Operations Officer -Yemeni nationals only

Organisation Background

Founded in 2011, the International NGO Safety Organisation (INSO) supports humanitarian aid workers by establishing safety coordination platforms in insecure contexts. INSO provides registered NGOs with free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations, and training.

INSO supports more than 1200 NGOs in 17 of the world’s most insecure countries and is headquartered in The Hague, Netherlands.

INSO Yemen

INSO began operations in Yemen in partnership with donors and NGO partners and is planning the start of programming in the first quarter of 2024. INSO’s partial rollout of services in Yemen began in April 2024 after completing registration and will support the humanitarian community in South Yemen by providing timely reporting, coordination support, and training.

Job Summary

As the principal assistant to the Operations Manager (OM), the Operations Officer (OO) will support INSO operations, including HR, logistics, procurement, administrative tasks, and related functions, as part of the Operations team.

Main Duties and Responsibilities

Logistics & Procurement

• Assist in procurement activities in collaboration with Operations and Program teams.
• Ensure procurement processes follow SOPs, with proper documentation for all purchases.
• Assist with identification of suitable vendors, collect price quotes, document procurement processes, and manage electronic and paper procurement files.
• Circulate RFQs, prepare bid analyses, and issue purchase orders.
• Coordinate logistical arrangements for project-related events, workshops, seminars, and training activities.
• Manage and prepare service level agreements for project activities.
• Administer office resources, including office space and equipment.
• Maintain and update the CO inventory list and submit quarterly reports.
• Ensure assets are tagged and track their movement.
• Conduct bi-annual physical verification of assets.
• Monitor vehicle movement through vehicle log sheets.
• Maintain office premises and supplies.

Administration

• Manage travel arrangements for staff, including air tickets, transport, and accommodation.
• Support organization of team events such as meetings and workshops.
• Maintain a central filing system for documents and forms.
• Assist in developing and managing internal policies across INSO operations.
• Organize and process purchase requests, quotations, purchase orders, and goods received notes, and submit them to finance for payment.
• Conduct compliance checks, donor due diligence, and other regulatory responsibilities.
• Organize flight bookings and ensure proper documentation for staff and goods.
• Maintain good relationships with flight partners such as UNHAS and local travel agents.
• Ensure timely payment of invoices from flight partners.
• Understand country laws, especially labour and NGO laws.
• Handle staff permits, official letters, and build relationships.

Human Resources

• Assist with recruitment needs for INSO.
• Assist with preparing staff contracts and record monthly payroll changes.
• Maintain staff files and ensure all trackers and databases are up-to-date.
• Assist with the identification, selection, recruitment, training, and orientation of new staff members.
• Support with Cezanne where needed and ensure timesheets are up-to-date.

Essential

• A Degree in Business Administration, Supply Chain, HR, Logistics, or a relevant field.
• Excellent English and Arabic, both written and verbal.
• Yemeni national
• Minimum 3 years of relevant work experience, preferably with NGOs.
• Proficient in Microsoft Office tools.
• Attention to detail and ability to multitask.
• An understanding of, and commitment to, humanitarian principles

Nice to Have

• Open-mindedness and self-confidence.
• Acceptance and understanding of humanitarian principles.
• Strong ethics, with the ability to manage confidential data.
• High degree of autonomy.

Personal Attributes

• Self-motivation, courtesy, and humility.
• Team spirit.
• Ability to plan, take notes, and organise work.
• Ability to work under pressure.
• Effective communication skills.
• Capacity to work in multicultural environments.

Terms & Conditions

6 months contract, USD 1900 gross monthly salary

The expected start date is 1st August 2024.

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.).

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