Operations Assistant

Organisation Background

Founded in 2011, the International NGO Safety Organisation (INSO) is an international NGO 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 Ukraine

INSO Ukraine opened in 2015. Since the full-scale Russian invasion in February 2022, it has rapidly expanded to a complete platform serving the needs of NGOs in a fast-evolving conflict. Currently, more than 240 national and international NGOs receive INSO services, in both Ukrainian and English, including information, analysis and advice through a wide range of written products, meetings and briefings, tailored assessments, crisis support, and a broad range of training courses. Our country office is in Kyiv, supported by field offices in Lviv, Dnipro, and Odesa.

In mid-2023, INSO opened a Humanitarian Training Centre close to Lviv City, delivering immersive HEIST courses and conducting pioneering research on stress exposure and learning for humanitarians. The scale and intensity of the conflict in Ukraine continue to pose significant humanitarian safety challenges, particularly around heavily-contested frontline areas where the humanitarian footprint has expanded since 2023. As part of INSO Ukraine, you will play a key role in supporting NGOs and helping aid reach people in need in a safer manner, while at the same time being part of a vibrant and growing humanitarian community bringing together experiences from across the globe. 

INSO is now seeking an experienced professional to join our team as Operations Assistant.

Job Summary

The Operations Assistant will support in carrying out INSO operations functions, including (but not limited to) procurement, logistics, travel arrangements, and administration. The position is part of the Operations team and is based in the country office in Kyiv, with occasional travel to field offices, as needed.

MAIN DUTIES AND RESPONSIBILITIES

Procurement and Logistics:

• Assist the Operations Manager and Operations Officer in carrying out procurement activities, while working collaboratively with Operations, Programme and Finance teams

• Ensure that procurement processes are implemented as per INSO policies, with proper documentation supporting all the purchases.

• Take the lead in preparing documentation and implementing from start to finish lower value procurement procedures as per INSO policies, including identifying vendors, collecting quotes, preparing Bid Analysis (BA), receiving invoices, Goods Received Notes/Acts of Services, and submitting payment requests.

• Support the Operations Manager and Operations Officer in carrying out larger value procurement procedures as per INSO policies, including the preparation and circulation of Requests for Quotation (RFQ), as well as the drafting and reviewing of contracts.

• Ensure that all procurement documents are organised correctly and kept in the relevant electronic folders.
• Maintain the Purchase Request (PR) tracker, ensure it is updated regularly, and assist with reporting.

• Responsible for purchasing train tickets and accommodation for national and international staff as well as visitors coming to Ukraine.

• Help manage, administer, and physically check, as needed, office resources, including office space, assets, fleet, inventory, and other related office systems and equipment.

Administration:

• Assist with conducting compliance checks, donor due diligence, and other regulatory responsibilities.
• Support the organisation of team events, workshops, seminars.

• Fulfil other administrative tasks as required.

PERSON SPECIFICATION

Knowledge, Skills, and Experience

Essential:

• University degree in Business Administration, Supply chain, Logistics, or another relevant field.
• Excellent Ukrainian and English language skills, both written and verbal.
• Minimum 3 years of relevant work experience, at least part of it in the NGO sector or in private business.
• Proficiency in Microsoft Office software.
• · An understanding of and commitment to humanitarian principles.

Nice to Have:

• Experience in the NGO sector.
• Previous experience in contracts administration
• Negotiation skills and good business acumen.

Personal Attributes

• Strong organisational and planning skills

• Confidentiality, integrity, and a sense of conflict-of-interest prevention
• Self-motivation, courtesy, and humility
• Team spirit and ability to maintain good interpersonal relations.
• Flexible, dynamic, shows initiative.
• Ability to work under pressure.
• Effective communicator
• Ability to work in a multicultural environment.

INSO’s Safeguarding Policy

INSO is fully committed to the 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

Official Employment Contract with a 3-month probationary period with an expected starting date of10 June 2024, UAH 52 000 Gross salary.

How to apply

Please send the following to [відгукнутися] and reference «Operations Assistant, Kyiv » in the subject line of the email before 26 May 2024. The following documents should be in PDF format and in English:

• Cover Letter specifying how you meet the mandatory requirements, any preferred characteristics, your motivation for applying, and what you hope to bring to INSO.
• Updated CV.

Please do not send any additional information. Only shortlisted candidates will be contacted.