Administration and Operations Consultant for Human Rights Organization (bookkeeping experience required)

What do we do?

We do important work. 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. Partners in Justice International (PJI) strengthens 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; and
• 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 a looking for someone to join our team and work with us to deliver our mission. We want someone who loves making systems and processes work, loves getting things organized, and is happy to roll up their sleeves alongside us to support the growth and development of our organization.

This role contributes to PJI’s overall mission by providing operational and financial support for PJI programming and fiscal management. You will report to the Co-Director and collaborate with other program, fiscal, and administrative staff or consultants.

We are looking for someone with superb operational, administrative, and bookkeeping skills, and excellent project and time management skills, with a strong attention to detail and deadlines. We also want someone with a strong commitment to the non-profit/human rights field.

Your Responsibilities:

Bookkeeping and Financial Coordination

• Manage QuickBooks accounting system and all other financial documentation to ensure all records are kept up to date and maintained securely for audit and management purposes;
• Process and manage all financial transactions and cost allocations to restricted grants in a timely and accurate manner to support both programmatic and fiscal management / audit needs. This includes accrual-based accounts payable, accounts receivable, deferred revenue, bank reconciliations, compensation, and benefits;
• Prepare, process and reconcile staff and consultant expenses and travel advances;
• Point of contact and liaison with external auditors, bankers, and other external agencies, as relevant;
• Prepare and deposit funds into bank accounts on a routine basis, and reconcile bank statements monthly;
• Provide ongoing snapshot of cash flow and cash needs to Co-Director;
• Monitor vendor and consultant contracts and ensure proper completion and access;
• 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;
• 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;
• Maintain a schedule of donor reporting dates, and prepare fiscal reports for donors as needed and requested by Co-Director;
• Prepare financial reports and contribute to projections for Co-Director or Board, as requested;
• Assist with gift processing and acknowledgement, and reporting;
• Contribute to streamlining and improving procedures, processes, forms, and training to optimize fiscal functions and outputs; and
• Other accounting duties as needed.

IT and Data Security

• Help recommend, set up and maintain optimal and secure technology and systems, facilitating virtual work and travel;
• Work with our data security consultant to ensure compliance, identify improvements, and provide training to staff and consultants; and
• Ensure the website technology functions smoothly, is regularly updated and maintained.

General Administration

• Assist with travel itineraries, visas, and other travel arrangements as needed;

• Assist with meeting administration, including minute-taking and follow-up actions;

• Onboard new staff and consultants to our systems and processes;

• With Co-Director, manage organizational and individual insurance needs, including for travel; and

• Checking the virtual mailbox and triaging/answering incoming email requests (mainly through the website).

Consultant Qualifications

• Minimum of five years of relevant experience (operations, administration, bookkeeping, IT systems, etc.), and to include accrual-based accounting on government grants;
• 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, including on learning new systems and procedures and on administrative and fiscal work; and
• Commitment to human rights and PJI’s mission.