Operations Manager (Colombian nationals only) At International NGO Safety Organization

GENERAL INFORMATION ABOUT INSO

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental, non-profit organisation that supports humanitarian aid workers by establishing risk management coordination platforms in insecure contexts. INSO offers registered NGOs a range of free services, including real-time situation monitoring, analytical reporting, humanitarian security-related data and mapping, crisis management support, staff mentoring and training.

INSO supports more than 1,200 NGOs in around twenty countries on a daily basis. INSO is based in The Hague (Netherlands), the international city of peace and justice.

INSO COLOMBIA

INSO is about to start its operations in Colombia. INSO plans to open a base in Bogotá and 3 additional offices in the country.

GENERAL OBJECTIVE OF THE POSITION:

The Operations Manager will be responsible for the successful execution of all Operations functions within the country office. He/she may be supported by one or more staff or assistants available in the country office.

MAIN DUTIES AND RESPONSIBILITIES

Human resources

• Responsible for recruitment and hiring processes in the country.
• Lead the implementation and monitoring of all personnel and HR regulations. Ensure National Personnel Regulations are updated.
• Lead employee onboarding and ensure staff complete mandatory forms and LMS requirements.
• Monitor employee performance, including POR and probationary periods.
• Monitoring employee performance, grievance management and discipline.
• Maintain records of licenses, permits or vacations.
• Serve as the reference point for staff HR inquiries.
• Maintain staff files both in hard copies and on the shared drive; follow checklists and ensure integration into Cezanne.
• Serve as the focal point for implementing and maintaining Cezanne within the HRIS.
• Contribute to salary reviews and COLA exercises.
• Manage the collection and monitoring of indicators and data related to human resources management.
• Act as safeguarding focal point. Support management in cases of misconduct, following the guidelines of the Code of Conduct, LEBS and reporting procedures.
• Ensure that payroll preparation and calculations comply with relevant labour legislation, tax regulations and social security contributions.
• Administer benefits for international staff, such as R&R and housing allowance, if applicable.
• Oversee staff timekeeping and manage overtime, if applicable, for certain categories of staff.
• Manage contractual processes for staff in Colombia, ensuring that workforces comply with local labor laws.
• Update the organizational chart and ensure reporting lines are accurately reflected in Cezanne.
• Anticipate contract renewal by paying attention to employment dates and ensuring appropriate POR assessments are conducted.

Legal and compliance matters

• Ensure that all necessary documents are submitted to maintain formal INSO registration.
• Monitor control systems to prevent or address violations of legal guidelines and internal policies.
• Coordinate deployments/visits of international staff.
• Monitor compliance with national tax codes.
• Lead audits, follow up and implement recommendations.
• Ensure that work permits and visas for international staff comply with immigration laws and regulations.
• Seek legal advice on issues involving misconduct, termination and dismissal.

Facility and asset management

• Manage the full scope of facilities management tasks.
• Prepare and maintain all country office leases and vendor contracts.
• Equip and maintain all staff facilities and vehicles.
• Ensure implementation of donor procurement regulations.
• Establish and periodically maintain a central asset register.
• Ensure the operation of offices in terms of services, supplies and consumables.

Procurement and Logistics

• Enforce all Procurement and Logistics regulations.
• Oversee the implementation of procurement processes.
• Enforce controls to prevent fraud and corruption.
• Maintain procurement records.
• Manage relationships with suppliers/contractors/service providers.
• Conduct periodic studies of the local market.
• Create a supplier database.
• Carry out supplier controls.
• Implement the INSO fleet guidelines policy.
• Contribute to donor reporting.

Safety and protection

• Serve as the primary point of contact for the Global Risk and Security Manager.
• Comply with updates to internal security plans.
• Ensure that appropriate measures are taken to protect INSO facilities, vehicles and assets.
• Ensure that each staff/consultants/visitors are oriented and trained on the Security Management Plan.

Capacity building and reporting

• Conduct training for new Operations employees.
• Conduct refresher training for staff.
• Lead the implementation of new policies and procedures.
• Manage and update the country SharePoint page.

Person specification:

Mandatory requirements

• Fluency in Spanish and English (written and spoken).
• A bachelor’s degree in a relevant field from a recognized academic institution.
• At least 5 years of progressive professional experience in Human Resources, Logistics, Facilities and Procurement.
• At least 2 years of experience in an NGO or international organization.
• Highly motivated, problem-solving, solution-focused and strategic thinker with the ability to manage multiple priorities and work to deadlines.
• Proficient use of MS Office programs and experience in database management.

Desirable characteristics

• Similar position with an international NGO in Colombia.
• Previous experience or knowledge in logistics and procurement.
• Existing knowledge of INSO and affinity with its mission.
• Experience as HRMS user or administrator.
• Previous experience in Colombia in a similar position will be valued.

Personal attributes

• Attention to detail.
• Ability to identify problems, analyze and participate in problem solving.
• Excellent communication, organizational and management skills.
• Demonstrated understanding of humanitarian principles and practices.
• Ability to work effectively and efficiently without supervision.
• Strong work ethic.
• Ability to work under pressure.
• Confidentiality, integrity and sense of prevention of conflicts of interest.
• Self-motivation, courtesy and humility.
• Ability to work in multicultural environments.

INSO PROTECTION POLICY

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

CONDITIONS OF EMPLOYMENT

Desired start date: January 2025.

This is a full-time, fixed-term position (1 year renewable) and based in Bogota.

The position will be based in Bogota, Colombia but includes frequent travel within Colombia.