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Operations Coordinator

Location: Remote

Contract Type: Consultancy Contract

Reports to: Operations Director

Who are we? 

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

PEJ's mission is to use all available legal options to seek justice for individuals who are 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 three-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. 

We have projects in various countries and are an inclusive team that includes people working remotely from many different places, including several countries in Africa, Asia, Europe, South America, and the USA. We are deeply committed to increasing the opportunity for lawyers from the global majority or global south to participate in international Rule of Law-based non-profits. People from countries from the global majority are encouraged to apply for this role.

What is the job?

The Operations Coordinator (OC) contributes to the organization’s mission by working with the organization’s Project Teams to plan and coordinate team fieldwork missions and to ensure the safety of the team and the productivity of its missions. Under the guidance of the Operations Director, the OC also helps manage and support the organization’s human resource function, including recruitment, onboarding, contracts, compensation, benefits, and records retention.

Key Responsibilities

Mission Planning and Travel

  • Plan and coordinate travel arrangements for team members, including flights, accommodations, local transportation, travel advances, travel insurance, and visas.

  • Collaborate with other departments to ensure travel logistics align with mission and organizational goals and are necessary and cost effective;

  • Ensure travel is well-coordinated between travellers, locations and timelines, balancing cost and efficiency to optimize mission productivity;

  • Research and negotiate with travel vendors to secure the best rates and accommodations in line with donor budget limitations and regulations (e.g. Fly America and Department of State accommodation and per diem limits);

  • Develop and maintain travel itineraries for each mission, ensuring all team members know schedules, logistics, contacts, and emergency protocols;

  • Communicate effectively and promptly with team members regarding travel details, requirements, and any plan changes, including during off-hours as needed for emergencies;

  • Coordinate with local partners and organizations to arrange ground transportation, accommodations, and other logistics at mission destinations;

  • Support team members during travel, including assistance with any unforeseen issues;

  • Collaborate with travellers to collect, organize, review, and maintain accurate records of travel expenses and reports, and follow-up to ensure receipt of missing documentation;

  • In collaboration with the Finance Team, reconcile travel expenses and documentation against approved travel budgets; and

  • Continuously evaluate and improve travel processes to enhance efficiency and cost-effectiveness.

Human Resources

  • Help manage and administer human resource functions, including, but not limited to, recruitment, onboarding new employees and consultants, adherence to the organization’s compensation structures, and enrollment in benefits;

  • Prepare contracts for consultants based on scopes of work provided by the relevant teams;

  • Onboard new employees and consultants, including collecting and verifying documents and enrolling personnel in benefits;

  • Offer multi-departmental orientation on policies and Standard Operating Procedures and organize multi-departmental training;

  • Track and maintain detailed records related to recruitment, onboarding, compensation, benefits and leave entitlements;

  • Serve as the main point of contact between the organization and its payroll and employer-of-record partners;

  • Assist with administration requests for needed staffing and route such requests through designated channels;

  • Maintain calendar for and cue up performance evaluations;

  • Off-board employees and consultants, including compensation payouts and termination of benefits;

  • Help research human resource laws and regulations in foreign locations, and create a platform for organizing and storing such data;

  • Ensure compliance with human resource policies and procedures and relevant employment laws and regulations, including in foreign locations;

  • Handle confidential human resource information with discretion and professionalism (breeches of confidentiality may be grounds for termination).

Qualifications and Attributes 

  • At least two years of experience working for a nonprofit or non-governmental organization specifically handling travel logistics and/or human resources (ideally both);

  • Familiarity with U.S. government regulations governing travel (to be tested);

  • Familiarity with human resource laws, benefits, taxes, and regulations in the U.S. and ideally in other countries (to be tested);

  • Exceptional planning and project management skills and attention to detail;

  • A proactive approach to problem-solving;

  • A collaborative and culturally aware mindset with the ability to work effectively in a team environment, including with a diverse team and across multiple time zones;

  • Flexibility and strength in multi-tasking, goal-setting, and workload prioritization;

  • High level of discretion and respect for donor and organizational privacy and confidentiality;

  • Commitment to international human rights and the principles of the rule of law and social justice;

  • Bachelor’s degree strongly preferred, but may be substituted with an additional two years of experience; and

  • Excellent verbal and written communication skills in English.

How to Apply: 

Email with "Application: Operations Coordinator" in the subject line, and attach: 

  • CV (maximum of two pages) 

  • Cover letter 

  • Writing sample 

Applications will be reviewed on a rolling basis. 

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