizational objectives and comply with legal and donor requirements. This role involves reviewing and drafting policies, managing systems and technology, procurement processes, and supporting risk management while striving to improve efficiency and operational processes across the organization.

Key Responsibilities

Policy and Procedure Compliance:

• In collaboration and under the guidance of the Senior Management Team draft and update policies and procedures in accordance with legal requirements, donor regulations, and internal best practices.
• Ensure that all policies comply with relevant international, federal, state, and local laws, and maintain the necessary documentation for audits and regulatory requirements.
• Support the development guidelines to enhance consistency and reduce risks in operational processes, ensuring staff and consultants adhere to all protocols in collaboration and under the guidance of the Senior Management Team.

Technology Systems and Security:

• Assess current technology systems and tools used within PEJ and recommend improvements to ensure optimal functionality, security, and compliance.
• Oversee the implementation, maintenance, and management of software and systems, ensuring they align with PEJ’s mission, objectives, and security standards.
• Collaborate with IT and security consultants to ensure PEJ’s data protection, cybersecurity, and privacy practices comply with legal and donor requirements.
• Ensure that PEJ is working with optimal and secure software and systems, and coordinate with the security consultant to ensure compliance in support of the Operations Manager.
• Lead staff training initiatives on the use of systems and tools, ensuring proper utilization and best practices in data management, security protocols, and workflow automation.

Procurement and Contract Management:

• Oversee the procurement of goods and services, ensuring compliance with both U.S. government and private grant regulations, including conducting competitive bidding, creating and managing contracts, and handling warranties.
• Work closely with finance and program teams to ensure all procurements are completed on time, within budget, and meet operational needs.
• Conduct regular reviews of procurement processes to ensure transparency, cost-effectiveness, and compliance with established policies.

Vendor and Contract Management:

• Manage relationships with local and international vendors and service providers to ensure the best prices, quality, and delivery times for required goods and services.
• Review vendor contracts and payment schedules, ensuring all procurement activities are performed in accordance with legal, ethical, and financial guidelines.

Registration and Filing Compliance:

• Ensure timely and accurate filing of all required registrations, reports, and forms in compliance with international, federal, state, and county agency requirements.
• Maintain up-to-date knowledge of regulatory changes and ensure PEJ remains compliant with evolving rules and regulations across different regions and sectors.
• Coordinate with external consultants or legal advisors to address complex regulatory issues, ensuring that PEJ stays in good standing with all relevant authorities.

Risk Management and Security Arrangements:

• Oversee the development and implementation of risk management strategies to safeguard organizational assets, including insurance, security protocols, and disaster recovery plans.
• Coordinate travel and security arrangements for staff, consultants, and guests, ensuring all risk factors are mitigated and staff members are fully briefed on travel risks and safety procedures.
• Monitor global political or environmental risks that may impact PEJ operations, advising senior management on any necessary precautions or actions.

Operational Efficiency and Continuous Improvement:

• Identify operational bottlenecks and inefficiencies, recommending and implementing solutions to streamline workflows, reduce waste, and improve productivity.
• Analyze data related to operational performance, identifying trends and areas for improvement, and propose solutions to senior leadership for implementation.
• Work with the programmatic teams to ensure operational processes are aligned with program goals and donor expectations, improving the overall effectiveness of PEJ’s activities.

Support and Coordination Across Departments:

• Serve as a liaison between various departments within the organization to ensure seamless operations and effective communication.
• Work with finance, programs, and HR departments to ensure smooth integration of systems and alignment of operational procedures with organizational objectives.
• Assist in the preparation and management of budgets for operations, ensuring resources are allocated efficiently to meet operational needs.

Compliance Audits and Monitoring:

• Conduct periodic reviews of internal operations, including procurement processes, technology systems, risk management practices, and compliance with policies and regulations.
• Ensure that any operational issues or violations of procedures are promptly addressed, with corrective actions taken to prevent recurrence.
• Work closely with the internal audit team and external auditors to ensure that PEJ’s operations are continuously improving in terms of efficiency, compliance, and cost-effectiveness.

Profile: Qualifications and Attributes

Required Qualifications and Experience:

Education and Experience

• Bachelor's degree required - higher degree or certification in Business Administration, Management or a related field is preferred.
• Minimum of 5 years of professional experience in procurement, logistics, travel management, or related field - preferably within an international organization or NGO.
• Experience in managing complex procurement processes, including sourcing, negotiation, and contract management.
• Proven track record of successfully coordinating logistics for international projects.
• Strong ability to draft, update, and implement policies in compliance with legal and donor requirements.
• Experience developing operational guidelines to reduce risks and ensure consistency.
• Experience with audits, regulatory filings, and maintaining necessary documentation.
• Demonstrated ability to plan and execute travel arrangements for diverse teams, including visa applications and customs clearance.
• Prior experience applying USG rules and regulations required.
• Some experience working in a remote or virtual work environment is preferred.

Skills

• Strong expertise in policy compliance, procurement, contract management, and risk management, with a focus on ensuring legal, donor, and regulatory adherence. Ability to evaluate and implement technology systems, improve operational efficiency, and collaborate across departments to streamline workflows and enhance productivity.
• Excellent communication skills, with the ability to lead cross-departmental initiatives, manage vendor relationships, and ensure compliance through audits, monitoring, and continuous improvement strategies.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent communication and interpersonal skills.
• Ability to work independently and manage multiple tasks simultaneously.
• Strong analytical and problem-solving skills.
• Ability to work effectively in a cross-cultural environment.
• Fluency in English (C1) is required; additional languages a plus.
• Commitment to PEJ's mission and values.
• Strong ability to collaborate effectively with a diverse team in a remote environment.
• Commitment to PEJ's mission and values, including a passion for humanitarian work.