Field Support Assistant

Organization Background

Founded in 2011, the International NGO Safety Organization (INSO) is an international non-governmental organization 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 1,000 NGOs operating in 18 of the world’s most insecure countries.

INSO is headquartered in The Hague, Netherlands, 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 Dnipro and Odesa.

The scale and intensity of the conflict in Ukraine continues 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 a Field Support Assistant in Kharkiv.

Job Summary:

You will support the field office in logistics, procurement, HR, administration, and finance functions. The Field Support Assistant works under the line management of the Safety Advisor with a reporting line with the Finance, Operations, and HR Manager/s in the main country office.

Major Responsibilities:

Finance

• Process petty cash transactions. Daily reconcile petty cash and submit replenishment requests to meet the cash needs. Issue cash advances to personnel as authorised. Set a proper record system for the sums advanced. Track the open amounts efficiently. Collect the supporting documents to close all outstanding advances before the month-end.
• Assist in timely payments. Ensure, before payment, the completeness of supporting documents in all respect.
• Estimate monthly the cash requirement for the field office. Timely submit the cash transfer request to the Finance department.
• Act as a point of contact for finance queries and provide financial support to team members.

Human Resources

• Assist the Safety Advisor/HR Officer in the administration of Human Resources of Field office staff, including facilitation of visa permits, residency cards, tax regulations, accommodation, etc.)
• Assist in recruitment process administrative tasks.
• Assist HR Officer in document preparations for Field Monitors.
• Maintain staff Per diem, Leave request forms, and absenteeism records.
• Process and submit field office staff time sheets in a timely manner.
• Maintain field office staff HR records as delegated.
• Ensure that all staff are aware of local regulations of the field office.

Operations (Logistics, Procurement)

• Assist in carrying out 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
• Vehicle maintenance and driving as required
• Assist with identification of suitable vendors, collection of price quotes, documentation of procurement process, and management of electronic and paper procurement files
• Carry out Single Sources purchases <500 EUR and ensure all documents are filled correctly electronically
• Responsible for managing and preparing service level agreements to ensure smooth running of the office and project activities
• Coordinate all logistical arrangements for project-related events, workshops and seminars
• Help manage and administer office resources, including office space, assets including laptops, other related office systems and equipment
• Assist Country Office with updating Master Asset register as per INSO requirements
• Ensure all assets are tagged and keep the record of movement of assets
• Ensure physical verification is done on a bi-annual basis
• Perform driver’s duties as and when required
• Monitoring of vehicle movement through vehicle log sheet
• Manage repairs and maintenance of INSO’s equipment and vehicles
• Maintain a sufficient stock of office supplies for the office

Requirements

Knowledge, Skills and Experience

Essential

• Preferably at least 2 years of relevant work experience in similar roles with NGOs
• A professional certificate
• Valid class B driver’s license with at least 2 years of driving experience
• Proficiency in MS excel
• High attention to detail
• Ability to process large amounts of data
• Good English language skills, both written and verbal
• Time management skills

Nice to Have

• Strong English and Ukrainian language skills
• Open-mindedness and self-confidence
• · Acceptance and understanding of humanitarian principles
• Strong ethics, with the ability to manage confidential data
• High degree of autonomy

Key Personal Competencies

• 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 organise your work
• Be flexible, and dynamic, know how to propose initiatives
• Be able to work under pressure
• Effective communicator
• · Capacity to work in multicultural environments

Terms & Conditions: 12-month renewable contract with a 3-month probationary period. Expected start date16 March 2026, Gross salary 52 000 UAH.

How to Apply

Please send the following to [відгукнутися] and reference «Field Support Assistant, Kharkiv» in the subject line of the email till 22 February 2026.

• 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.