Operation Officer

Position              : Operation Officer

Line Manager    : Operation Manager

Country Office   : Ukraine

Work Location   : Kyiv

Organisation Background

The International NGO Safety Organisation (INSO) is an international charity that supports the safety of 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 services help NGOs with their day-to-day risk management responsibilities and improve their overall situational awareness to support evidence-based humanitarian access decisions.

The strong focus on humanitarian principles and exclusive NGO-only membership criteria has meant that INSO is now accepted as a standard component of modern humanitarian response offering independent frontline reporting and coordination services that save lives, strengthen operational practice, and enable humanitarian access.

Today the organisation provides daily support to more than 1000 NGOs in 17 of the world’s most insecure countries and has earned a strong reputation for performance, principles & professionalism.

INSO Ukraine Country Office

INSO has been operational in Ukraine since July 2015 and currently brings together 100 humanitarian organizations operating country-wide. INSO Ukraine focuses on providing security- and access-related information in near to real-time and helps raise awareness of the existing risks and mitigation strategies. 

We are seeking an experienced individual to join our team as INSO Operation Officer to be based in Kyiv.

Job Summary:

 Operations Officer is responsible for the day-to-day management of the Operations department (Administration, Human Resources, and Logistics). The position holder also has a strategic vision as well as technical and contextual expertise to support the Country Management Team in its decision-making. Aware of the essential task incumbent upon him, he works in his function with efficiency, rigor, and autonomy.

Major Responsibilities:

(The below-mentioned list of responsibilities is not exhaustive: flexibility is a must and other tasks may be requested to adapt to operational needs, like covering other areas during the leave of a colleague). 

Main Duties and Responsibilities:

Human Resources

• Support HR in the implantation of INSO HR Operation Policies and ensure all HR activities are carried out in adherence to SOPs.
• Maintain accurate and up-to-date employee (national & international) leave records and monitor the proper use of leave by staff in the country office
• Ensure that INSO Syria staff timesheets are prepared correctly, collected, and archived in a timely manner.
• Regularly maintain country office personnel files (national and international).
• Support recruitment process as needed.
• Prepare and maintain Field Monitor Contracts in a timely manner.
• Prepare and maintain the Field Monitor Contracts/Extensions database.
• Prepare monthly payment list for Field Monitors
• Reconcile FM payments with line managers and hawala service providers before the payment to the service provider.
• Regularly update the FM personal records filling system ensuring that information is filed in an orderly and timely manner.
• Always maintain the confidentiality of all HR information 
• Support other HR-related duties as may be assigned.

Legal and Compliance 

• Ensure all necessary legal and regulatory documents are filed in a timely manner on behalf of INSO with the relevant national authorities in order to maintain INSO’s formal in-country registration.
• Obtain visas, work permits, and residencies as required on behalf of INSO staff.
• Monitor compliance with national tax codes and ensure timely compliance with local statutory reporting requirements.

Safety and Security

• Ensure appropriate steps are taken towards safeguarding INSO facilities, vehicles, and assets in accordance with INSO’s safety and security policies and regulations. 
• Responsible for briefing drivers and guards on country safety and security policies.
• Serve as the focal point for visiting staff, ensuring pre-departure information packages and conducting on arrival briefings as requested. 

 Facilities and Asset Management 

• Manage the entire scope of facilities management tasks for the INSO country office, ensuring the effective provision of function and support services
• In coordination with Logistics Officer equip and maintain all staff facilities and vehicles to the required standard.
• In line with Logistics officer function as overall Office Admin ensuring smoothing functioning of offices in terms of services, supplies and consumables.

Mandatory Requirements:

 

• A Degree in Business Administration, Human Resources, Logistics, or relevant field.
• Excellent English and French language skills, both written and verbal.
• Minimum 5 years of relevant work experience, preferably with NGOs.
• High attention to detail.
• Team management skills.

Preferred Requirements:(Not mandatory, but advantageous. Please specify in the cover letter)

• Open-mindedness and self-confidence.
• Acceptance and understanding of humanitarian principles.
• Strong ethics, with the ability to manage confidential data.
• The high degree of autonomy.

Key Personal Competencies:

• Ability to identify issues, analyze and participate in the resolution of issues/problems.
• Excellent communication, organizational and managerial skills.
• Demonstrated understanding of humanitarian principles and practices.
• Ability to work effectively and efficiently unsupervised.
• Strong work ethic and capacity to take responsibility for his/her own actions.

Terms & Conditions:

12-months official employment contract with a 3-month probationary period with an expected start date asap or 27 April 2022, UAH 52,800 Gross salary.

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. As such, the following safe recruitment practices will be applied:

• All offers of employment will be conditional on receiving at least two satisfactory professionals.
• references;
• INSO will ask candidates about significant gaps in employment history or frequent changes of employer and address;
• All essential qualifications and relevant professional accreditations and memberships will be verified;
• The successful candidate will be required to provide valid proof of identity (passport, ID card);
• All new hires will receive an orientation in INSO’s safeguarding policy and procedures and associated documents (Code of Conduct, Whistleblowing etc.);
• All new hires will be required to sign and abide by the Code of Conduct as a condition of employment.

How to apply:

Interested persons are requested to send the following to Відправити резюме and ensure to reference INSO Operation Officer (OPs Officer), Kyiv in the subject line of your email by 24 April 2022.

The following documents should be in PDF format and in English:

-  Cover Letter specifying how you meet the mandatory requirements, and your motivation in (2-page maximum). 

-Up to date CV (5-page maximum). Please do not send any additional information (certificates, other writing samples, etc.) and keep the total size of your application under 2MB if possible.

Only shortlisted candidates will be contacted.