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. 

INSO Sudan

Founded in 2023, the program recognises and supports NGOs operating in volatile contexts in Sudan by leveraging collective value to enhance safety preparedness and provide specialised, coordinated, and focused safety management support. The program supports 126 NGOs across Sudan. 

We are now recruiting an operations assistant based in Khartoum.

Main Duties and Responsibilities:

Logistics and Procurement 

• Assist the 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
• Coordinate all 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 records of asset movement.
• Ensure physical verification is done on a bi-annual basis.
• Monitor vehicle movement through the vehicle log sheet 

Administration 

• Manage travel arrangements, including staff air tickets, transport, and accommodation for business purposes
• Support the organisation of team events (meetings, workshops, etc.).
• Maintain a central filing system for required documents and forms.
• Support the development and systematic management of internal policies and their implementation across INSO operations
• Organise and process purchase requests, quotations, purchase orders, and goods received notes and submit them to finance for payment.
• Help conduct compliance checks, donor due diligence, and other regulatory responsibilities.
• Fulfil other administrative functions as required
• Organise flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling
• Have a 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.

PERSON SPECIFICATION

Knowledge, Skills and Experience

Essential:

• A Degree in Business Administration, Supply Chain, Logistics, or a relevant field.
• Excellent English and local language skills, both written and verbal.
• Minimum 2 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 Arabic, or native in both written and spoken Arabic. 
• 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

• 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 organise your work.
• Be flexible and 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.