Operations Officer at International NGO Safety Organisation (INSO)

International NGO Safety Organisation (INSO) – Founded in 2011, the International NGO Safety Organisation (INSO) is a British charity that supports the safety of 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 works in 16 of the world’s most insecure countries with its headquarters in The Hague, the international city of peace and justice.

We are recruiting to fill the position below:

Job Title: Operations Officer

Location: Abuja, Nigeria
Job type: Contract

Overall Purpose of Role

• The Operations Officer will support in carrying out INSO operations including (but not limited to) procurement, admin tasks, and other functions. The position will as part of the Operations team. 

Main Duties and Responsibilities
Procurement:

• 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
• Assist in coordinating 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.
• Monitoring of vehicle movement through vehicle log sheet 

Administration:

• 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
• Have good working relationship with flight partners such as UNHAS and local travel agents for Commercial Flights
• Ensure all invoices are sent on time for payment from our flight partners.
• Carry out any other task assigned

Knowledge, Skills and Experience
Essential:

• A Degree in Business Administration, Supply chain, HR, Logistics, or relevant field.
• Excellent English and local language skills, both written and verbal.
• Minimum 5 years of relevant work experience, preferably with NGOs.
• Proficient in Microsoft Office tools.
• Attention to detail and ability to multitask

Nice to Have:

• Other language skills like native both written and verbal. 
• Open-mindedness and self-confidence.
• Acceptance and understanding of humanitarian principles.
• Strong ethics, with ability to manage confidential data.
• High degree of autonomy.

Personal Attributes:

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

INSO’s Safeguarding Policy:

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

Terms & Conditions:

This is a full-time position based in Abuja, Nigeria, with possible travels within the country. You will report to the Operations Manager.

Application Closing Date
17th January, 2024.

How to Apply
Interested and qualified candidates should send their Applications to: jobs@hq.ngosafety.org using the job title as the subject of the email.

Application Documents
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.