Organisation Background
Founded in 2011, the International NGO Safety Organization (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 1,500 NGOs operating in 24 of the world’s most insecure countries. INSO is registered in the Netherlands, with its headquarters located in The Hague, a city renowned for its international focus on peace and justice.
INSO Syria
The Syria program supports more than 290 NGOs to deliver vitally needed aid and assistance to an estimated 13.1 million people in need across the country. First launched as an emergency response operation in 2014, INSO Syria has grown to become a program covering all Syrian governorates, with a Country Office in Damascus. The Syria conflict is unique and complex: you will find that every day is different and there is always more to learn.
Job Summary
Acting as the primary assistant to the Operations Manager (OM), you will support the execution of INSO operations, including but not limited to logistics, procurement, administrative tasks, liaison, and other functions. The position will be part of the Operations team and may require travel to other locations.
Main Responsibilities
Logistics & Procurement
- Assist the 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 the identification of suitable vendors, the collection of price quotes, the documentation of the procurement process, and the management of electronic and paper procurement files
- Coordinate all logistical arrangements for project-related events, workshops, seminars, and other training activities
- Help manage and administer office resources, including office space, assets, including laptops, other related office systems, and equipment.
- Ensure all assets are tagged and keep a record of the movement of assets.
Administration
- Manage travel arrangements, including staff air tickets, transport, and accommodation for business purposes.
- Support the organization of team events (meetings, workshops, etc.).
- Maintains a central filing system for required documents and forms.
- Support the development and systematic management of internal policies and their implementation across INSO operations.
- Organize and process purchase requests, quotations, purchase orders, and goods received notes, and submit to finance for payment.
- Help conduct compliance checks, donor due diligence, and other regulatory responsibilities.
- Fulfil other administrative functions as required
- Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling
Liaison and Coordination
- Responsible for helping country management and the regional teams with building and maintaining relations with government authorities, as well as understanding and monitoring, jointly with the regional teams, political dynamics within the government.
- Facilitate INSO’s registration processes in Syria, including required approvals, permits, and administrative procedures.
- Monitor compliance with national tax codes and ensure timely compliance with local statutory reporting requirements.
- Ensure all necessary legal and regulatory documents are filed on time on behalf of INSO with the relevant authorities to maintain INSO’s formal in-country registration.
- Ensure that staff arriving/departing from the country office (CO) have the appropriate documentation (Visa, INSO Card, work permit, Alien registration, etc).
Knowledge, Skills, and Experience
Essential:
- 5+ years of relevant professional experience in operations/liaison, preferably with NGOs
- Fluent English and the local/national language, both written and verbal; ability to provide translation and interpretation when required.
- Proficiency in Microsoft Office tools (Word and Excel as a minimum).
- Strong attention to detail with the ability to multitask and manage competing priorities.
- Demonstrated ability to build and maintain professional relationships, including with government authorities and administrative bodies, and to expand networks through personal credibility and communication skills.
- Bachelor’s degree in Business Administration, Supply Chain, HR, Logistics, or a relevant field.
- Understanding of humanitarian principles, including neutrality, and the ability to apply them in operational and liaison contexts.
- Strong ethical standards and proven ability to handle confidential and sensitive information appropriately.
Nice to Have
- Previous experience within government institutions (e.g. ministries, military, interior, justice) or working directly with government authorities.
- Prior experience working with or for NGOs, particularly in humanitarian or emergency contexts.
- High degree of autonomy, self‑confidence, and open‑mindedness in complex and fluid operating environments.
- Established connections in border or hard‑to‑reach areas, where relevant to operations.
Core Competencies
- Integrity – Maintains confidentiality, acts ethically, and prevents conflicts of interest through professional and impartial conduct.
- Communication – Communicates clearly and respectfully, using diplomacy and persuasion to build effective professional relationships.
- Collaboration – Works constructively with colleagues across teams and cultures, demonstrating humility, courtesy, and a strong team spirit.
- Organisation – Plans and prioritises work effectively, while proactively improving processes and proposing practical solutions.
- Resilience – Remains calm, reliable, and effective under pressure, including during crises and high-stress situations.
- Adaptability – Operates effectively in multicultural environments and engages professionally with diverse stakeholders and perspectives.
Terms & Conditions
12-month fixed-term contract,1.75 working days annual leave per month. This position is based in Damascus and is open only to individuals with the right to live and work there.
INSO’s Safeguarding Policy
INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers. We ensure rigorous compliance with our Code of Conduct and Safeguarding Policy throughout the recruitment process. INSO is a member of the Misconduct Disclosure Scheme, and the selected candidate will be required to undergo the relevant misconduct disclosure checks as part of the final hiring steps.
How to apply
Please submit completed applications to jobs@syr.ngosafety.org, and reference “Operations & Liaison Officer – Damascus” in the subject line. Applications should be in English and include:
- An updated CV (maximum 3 pages).
- A one-page cover letter detailing why you are interested in working for INSO and how your qualifications align specifically with the competencies required for the role.
Please do not send any additional information. Only shortlisted candidates will be contacted after the closing date.