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 1200 NGOs operating in 16 of the world’s most insecure countries. INSO is headquartered in The Hague, Netherlands- the international city of peace and justice.

Job Summary:

Reporting to the Country Director, and under the functional supervision of INSO’s Director of Operations, the Operations Manager (OM) will be responsible for the successful delivery of all Operations functions within the country office, including transactional and strategic HR tasks, legal and regulatory compliance, ensuring procurement and effective management of its assets

Main Duties and Responsibilities:

Human Resources

• Lead the implementation and monitoring of all Staff Regulations (national and international) to ensure country office compliance and regularly monitor national employment law, suggesting modifications where appropriate.  
• Manage all in-country recruitment processes, local and international, ensuring compliance with INSO guidance and procedures
• Lead and coordinate national employee on-boarding and coordinate with HQ HR on international employee onboarding, providing in-country employee induction and orientation programmes (national and international) 
• Coordinate and monitor national employee performance monitoring, grievance management and discipline, escalating issues where appropriate to the Country Director/ Head of Mission and Director of Operations 
• Maintain accurate and up-to-date employee (national & international) records on HRIS Cezanne, ATS 
• Prepare the national staff monthly payroll and control timesheets and any tax payments/deductions, and maintain national staff insurance enrolments/medical payments for country office staff as required under statute  
• Support the formation of salary and benefits structure, local labour requirements and mandatory work and legal requirements in scoping or new country context.
• Provide support to internal and external audit requests in the field of HR, coordinating with HQ as appropriate. 
• Focal point for all HR reporting and technical matters, and safeguarding concerns 
• Responsible for overseeing, managing and developing Operations Officer, Finance Manager and HR Officer (where applicable)

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.
• Upload copies of all registration documents and certificates on SharePoint.
• Create a tracker for renewal of all INSO registration documents, as well as staff visas and work permits.
• Develop and oversee control systems to prevent or deal with violations of legal guidelines and internal policies, evaluating the efficiency of controls and improving them continuously, suggesting revisions to procedures, reports, etc., periodically to identify hidden risks or non-conformity issues
• Obtain visas, work permits, and residencies as required on behalf of INSO staff.
• Coordinate with HQ HRM on all deployment/visits of international staff (flights, visa, accommodation).
• Monitor compliance with national tax codes and ensure timely compliance with local statutory reporting requirements.
• Maintain a register of in-country professional advisors.
• Lead audits, follow up, and implement recommendations in all areas of operations.
• Facilitate agreements with local lawyers

Facilities and Asset Management

• Manage the entire scope of facilities management tasks for the INSO country office, ensuring the effective provision of functional and support services
• Prepare and maintain all the country’s offices’ leases and contracts with suppliers (offices, utilities, vehicles, security, etc.).
• Equip and maintain all staff facilities and vehicles to the required standard.
• Establish and regularly maintain a central asset register for the country office and ensure full implementation of compliance with all asset management regulations.
• Functions as the overall Office Manager, ensuring smooth functioning of offices in terms of services, supplies and consumables.

Procurement and Logistics

• Officer in charge, implementor and custodian of SOP2 in Country Office.
• Enforce compliance with all Procurement and Logistics regulations applicable to INSO and its donors in the country office and ensure all staff are aware of their roles and responsibilities with regard to procurement.
• Oversee full implementation of procurement processes as outlined in INSO’s internal regulations and operating procedures.
• Enforce all controls to prevent fraud and corruption.
• Maintain up-to-date and accurate procurement files in full compliance with INSO policy.
• Manage and maintain contractual agreements and relationships with vendors/contractors and all service providers.
• Carry out regular local market surveys for goods and services and ensure the Supplier/Vendor List and other databases are kept up-to-date.
• Create supplier databases from a pre-qualification process via public tender invitations to a bid process.
• Carry out supplier checks and vet them against anti-terror or sanction lists.
• Manage and implement the INSO fleet guidelines policy.
• Contribute to donor reporting in the area of asset management/logistics/procurement.
• Create and manage a procurement tracker to be sent to all CO department heads and requestors

Safety and Security

• Serve as the primary focal point of contact for the Global Risk & Safety Manager regarding the progress, tracking and reporting of security audit findings and recommendations. The CD is responsible for ensuring implementation.
• In coordination with the Global Safety & Risk Manager, meet deadlines for updates of the Country Security Management Plan (CSMP) and Security Risk Assessment (SRA) and uploaded on SharePoint accordingly.
• In conjunction with the safety advisor, 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 ensuring that drivers and guards are briefed on country safety and security protocols
• As part of their onboarding, ensure new staff/consultants/visitors are oriented and trained on the Country Security Management Plan, including safety and security roles and responsibilities. Focal points include proof of life/guidance/checklist.
• Serve as the focal point for visitors/staff, provide pre-departure information packages and conduct on-arrival briefings as requested.
• Manage the arrival/visitor checklist and coordinate all the information, ensuring that security briefings are scheduled and communicated.

Capacity building & Reporting

• Conduct training for new Ops hires.
• Carry out refresher training (once a year) for INSO Ops staff, especially those in field locations on SOP2.
• Lead implementation of new policies and procedures as released by HQ.
• Manage and update the country SharePoint page.
• Produce quality reports and ensure deadlines are met for both donors and HQ.

IT

• Ensure that the country SharePoint folders follow the IT Policy.
• Ensure staff are trained and comply with INSO IT policy guidelines.
• Act as the country point of contact for the management of INSO email addresses and HQ IT support.

Person Specification:

Mandatory Requirements:

• At least 5 years of progressive professional experience in HR, logistics, facilities, and procurement.
• At least 2 years of experience with an NGO or international organisation.
• Fluency in English (written and spoken).
• Highly self-motivated, problem solver, solution focused, and strategic thinker with the ability to manage multiple priorities and work to set deadlines.
• Proficient use of MS Office programmes and experience with database management.
• A Bachelor’s degree in a relevant field from a recognized academic institution.

Core Competencies:

• Compliance – Maintains strict adherence to legal, HR, procurement, and donor regulations without deviation.
• Coordination – Ensures smooth processes across HR, logistics, procurement, safety, and HQ interfaces.
• Problem -Solving Attitude – Quickly identifies operational issues and implements effective, practical solutions.
• Accountability – Owns processes, documentation, deadlines, and quality standards with reliability and transparency.

INSO’s Safeguarding Policy

INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers. We ensure rigorous compliance with our Code of Conduct and Safeguarding Policy throughout the recruitment process. INSO is a member of the Misconduct Disclosure Scheme, and the selected candidate will be required to undergo the relevant misconduct disclosure checks as part of the final hiring steps.

How to apply 

Please submit the following documents in English to  [Click to show email] and reference “Operations Manager” in the subject line.   

• Cover Letter specifying how you meet the mandatory requirements, your motivation for applying, and what you hope to bring to INSO
• Updated CV. 

Please note that the application closing date is 07/01/2026. Do not send any additional information.  Only short-listed candidates will be contacted. 

Please note that, depending on the profile and organizational needs, the organization may consider recruiting an Operations Officer through this vacancy.