Operations Assistant At International NGO Safety Organisation

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 1000 NGOs operating in 16 of the world’s most insecure countries.

INSO is headquartered in The Hague, Netherlands- the international city of peace and justice.

INSO MECA

INSO’s Middle East and Central Asia region manages our country programmes in Syria, Iraq, Palestine, Yemen, Ukraine, and Afghanistan. In 2024 INSO is opening a regional office in Amman to better support the coherence of its country programmes and services on the regional level.

Job Summary

As the Operations Assistant, you are the primary assistant to the Operations Manager (OM), you will support in carrying out INSO operations including (but not limited to) HR, logistics, procurement, admin tasks, and functions. This position is based in Amman, Jordan.

Main Duties and Responsibilities

Logistics & Procurement

• Assist OM in procurement activities, in collaboration with Operations and Program teams.
• 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.
• Coordinate all 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.
• Premise (office(s)) maintenance and supplies.

Administration

• Manage travel arrangements, including booking staff air tickets, transport, and accommodation for business purposes.
• Support the coordination of team events (meetings, workshops, etc.).
• Maintain a central filing system for required documents and forms.
• Assist in the development and systematic management of internal policies and their implementation across INSO operations.
• Organise and process purchase requests, quotations, purchase orders, and goods received notes, and submit them to finance for payment.
• Assist in conducting compliance checks, donor due diligence, and other regulatory responsibilities.
• Undertake other administrative functions as required.
• Coordinate flight bookings for all staff and goods, ensuring all necessary documentation is in place before travel.
• Cultivate positive working relationships with flight partners such as UNHAS and local travel agents for Commercial Flights.
• Ensure all invoices are sent promptly for payment from our flight partners.
• Possess a thorough understanding of country laws, particularly labour law and NGO law.
• Liaise with and report compliance regarding staff permits, official letters, and building relationships.

Human Resources

• Assist with recruitment needs for INSO.
• Assist with preparing staff contracts.
• Ensure all payroll changes are recorded monthly.
• Ensure all staff files are maintained.
• Ensure all trackers and databases are up-to-date and readily available for management information.
• Assist with the identification, selection, recruitment, training, and orientation of new staff members.
• Support with Cezanne where needed.
• Ensure timesheets are up to date*.*

Requirements

Essential:

• A Degree in Business Administration, Supply chain, HR, Logistics, or relevant field.
• Excellent English and Arabic, both written and verbal.
• Minimum 2 years of relevant work experience, preferably with NGOs.
• Proficient in Microsoft Office tools.
• Attention to detail and ability to multitask.

Nice to Have:

• Acceptance and understanding of humanitarian principles.
• Strong ethics, with ability to manage confidential data.

Personal Attributes

• Foster team spirit and manage interpersonal relationships effectively.
• Possess organizational skills, including planning and note-taking.

Terms and Conditions

6-month renewable contract. $1500 gross per month salary, 1.75 calendar days annual leave per month in accordance to the Jordanian local labour law.

INSO’s Safeguarding Policy

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

All new hires will receive an orientation in INSO’s safeguarding policy and procedures and associated documents (Code of Conduct, Whistleblowing etc.)