Operations Officer

Organisation Background

Founded in 2011, the International NGO Safety Organisation (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 1600 NGOs operating in 19 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. 

INSO Ukraine 

INSO Ukraine opened in 2015. Since the full-scale Russian invasion in February 2022, it has rapidly expanded to a complete platform serving the needs of NGOs in a fast-evolving conflict. Currently, more than 240 national and international NGOs receive INSO services, in both Ukrainian and English, including information, analysis and advice through a wide range of written products, meetings and briefings, tailored assessments, crisis support, and a broad range of training courses. Our country office is in Kyiv, supported by field offices in Lviv, Dnipro, and Odesa. 

In mid-2023, INSO opened a Humanitarian Training Centre close to Lviv City, delivering immersive HEIST courses and conducting pioneering research on stress exposure and learning for humanitarians. The scale and intensity of the conflict in Ukraine continue to pose significant humanitarian safety challenges, particularly around heavily-contested frontline areas where the humanitarian footprint has expanded since 2023. As part of INSO Ukraine, you will play a key role in supporting NGOs and helping aid reach people in need in a safer manner, while at the same time being part of a vibrant and growing humanitarian community bringing together experiences from across the globe. 

INSO is now seeking an experienced professional to join our team as Operations Officer.

 Job Summary

You will support in carrying out INSO operations functions, including (but not limited to) procurement, logistics, travel arrangements, and administration. The position is part of the Operations team and is based in the country office in Kyiv, with occasional travel to field offices, as needed.  

MAIN DUTIES AND RESPONSIBILITIES

Procurement and Logistics:

• Assist the Operations Manager (OM) in supervising procurement activities, while working collaboratively with Operations, Program and Finance teams
• Ensure that procurement processes are implemented as per INSO SOP 2 with proper documentation supporting all purchases
• Take lead in preparing documentation and implementing Single Source and Competitive Procurement procedures from start to finish, as well as assist with carrying out Closed and Open Tender procurements
• Identify suitable vendors, collect quotes, prepare bid analysis, carry out RFQs (Request for Quotations), participate in Tender Evaluation Committees, issue contracts, receive invoices, Goods Received Notes (GRNs) and Acts of Services, submit payment requests
• Ensure that all procurement documents (Purchase Requests (PRs), quotations, RFQs, purchase orders/contracts, GRNs, invoices) are organised and stored correctly in the relevant electronic folders on the Share Point
• Maintain the PR tracker, ensure it is updated regularly, and assist with report preparation
• Prepare and manage service-level agreements (SLAs) to ensure the smooth running of project activities
• Supervise and provide advice to 3 Field Support Assistants (FSAs) in Dnipro, Odesa and Lviv offices on procurement related matters
• Help manage, administer and physically check, as needed, office resources, including office space, assets, inventory, fleet, and other related office systems and equipment

Administration:

• Support the development and systematic management of internal policies and processes and their implementation across INSO operations
• Maintain an accurate filing system of all relevant procurement documents
• Help conduct compliance checks, donor due diligence, and other regulatory responsibilities
• Assist with travel and accommodation arrangements for international staff and visitors coming to Ukraine
• Support the organisation of team events, workshops, seminars
• Fulfil other administrative functions as required

PERSON SPECIFICATION

Knowledge, Skills and Experience

Essential:

• Bachelor-level Degree in Business Administration, Supply chain, Logistics, or another relevant field
• Excellent Ukrainian and English language skills, both written and verbal
• Minimum 5 years of relevant work experience, at least part of it in the NGO or private business sector
• Proficiency in Microsoft Office tools
• An understanding of, and commitment to, humanitarian principles

Nice to have:

• Experience in the NGO sector 
• Legal or paralegal educational background or experience
• Negotiation skills and knowledge of the Ukrainian market and business environment

Key Personal Competencies

• Strong organisational and planning skills
• Confidentiality, integrity, and a sense of conflict-of-interest prevention
• Self-motivation, courtesy, and humility
• Team spirit and good management of interpersonal relationships
• Flexible, dynamic, shows initiative
• Be able to work under pressure
• Effective communicator
• Ability to work in multicultural environment

INSO’s Safeguarding Policy

INSO is fully committed to the 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 and Conditions 

12-month renewable contract with a 3-month probationary period. Expected start date 03 March 2025, Gross salary 73 000 UAH.

How to apply

Please send the following to Отправить резюме and reference “Operations Officer, Kyiv” in the subject line of the email before 09 February 2025. The following documents should be in PDF format and in English:

• Cover Letter specifying how you meet the mandatory requirements, any preferred characteristics, your motivation for applying, and what you hope to bring to INSO.
• Updated CV.

Please do not send any additional information. Only shortlisted candidates will be contacted.