Operations Officer at International NGO Safety Organisation (INSO)

Overall Purpose of Role:

The Operations Officer will support in carrying out INSO operations including (but not limited to) procurement, admin tasks, and other functions. The position will as part of the Operations team. 

Main Duties and Responsibilities:

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
• Responsible for circulating RFQs, preparing bid analysis, and issuing purchase orders
• Assist in coordinating logistical arrangements for project-related events, workshops, seminars, and other training activities
• Responsible for managing & preparing service level agreements for the smooth running of project activities
• Help manage and administer office resources, including office space, assets including laptops, other related office systems and equipment.
• Maintain and update CO inventory list as per INSO requirements and submit quarterly reports.
• Ensure all assets are tagged and keep record of movement of assets.
• Ensure physical verification is done on a bi-annual basis.
• Monitoring of vehicle movement through vehicle log sheet 

Administration:

• 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.
• Fulfil other administrative functions as required
• Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling
• Have good working relationship with flight partners such as UNHAS and local travel agents for Commercial Flights
• Ensure all invoices are sent on time for payment from our flight partners.
• Carry out any other task assigned

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 NGOs.
• Proficient in Microsoft Office tools.
• Attention to detail and ability to multitask

Nice to Have:

• Other language skills like native 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:

This is a full-time position based in Abuja, Nigeria, with possible travels within the country. You will report to the Operations Manager.