Short-Term Operations Assistant at International NGO Safety Organisation (INSO)

Organization 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 works in 16 of the world’s most insecure countries with its headquarters in The Hague, the international city of peace and justice.

Job Summary

The Operations Assistant is responsible for supporting the Operations team – the HR and Admin. Officer and the Logistics and Procurement Officer with all filing and documentation related activities. He/she will be responsible for ensuring all administrative tasks are completed diligently. He/she will directly report to INSO Operations Manager. This is a temporary 3-month position.

Major Responsibilities:

• Update all staff asset allocation forms and file accordingly
• Prepare and file forms and other documents
• Prepare and update trackers
• Update inventory databases
• Prepare, track, and maintain purchase requests and allocate PR numbers
• Update Procurement and Human Resources filing records
• Support various procurement purchases (diesel, consumables, etc.)
• Assist with recruitment and onboarding processes
• Update logs and order forms – Review log books
• Follow up with vendors and service providers (visa renewals, security guards)
• Prepare payment requests with supporting documentation
• Assist in the planning and implantation of audit activities
• Other duties as assigned

Mandatory Qualifications:

• A university degree or advanced certificate or equivalent in relevant field is required
• Proven work experience as an Operations Assistant or similar role
• Excellent written and verbal communication skills
• Superb organizational abilities
• Outstanding interpersonal skills

Key Personal Competencies

• Attention to detail
• Creativity and proactive attitude
• Excellent interpersonal and communication skills, and ability to work in a multi-cultural environment
• High level of confidentiality and integrity
• Energetic and willing to learn
• Ability to work in a fast paced, multi-cultural and close-knit team to deliver tangible results on a deadline