Operations Manager (Kenyan nationals only)

Organisation Background:

Founded in 2011, the International NGO Safety Organisation (INSO) is an international non-governmental organisation 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 1000 NGOs operating in 16 of the world’s most insecure countries.

INSO is registered in the Netherlands with its headquarters based in The Hague, the international city of peace and justice.

Sudan Analysis and support team – hosted by INSO Kenya.

INSO Kenya was founded as a standard NGO safety platform in 2012. In 2018, it transformed into the monitoring mission now integrated into INSO’s Horn of Africa program.

INSO is currently upscaling its services in Sudan. The Sudan analysis and support team based in Nairobi will assist NGOs working in the volatile Sudan context with reports, analysis and advice. The support team includes all the reporting and analysis department, as well as the support team (finance, logistics, Human resources), and will coordinate closely with NGOs and safety managers in the field.

Working for INSO support team to Sudan will allow you to experience this complex environment while you support humanitarian efforts to address the challenges Sudan faces.

We are now hiring an Operations Manager. This position is based in Nairobi, Kenya.

Job Summary

As the Operations Manager, you will report directly to the Country Director and work closely with the Operations and Human Resources teams at Headquarters. You will oversee the various support services for our teams in Sudan.

Major Responsibilities:

Human Resources

• Lead and coordinate national staff onboarding and coordinate with HQ HR on international staff onboarding.
• Coordinate and monitor national staff performance monitoring, grievance management, etc.
• Prepare national staff monthly payroll.
• Provide support to internal and external audit requests.
• Act as the in-country project management focal point for all HR.
• Act as safeguarding focal point.

Legal and Compliance

• Ensure all necessary legal and regulatory documents are filed with national authorities to maintain INSO’s in-country registrations.
• Create a tracker for renewal of INSO registration documents as well as staff visas and work permits.
• Develop and oversee control systems to prevent legal guidelines and internal policies violations.
• Lead audit follow-up and implement recommendations in all areas of Operations.

Facilities and Asset Management

• Manage the entire scope of facilities management.
• Prepare and maintain the country office’s leases and contracts with suppliers.
• Equip and maintain all staff facilities and vehicles.
• Establish and maintain a central asset register.

Procurement and Logistics

• Enforce compliance with Procurement and Logistics regulations.
• Oversee full implementation of procurement processes.
• Enforce all controls to prevent fraud and corruption.
• Carry out routine local market surveys for goods and services.
• Carry out supplier checks and vet them against anti-terror or sanction lists.
• Manage and implement INSO fleet guidelines policy.
• Contribute to donor reporting in area of asset management/logistics/procurement.

Safety and Security

• Serve as the focal point for the Global Risk & Safety Manager.
• In coordination with the Global Safety & Risk Manager, update the Country Security Management Plan (CSMP) and Security Risk Assessment (SRA).
• Ensure appropriate steps are taken to safeguard INSO facilities, vehicles, and assets.
• Ensure drivers and guards are briefed on country safety and security protocols.
• Ensure new staff/consultants/visitors are oriented and trained on the Country Security Management Plan.

Mandatory Requirements

• Fluency in English (written and spoken).
• A Bachelor’s degree in a relevant field from a recognized academic institution.
• At least 5 years of humanitarian professional operations experience
• Highly self-motivated, a problem solver, solution-focused, and a strategic thinker with the ability to manage multiple priorities and work to set deadlines.
• Proficient use of MS Office and experience with database management.

Desirable Characteristics

• Previous experience with logistics and procurement.
• General knowledge of donor procurement regulations.
• Existing knowledge of INSO and affinity with its mission.
• Experience as a user or admin of HRIS.
• Prior field experience in Sudan in a similar position a plus.
• Working knowledge of Arabic Language is an added advantage

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.