Operations Officer

International NGO Safety Organisation Посмотреть все вакансии

Киев
Постоянная работа
Полная занятость

13 д. назад

Organisation BackgroundFounded 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 , 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 1200 NGOs operating in 18 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 UkraineINSO 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 380 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 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 SummaryThe Operations Officer 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 RESPONSIBILITIESProcurement 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, Kharkiv and Odesa 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 INSO Ukraine staff and visitors coming to Ukraine
Support the organisation of team events, workshops, seminars
Fulfil other administrative functions as required

PERSON SPECIFICATIONKnowledge, Skills and ExperienceEssential:

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 sector or private business
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

Personal Attributes

Accuracy and high attention to detail
Strong organisational and planning skills
Confidentiality, integrity, and a sense of conflict-of-interest prevention
Self-motivation, courtesy, and humility
Team spirit and ability to maintain good interpersonal relations
Flexible, dynamic, shows initiative
Ability to work under pressure
Effective communicator
Ability to work in a multicultural environment

INSO's Safeguarding PolicyINSO 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 & ConditionsOfficial Employment Contract with a 3-month probationary period with an expected starting date 11 May 2026, UAH 73 000 Gross salary.How to applyPlease send the following to jobs@ukr.ngosafety.org and reference “Operations Officer, Kyiv " in the subject line of the email before 17 April 2026. 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.

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