Operations Manager at International NGO Safety Organization

Context of the organization

Founded in 2011, the International NGO Safety Organization (INSO) is an international non-governmental organization that provides security support to humanitarian workers by establishing security coordination platforms in insecure contexts. INSO provides registered NGOs with a range of free services, including real-time incident tracking, analytical reports, security-related data and mapping, crisis management support, staff referrals and training. .

INSO services help NGOs in their day-to-day risk management responsibilities and improve their general knowledge of their intervention context in order to enable them to base their humanitarian access decisions on factual data. The Organization has grown from an innovative start-up to a globally recognized organization and a key part of the humanitarian security coordination system.

Today, the Organization provides daily support to over 1,000 NGOs in 14 of the world’s most insecure countries and has built a solid reputation for performance, principles and professionalism.

Since April 2019, INSO is registered in the Netherlands with its global headquarters in The Hague, the international city of peace and justice.

The INSO mission in Niger:

Niger has been experiencing an escalation of violence along its borders for several years, particularly in the regions of Tillabéry and Tahoua where the impact of the conflict in Mali and Burkina Faso is being felt and affects the civilian populations as well as the NGO access to beneficiary populations. INSO began to deliver services indirectly and to a mailing list limited to NGOs in Niger through its platforms in the Central Sahel and in the Lake Chad Basin, before establishing itself as a mission in 2020. With a coordination office in capital, in Niamey, the misson has grown to include an office in Tillabéry and another in Diffa.

More than 70 national and international NGOs in Niger have access to INSO services. Our services are funded by several donors including USAID-BHA, DG ECHO, the Luxembourg Ministry of Foreign Affairs, and the FDCO.

INSO Niger is now looking for an experienced person to join its team as Operations Manager.

Job overview:

Under the responsibility and direct supervision of the Country Director (CD) of INSO in Niger, the “Operations Manager (OM)”, will be responsible for the proper execution of all operations and support functions within the country office.

In addition to managing the transactional and strategic HR tasks of the country office, the MO will need to ensure that all legal and regulatory documents are filed in a timely manner with national authorities on behalf of INSO. The OM will also manage all facilities and asset management tasks for the relevant INSO country office. It will ensure the efficient provision of support and assistance functions, in accordance with INSO regulations and those of donors.

He / She will ensure the efficient maintenance and management of his / her property, including the management of drivers, cleaners and other support staff. They will jointly prepare and manage logistics procurement for country offices (x3) while fully respecting INSO procurement procedures and budgetary requirements, in the most effective and efficient manner possible.

The OM will also act as the country office focal point for safety and security, serving as the main point of contact for internal safety and security matters, overseeing communications, transport, site security and team of guards.

Main responsibilities

Under the supervision and technical advice of the INSO Operations Director (based at Headquarters), the incumbent is responsible for the timely management of all recruitment processes in the country (local and international), ensuring that they fully comply with INSO guidelines and procedures, and national regulations.

• He / She manages the implementation and monitoring of all INSO staff and HR regulations (national and international) in order to ensure compliance of procedures in the offices in Niamey, Tillabery & Diffa.

• He / She regularly monitors the national employment law / labor code, and proposes to the Country Director (CD) modifications to the internal rules if necessary.

• He / She directs and coordinates the integration of national employees and coordinates with the HR of the INS headquarters, the induction of employees by providing them with integration and orientation programs in the country (national and international).

• He / She coordinates and oversees the monitoring of employee performance at the national level, handling of complaints or grievances and discipline by forwarding issues where appropriate to the CD.

• He / She maintains employee leave files (national and international) and ensures the proper use of leave by country office staff.

• He / She prepares monthly timesheets and payslips and monitors tax payments / deductions, updates insurance registrations for national staff and medical payments for country office staff, in accordance with the law.

• He / She provides support for monitoring internal and external HR audit requests by coordinating with headquarters.

• He / She acts as the focal point in the management of project resources in the country (HR and other operational areas) and remains the focal point for all HR requests from the field or from management.

• He / She regularly updates country office staff files (national and international).

• He / She assists the head office in collecting and monitoring KPIs and other data relating to HR management and their performance.

Legal and Compliance Aspect

Ensure that all necessary legal and regulatory documents are filed in a timely manner on behalf of INSO with the relevant national authorities in order to maintain the official registration of INSO in the country.

• He / She develops and supervises control systems to prevent or deal with violations of legal guidelines and internal policies, and assess the effectiveness of controls in order to continuously improve them.

• He / She suggests revisions of procedures and reports to identify hidden risks or risks of non-compliance.

• He / She is in charge of obtaining visas, work and residence permits as needed, on behalf of INSO staff.

• He / She coordinates with the HR department at headquarters all deployments / visits of international staff (flights, visa, accommodation).

• He / She monitors compliance with national tax codes and ensures compliance with local legal requirements in terms of annual reports required by the authorities.

• He / She keeps a register of professional advisers in the country (Legal / legal / advice / etc ..).

Facility and asset management

Manage all facilities management tasks for the country office ensuring the efficient delivery of functional and support services.

• He / She prepares and supports all leases and contracts of country offices, with suppliers (offices, public services, vehicles, security, etc.), owners and service providers.

• He / She equips and maintains all INSO installations, equipment and vehicles in accordance with the required standard.

• He / She establishes and oversees central asset registers for country offices and ensures full implementation and compliance with all asset management regulations.

• He / She ensures the proper functioning of the offices in terms of services, supplies and consumables.

Procurement and logistics

Implement and fully comply with all procurement and logistics regulations applicable to INSO and its funders, within country offices, and ensure all staff are aware their roles and responsibilities in procurement.

• He / She supervises the full implementation of the procurement processes described in the internal regulations and operational procedures of INSO.

• He / She applies all the controls to prevent fraud and corruption.

• He / She maintains procurement records in accordance with INSO policy.

• He / She manages and maintains contractual agreements and relationships with suppliers / subcontractors and all service providers.

• He / She regularly surveys the local market for goods and services and ensures that the list of suppliers and other databases are up to date.

• He / She contributes to donor reports in the area of ​​asset management, logistics and procurement.

• He / She supervises the management of INSO vehicles by coordinating the needs with the Country Director (CD).

• He / She leads the monitoring and verification of logistics purchases and supplies.

Safety and security

Serve as the primary point of contact for the Global Safety Manager with respect to progress, monitoring and communication of safety audit findings and recommendations. In coordination with the Global Safety Manager.

• He / She ensures that the deadlines for updating the Country Security Plan (CSP) / Security Plan for Field Offices (FOSP) and the Security Risk Assessment (SRA) are respected.

He / She ensures the establishment of standards and procedures concerning the management of fire extinguishers, survival kits and first aid kits.

• He / She plans, coordinates and delivers monthly awareness briefings, in line with the monthly safety and security audit theme.

• He / She ensures that the appropriate measures are taken to protect INSO installations and vehicles in accordance with internal security and protection procedures. He / She Informs drivers and guards about the security policies of the country.

• As part of their integration, He / She guides and trains new employees on the country’s security management plan, including roles and responsibilities in terms of safety and security.

• He / She Serves as a focal point for visiting staff, ensuring pre-departure and arrival information packages are available, holding information sessions upon request.

Job requirements

• Fluent French and English (written and spoken).

• BAC + 3 in a relevant field in a recognized university establishment.

• At least 5 years of progressive professional experience in operations,

* At least 2 in an NGO or an international organization.

• Strong motivation, ability to solve problems, concern for solution and strategic mind, ability to manage multiple priorities and meet deadlines

• Proficiency in MS Office programs and experience in database management.

Desired characteristics

• Previous experience or knowledge of logistics and procurement.

• General knowledge of donor procurement regulations.

• Current knowledge of INSO and affinity with its mission and mandate.

• Experience as a user or administrator of HRMS (HR Management System)

• Prior field experience in a similar position in a country in the Sahel zone, appreciated.

Key personal skills

Good listening;

A good communicator;

Excellent analytical mind;

Team spirit ;

Excellent interpersonal skills;

A good manager and coach.

Terms and conditions

12-month contract based in Niamey with start date scheduled for June 01, 2021, Monthly salary of € 4,550 per month, 4 calendar days of annual leave per month worked, 7 days of R&R every 3 months with an allowance of € 1,000 , accommodation, comprehensive medical coverage (excl. USA) and life insurance included.

Protection and recruitment policy:

INSO is fully committed to the safe recruitment, selection and screening of potential new staff, administrators and volunteers. We will ensure strict compliance with our code of conduct and our safeguard policy throughout the recruitment process.

As such, the following recruitment practices will be applied:

* Any job offer will be conditional on receipt of at least two satisfactory professional references;

* INSO will question the candidates on any important interval between the various positions or frequent changes of employer and address;

* All essential qualifications and professional accreditations as well as memberships will be verified;

* The successful candidate must provide valid proof of identity (passport, identity card);

* All new employees will receive orientation on INSO codes and procedures in terms of protection policy (code of conduct, whistleblowing, etc.);

* All new employees will be required to sign and abide by the Code of Conduct as a condition of employment.