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 102 NGOs across Sudan. 

We are now recruiting a Field Support Officer (FSO) based in Kosti, White Nile. 

Main Duties and Responsibilities:

Finance

• Process petty cash and bank transactions. Issue cash advances as authorised. Set up and manage a record system for advances, as agreed with the Finance Manager.
• Collect the supporting documents to close all outstanding advances before the month-end. 
• Prepare cheques and bank wire transfer slips based on complete documentation in all respects. 
• Liaise with local banks. Remit bank instructions for signatures. Submit and collect documents from local banks. Perform bank reconciliations.
• Process mobile-phone transactions (and/or coordinate payments with Hawalas when they are in place and not centralised at the main country office). Collect and file receipt confirmations from the final beneficiaries.
• Complete month-end closing according to the agreed schedule. Prepare journal entries, properly coded, allocated and reconciled to enable direct import to SUNSYSTEM. Compile and prepare the accounting and audit documentation, upload the digital copies referenced chronologically in SharePoint, before sending the originals to the Finance department located at the main country office.
• Monthly estimate the cash requirement for the field office, antennas, and upcoming business trips. Timely submit the cash transfer request to the Finance department. 
• Act as a point of contact for finance queries and provide financial support to team members. Participate in training staff on financial functions. From time to time, travel to other field offices for support or to deliver orientation to newly recruited counterparts. 

Human Resources 

• Where required, facilitate state-level movement permits, etc.
• Record all leave and other absences for field office staff.
• Ensure that field office staff have INSO IDs.
• Ensure that all field office staff are aware of and understand INSO staff regulations and policies.
• Liaise with health insurers as required.
• Ensure that staff timesheets are properly filled and cross-checked with leave and absence records and sent in a timely manner to the Operations Manager and/or the Finance Manager as required each month. 

Logistics, Procurement and Operations 

• Assist supervisor in procurement activities, in collaboration with field 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
• Manage repairs and maintenance of INSO's facilities, equipment, and vehicles.
• Maintain a sufficient stock of office supplies and fuel for the office.
• Implement logistical practices and policies and coordinate closely with the Operations Manager regarding contracts and procurement of goods and services.

Essential knowledge, skills, and experience:

• At least 2 years of relevant work experience in similar roles with NGOs
• A professional certificate in finance, accounting, logistics, HR or another relevant field
• Proficiency in Microsoft Office
• High attention to detail
• Ability to process large amounts of data
• Good English language skills, both written and verbal
• Time management skills

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.