Operations Manager

Innovative Human Rights NGO Seeks Operations Manager

About Asylum Access

We are human rights advocates who support forcibly displaced individuals and communities as they reclaim their rights, agency and power.  Our unique combination of legal empowerment, policy advocacy and global systems change creates conditions in which refugees can live safely, move freely, work legally and go to school. Our work transforms the traditional approach of endless humanitarian handouts to a sustainable solution that honors refugees’ freedom, dignity and autonomy, and equips them to make choices about their own lives.

Asylum Access’ global team and family of local civil society organizations advocate to make human rights a reality for refugees throughout Africa, Asia and Latin America. Our national organizations are led and staffed primarily by community members in those countries, and there is strong mutual trust and respect between us and our clients. On the international stage, we work with established institutions to shift the global system to better uphold and promote refugees’ human rights. We can help catalyze and lead systemic transformation because, uniquely among NGOs in the refugee response sector, we focus exclusively on rights and governance.

Department Description

Asylum Access Malaysia (AAM) Finance and Operations Team has the overall responsibility of overseeing and managing financial monitoring and reporting with the maximum accountability. Our team works to ensure smooth operations, provision of effective financial management, and strong oversight for the AAM internal control system. We work closely in full compliance with Asylum Access Headquarters (AAHQ), donor rules and regulations, including national laws.

Position Description

The Operations Manager manages the overall aspects of administrative, procurement, financial, and human resources of the organization.  The position supervises AAM  finance and operations department, guiding the team on overall direction, policy, and framework.   The Operations Manager will ensure that a good and accountable financial management system is well-established as well as compliance with Malaysian local laws, and regulations, including taxation. The Operations Manager is also responsible for ensuring AAM policies and procedures are updated and implemented. The position will also support building a non-discriminatory and hassle-free working environment

Key Responsibilities

Strategic Planning and Management:  30%

• Serve as the nonprofit finance subject matter expert with respect to the office’s financial system;
• Ensure all AAM staff members adhere to Asylum Access Financial Policies and Procedures;
• Contribute to AAM strategic planning on related financial and operational plans;
• Liaise with Global Finance Director and Global Human Resource Manager for financial and operational matters;
• Support on the proposal development;
• Identify and assess risks regarding the financial area to update and implement the internal policies and accounting practices;
• Design and implementation of adequate internal control systems to safeguard assets financial, records, and organization documents;
• Serve as the focal point for the AAM Diversity, Equity & Inclusion (DEI) efforts and staff wellbeing

Operations Management_: 30%_

• Serve as the organizational lead on operations and human resources
• Provide guidance and support during recruitment, onboarding, and performance management processes
• Review AAM staff handbook and other relevant policies and procedures on a yearly basis, ensuring compliance with Malaysian law and providing refresher trainings to staff
• Serve as a focal point for HR expertise as needed during internal investigations; lead response to incidents and complaints in line with AAM’s values and vision
• Ensure that performance appraisal, training, and guidance systems are up to date and effective for AAM office;
• Ensure compliance with local laws, monitor and respond to internal conflicts and conflicts of interest, and liaise with AAHQ global human resources management to manage and respond to these concerns
• Identify and implement strategies to promote the health and well-being of AAM staff;
  • Create and maintain alliances with organizations, schools, and universities in order to ensure that AAM receives a constant group of applicants to Volunteer programs.
• Provide support to the Executive Director in the development of an effective human resource strategy in areas such compensation (including the creation of a compensation policy), workforce planning, and other initiatives, as needed;
• Ensure compliance with Taxation Laws of the Malaysian Government if needed as well as other regulations, with support from finance and accounting teams;
• Oversee policies and processes related to Operations, including procurement and asset management with an emphasis on highest accuracy and accountability;
• Oversee policy and processes related to IT Management, data security, and technical systems;
• Support in building operational infrastructure of new  programs or projects, when necessary.

Financial Management: 30%

• Advise the Executive Director on financial matters and related operations;
• Oversee  the preparation, planning, and execution of global audit; leading the preparation of AAM documents and provide answers coming from global auditors regarding transactions in the AAM accounting books;
• Direct the development, monitoring and review of AAM annual budget and ensure the effective development of monthly projections and cash advance forecasts in coordination with the operational technique directions;
• Analyze, monitor and report variances in the annual budget to AAM management team and propose recommendations for effective use of funds in line with AAM objectives and deliverables aligned with donor compliance with agreements established with donors;
• Guarantee compliance with the financial management of the agreements approved by different donors and ensure control of spending and compliance with donor regulations;
• Lead and supervise the preparation of quarterly, semi-annual, and annual financial reports to AAHQ and specific donors;
• Assist with the implementation of the global financial vision, promoting changes for processes effective and simple counting and directing the implementation of those changes.

Capacity building and supervising roles of finance and operation staff: 10%

• Review and revise all AAM policies related to finance and operations on annual basis and take a lead in providing refresher training sessions to all staff;
• Directly supervise and mentor staff performing administrative, financial, accounting, operational;
• Other tasks as assigned by a supervisor

Reports to:  Asylum Access Malaysia’s Executive Director

Minimum Qualifications

• Advanced University degree (Master’s degree or equivalent) in Business Administration, Finance, Accounting, or related field;
• Minimum 5-7 years experience with international non-profit organizations;
• Work experience and substantial expertise in Finance,
• Good technical knowledge and skill in HR and Operations
• Experience within the humanitarian and development sector implementing donor-funded programs.

Preferred Qualifications:

• Excellent organizational, planning, and interpersonal skills;

• Ability to communicate technical information to both technical and non-technical audiences;

• Ability to establish priorities in a time manner and meet deadlines with strong attention to consistency, detail, and quality.

• Excellent written, verbal communication and presentation skills; must be able to convey information to team at all level  in a clear, focused, and concise manner

• Demonstrated strong analytical skills

• Sound judgment and an ability to effectively prioritize multiple tasks in a constantly changing environment.

• Ability to adopt a proactive approach and offer solutions as appropriate.

• Ability to liaise and communicate effectively with a broad range of people at all levels, across different cultures and to act with credibility, discretion, tact and diplomacy both within and without the organisation.

• Maintain a calm disposition and positive outlook particularly when working under pressure.

• Strong team player.

• Self- motivated with ability to work autonomously.

• Commitment to the mission, vision and values of Asylum Access.

Hours and Location of Work

The Operations Manager is a full-time position based in our offices in Kuala Lumpur, Malaysia. Candidates should be aware that some flexibility regarding working hours is required in order to take out-of-hours calls and meetings with international colleagues.

Salary and Benefits

Position comes with a competitive nonprofit salary, and a robust benefits package. The salary range is RM 8,000 - RM 10,000 per month depending on experience.

Asylum Access is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We value the expertise of those who have experienced displacement, and encourage people with such lived experience to apply.

For more information about our organization, visit www.asylumaccess.org_._