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 headquartered in The Hague, Netherlands- the international city of peace and justice.
INSO Ukraine
The INSO Ukraine platform supports nearly 200 NGOs to deliver aid and assistance to an estimated 18 million people in need across the country. First launched as monitoring mission in 2015, the past year has seen INSO Ukraine scale up to support the growing NGO effort on the ground as the country entered a new phase of the war. The conflict has shown itself to be unpredictable and is likely to be protracted, with the NGO effort expected to remain large for the coming years.
INSO is now seeking a Field Support Assistant in Lviv.
Job Summary:
The key responsibilities of this position will be to support the field office in HR, administration, logistics and finance functions. The Field Support Assistant works of under the line management of the Safety Advisor for the Central-West Region, with a reporting line with the Finance, Operations and HR Officer/s in the main country office.
Major Responsibilities:
Finance
- Process petty cash transactions. Daily reconcile petty cash and submit replenishment requests to meet the cash needs. Issue cash advances to personnel as authorized. Set a proper record system for the sums advanced. Track efficiently the open amounts. Collect the supporting documents to close all outstanding advances before the month-end.
- Assist in timely payments. Ensure before payment, the completeness of supporting documents in all respect. Prepare cheques and bank wire transfer slips and remit for signatures. Photocopy the proofs of payment and file them with invoices in chronological order. Deal with local banks. Submit and collect documents from local banks.
- 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. Send the originals to the Finance department at the main country office.
- Monthly estimate the cash requirement for the field office. 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.
Human Resources
- Assist the Safety Advisor/Field Office Administrator in the administration of Human Resources of national staff, including facilitation of visa permits, residency cards, tax regulations, accommodation, etc.)
- Assist in recruitment process administrative tasks.
- Responsible for office ID cards and stationery.
- Maintain staff insurance, contract, and absenteeism records.
- Process and submit field office staff time sheets in a timely manner.
- Maintain field office staff HR records as delegated.
- Ensure that all staff are aware of local regulations of the field office.
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 field office inventory list as per INSO requirements.
- Ensure all assets are tagged and keep record of movement of assets.
- Ensure physical verification is done on a bi-annual basis.
- Monitoring of vehicle movement through 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.
Requirements
- Preferably at least 2 years of relevant work experience in similar roles with NGOs
- Degree in Administration, Logistics or Finance
- Proficiency in Office software (Excel, Word, Teams, etc)
- High attention to detail
- Ability to process large amounts of data
- Good English language skills, both written and verbal
- Time management skills
Key Personal Competencies
- Good listener
- Effective communicator
- Excellent analyst
- Team player
- Excellent interpersonal skills
Terms & Conditions: 12-month renewable contract with a 3-month probationary period. Expected start date December 4, 2023, Gross salary 52 000 UAH.
How to Apply
Please send the following documents:
- 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.
$ads={1}