ThaiNGO

Vacancy Announcement

About INSO 

Founded in 2011, the International NGO Safety Organization (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 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 1,500 NGOs operating in 24 of the world’s most insecure countries. INSO is registered in the Netherlands, with its headquarters located in The Hague, a city renowned for its international focus on peace and justice.

INSO Southeast Asia

The INSO Southeast Asia platform is launching in response to requests for support in safety coordination from NGOs working in the region. INSO will support NGOs providing much-needed humanitarian assistance amid a complex safety and access environment. The team will harness data and insights to provide timely analysis and coordination services to assist humanitarians navigating significant risks to staff and beneficiaries. As part of the INSO Southeast Asia team, you will be playing an active and impactful role in assisting the delivery of aid to people in significant need.  

Job Summary 

INSO is seeking an experienced Operations Officer to support the Country Admin Manager in carrying out the operational functions of INSO Southeast Asia’s offices in Thailand and Myanmar.  

The Operations Officer will support in carrying out INSO operations functions, including (but not limited to) HR, procurement, logistics, travel arrangements, and administration. The position is part of the Operations team and is based in the country office in Chiang Mai, with occasional travel to Bangkok, Yangon and possibly other locations in the region.

MAIN DUTIES AND RESPONSIBILITIES

Procurement and Logistics:

• Assist the Country Admin Manager (CAM) in supervising procurement activities, while working collaboratively with Operations, Program and management teams
• Ensure that procurement processes are implemented as per INSO SOP 2 with proper documentation supporting all purchases
• Under the supervision of the CAM, take lead in preparing documentation and implementing Single Source and Competitive Procurement procedures, 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, and 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
• Help manage, administer and physically check, as needed, office resources, including office space, assets, inventory, fleet, and other related office systems and equipment.
• Monitoring of vehicle movement and management.

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 staff and visitors.
• Support the organisation of team events, workshops, seminars and trainings.
• Have good working relationship with the suppliers and knowledge of the market.
• Ensure all invoices and supporting documentation are sent on time for payment.
• Fulfil other administrative functions as required

Human Resource: 

• Assist with long-term and short-term recruitment needs for INSO 
• Ensure all staff files are maintained 
• Ensure all trackers and databases are up-to-date and readily available for management information. 
• Assist with the identification, selection, recruitment, training, and orientation of new staff members 
• Support with Cezanne where needed 
• Ensure timesheets are up to date 

PERSON SPECIFICATION

Knowledge, Skills and Experience 

Essential:

• A Degree in Business Administration, Supply chain, HR, Logistics, or relevant field. 
• Excellent Thai and English language skills, both written and verbal. 
• Minimum 5 years of relevant work experience, preferably with NGOs. 
• Proficient in Microsoft Office tools. 
• Attention to detail and ability to multitask 

Nice to have:

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

Key Personal Competencies

• 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 good management of interpersonal relationships
• Flexible, dynamic, shows initiative
• Be able to work under pressure
• Effective communicator
• Ability to work in multicultural environment

INSO’s Safeguarding Policy

INSO 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.

How to apply 

Please submit completed applications to jobs@sea.ngosafety.org and reference Operations Officer Southeast Asia in the subject line. Applications should be in English and include:

• An updated CV
• A one-page cover letter detailing why you are interested in working for INSO and how your qualifications align specifically with the competencies required for the role.