Job Description

Organisation Background:

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organisation that supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations and training. 

INSO provides daily support to more than 1200 NGOs operating in 18 of the world’s most insecure countries. 

INSO is registered in the Netherlands with its headquarters based in The Hague, the international city of peace and justice. 

INSO Yemen:

The Yemen programme began operations in Yemen in partnership with donors and NGO partners and is planning the start of programming in the first quarter of 2024. INSO’s partial rollout of services in Yemen began in April 2024 after completing registration and will support the humanitarian community in South Yemen by providing timely reporting, coordination support, and training.

Overall Purpose of Role:

Acting as the primary assistant to the Operations Manager (OM), the Operations Officer will support in carrying out INSO operations including (but not limited to) finance, logistics, procurement, admin tasks, and functions. The position will be part of the Operations team and may require travelling to other locations. 

Main Duties and Responsibilities:

Logistics & Procurement:

• Assist supervisor in procurement activities, in collaboration with Operations and Program teams.
• Ensure the procurement process is as per the SOPs, with proper documentation supporting all the purchases
• Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process, and management of electronic and paper procurement files
• Coordinate all logistical arrangements for project-related events, workshops, seminars, and other training activities
• Help manage and administer office resources, including office space, assets including laptops, other related office systems and equipment.
• Ensure all assets are tagged and keep record of movement of assets.

Administration:

• Manage travel arrangements, including staff air tickets, transport, and accommodation for business purposes.
• Support the organization of team events (meetings, workshops, etc.).
• Maintains a central filing system for required documents and forms.
• Support the development and systematic management of internal policies and their implementation across INSO operations
• Organize and process purchase requests, quotations, purchase orders, and goods received notes and submit to finance for payment.
• Help conduct compliance checks, donor due diligence, and other regulatory responsibilities.
• Fulfill other administrative functions as required
• Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling

IT Management:

• Install and configure computer operating systems, printers, networks, and applications.

Person Specification

STAFF MANAGEMENT

• Responsible for the management of the support staff (driver, cleaner) and third-party contractors under his / her responsibility (IT Technician and other contractors), according to INSO rules, procedures and staff regulations.
• Responsible for the mentoring, capacity building, supervision and appraisal of his/her team.

OTHERS

• Participate in staff meetings
• The position and duties of this post require a great degree of flexibility and adaptation. Hence, within reasonable limits, the Administration Officer might be required to carry out tasks that may not be explicitly detailed in this job description but are aligned with INSO principles and mandate.

PERSON SPECIFICATION

Knowledge, Skills and Experience

Essential:

• A Degree in Business Administration, Supply chain, HR, Logistics, or relevant field.
• Excellent English and local language skills, both written and verbal.
• Minimum 5 years of relevant work experience, preferably with INGOs.
• Proficient in Microsoft Office tools.
• Attention to detail and ability to multitask
• No travel restrictions 

Nice to Have:

• Other language skills, both written and verbal. 
• Open-mindedness and self-confidence.
• Acceptance and understanding of humanitarian principles.
• Strong ethics, with ability to manage confidential data.
• High degree of autonomy.

Personal Attributes

• Confidentiality, integrity, and a sense of conflict-of-interest prevention.
• Self-motivation, courtesy, and humility.
• Team spirit and good management of interpersonal relationships.
• Know how to plan and organize your work.
• Be flexible, dynamic, know how to propose initiatives.
• Be able to work under pressure. 
• Effective communicator.
• Capacity to work in multicultural environments. 

INSO’s Safeguarding Policy

INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers and we will ensure rigorous compliance with our Code of Conduct and Safeguarding policy throughout the recruitment process. 

Terms & Conditions:

6-months renewable contract, $1,900 monthly salary, 2.5 working days annual leave per month.