Organisation Background

Founded in 2011, 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 Organisation has grown from innovative start-up to become a globally recognised charity and a valuable component of the humanitarian safety coordination system.

Today the Organisation provides daily support to more than 930 beneficiary organisations (NGO) in some of the world’s most insecure environments and has earned a strong reputation for performance, principles & professionalism.
INSO has been registered as a charity in the Netherlands since April 2019 and its global headquarters is now based in The Hague, the international city of peace and justice.

It has more than 900 employees globally and in addition to its Netherlands HQ is active in 20 countries across Europe, the Middle East, Africa and Central Asia.

Job Summary:

INSO is looking for an experienced, pro-active and well-organised Operations Manager to join their start-up team at their new Headquarters in The Hague, Netherlands.

Reporting to, and under the technical supervision of INSO’s Director of Operations, the Operations Manager (OM) will be responsible for the successful delivery of all Operations functions within our new Netherlands headquarters.

The OM will play a large part in the project to find and select permanent premises for INSO’s Global Headquarters and will be integral in establishing and then managing the full spectrum of facilities and asset management tasks for INSO HQ, ensuring the effective provision of support services and compliance with INSO’s and donor’s regulations and effective maintenance and management of its assets (including third-party contractors and support staff).

The start date for the position is envisaged to be during February 2020.

Major Responsibilities:

Facilities and Asset Management

* Lead and manage the entire scope of facilities management tasks (including as a priority the search and selection of suitable permanent office premises in The Hague) for INSO HQ;
* Prepare and maintain all of the headquarters’ leases and contracts with suppliers (offices, utilities, security and cleaning/maintenance contracts etc.).
* Establish and regularly maintain a central asset register for INSO HQ and ensure full implementation of and compliance with all asset management regulations.

Legal and Compliance

* Ensure all necessary legal and regulatory documents are filed in a timely manner on behalf of INSO with the Dutch authorities.
* Obtain and renew visas, work permits and residencies as required on behalf of INSO HQ staff and follow up with Dutch Immigration and Naturalisation Service (“IND”) as required;
* Coordinate business travel visits (flights, visa, accommodation) for INSO HQ staff;
* Monitor supplier performance and advise INSO’s Director of Operations of any deviation from agreed Service Level Agreements;
* Create and maintain a register of Dutch professional advisors;

Procurement and Logistics

* Initiate and manage procurement processes for INSO HQ that fully comply with all procurement and logistics regulations applicable for INSO and its donors in the HQ;
* Maintain up to date and accurate procurement files in full compliance with INSO policy and manage and maintain contractual agreements and relationships with vendors/contractors and all service providers.
* Contribute to donor reporting in area of asset management/logistics/procurement.
* Lead audit follow up in area of logistics/procurement.

Human Resources

* Liaise with Dutch payroll provider to ensure set-up and timely payment of monthly INSO HQ staff salaries and preparation of Wage Tax and Social Security returns on behalf of INSO in full compliance with Dutch requirements;
* Assist the HR department to regularly monitor Dutch employment law, suggesting modifications to INSO HR policy to the Director of Operations to ensure compliance where appropriate;
* Assist the HR department with HQ employee on-boarding and HQ employee induction and orientation programmes

Mandatory Requirements:

* Fluency in Dutch (written and spoken)
* Fluency in English (written and spoken).
* A Bachelor’s degree in a relevant field from a recognised academic institution.
* At least 5 years of progressive professional Operations experience in the Netherlands or Benelux country, at least 2 of which should be with an NGO or international organisation.
* Highly self-motivated, a problem solver, solution focused and a strategic thinker with the ability to manage multiple priorities and work to set deadlines
* Experience of working in a start-up environment
* Proficient use of MS Office programmes and experience with database management
* Candidates must have the right to reside and work in the Netherlands.

Desirable Characteristics:

* Previous experience with or knowledge of logistics and procurement
* General knowledge of donor procurement regulations
* Existing knowledge of INSO and affinity with its mission
* Experience as a user or admin of HRMS/HRIS
* Experience of working in an international NGO or international organisation in one of the countries in which INSO has a presence
* Knowledge of French

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 professional 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 a 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.

Terms & Conditions:

* To be based full-time in The Hague in the Netherlands;
* Position will be offered on the basis of a fixed-term 3-month contract (to be renewed);
* Starting monthly salary of €4545;
* 2.5 days of annual leave accrued per month;