Office Assistant

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 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.

Job Summary:

INSO is looking for an experienced, pro-active and well-organized Operations Officer to start as soon as possible with the Operations team at our Headquarters in The Hague, Netherlands.

Reporting to INSO’s Deputy Director of Operations, you will be responsible for the successful delivery of the Operations travel services and asset management functions within our Netherlands headquarters.

Major Responsibilities:

Travel (60%)

• Coordinate travel requirements between HQ staff and travel service providers, including facilitating the required travel bookings through the contracted platform or other service providers.
• Follow up with travel service providers on behalf of INSO staff for refunds and other post travel requirements.
• Provide visa assistance for staff requiring travel visas and liaise with embassies and 3rd party visa centers on the submission of visa applications.
• Coordinate and validate service providers invoices and ensure that the supporting documentation meets compliance requirements.
• Book and manage all travel and accommodation requirements for staff travelling to The Hague.

Assets (20%)

• Manage the HQ Asset database.
• Ensure all new assets are tagged and recorded appropriately.
• Allocate assets to new staff and ensure they are recorded in our asset database system.
• Receive assets from HQ staff members upon their departure.
• Liaise with finance staff for bi-annual physical inventory checks of all assets.
• Ensure that all asset disposals are undertaken in compliance with INSO Asset Policy.

Other Tasks (20%)

• Assist the HQ Admin Manager with the maintenance requirements of the HQ office facility.
• Assist with obtaining legal documents when required.
• Assist with low value procurement when required.

Mandatory Requirements:

• Fluency in written and spoken English.
• University degree or relevant qualification in business administration, logistics, supply chain, or other related areas OR significant relevant experience.
• At least 2 years of applicable work-related experience.
• A highly self-motivated problem solver, and solutions focused thinker with the ability to manage multiple priorities and to set deadlines.
• Ability to analyze information, evaluate options and to think and plan operationally.
• Proficient use of MS Office and experience with database management
• Candidates must have the right to reside and work in the Netherlands.

Desirable:

• Fluency in written and spoken Dutch.
• Ability to read and speak French, Arabic, or Spanish will be an advantage.
• Experience in travel bookings and visa applications.
• Experience in asset management.
• Experience with or knowledge of logistics and procurement.
• Excellent interpersonal, communication and presentation skills.
• Existing knowledge of INSO and affinity with its mission.
• At least 2 years of progressive humanitarian operations experience.
• Project management skills with a proven history of delivering results.

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:

Fixed-term (renewable) full-time contract based in The Hague, Netherlands, EUR €4,100 per month, 8% vacation pay (vakantiegeld), 2.5 days annual leave per month. INSO will provide Basic Premium ONVZ health insurance. We are looking for an immediate hire with no later start date than mid-July.

How to apply:

Please send your application to the email listed on the vacancy on our website and reference “HQ Operations Officer” in the subject line of the email:

• Cover Letter in English specifying how you meet the mandatory requirements of the role.
• An up-to-date CV in English (no more than 2 pages).

Please do not send any additional information. Only short-listed candidates will be contacted.

Job Types: Full-time, Contract
Contract length: 12 months

Pay: €4.100,00 per month

Work Location: In person