Operations Manager

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.

INSO South Sudan

The INSO South Sudan platform addresses the insecure operating environment NGOs face in the Republic of South Sudan. Based in Nairobi, Kenya, this programme 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 South Sudan team, you will be playing an active and impactful role in assisting the delivery of aid to people in significant need.

Job Summary

As the Operations Manager, you will report directly to the Head of Mission. You will oversee all operational functions, ensuring compliance with organizational and donor regulations. You will manage logistics, procurement, human resources, and security protocols. Your role is crucial in maintaining the operational integrity and efficiency of the South Sudan mission.

Main Duties and Responsibilities

Human Resources

• Lead and coordinate national staff onboarding and coordinate with HQ HR on international staff onboarding.
• Coordinate and monitor national staff performance monitoring, grievance management, etc.
• Prepare national staff monthly payroll, other calculations related to allowances, overtime (if applicable)
• Provide support to internal and external audit requests.
• Act as the in-country project management focal point for all HR.
• Act as safeguarding focal point and participate in awareness sessions related to code of conduct
• Implement and monitor all INSO regulations related to personnel and HR
• Manage the implementation and maintenance of Cezanne HR information systems
• Ensure timesheets are collected and verified, monitoring of R&R cycle for international staff and personnel filing systems are maintained in hard copy and HR shared point, updated org chart.

Legal and Compliance

• Maintain a tracker to monitor staff visas and work permits.
• Lead audit follow-up and implement recommendations in all areas of Operations.

Facilities and Asset Management

• Manage the entire scope of facilities management.
• Prepare and maintain the country office’s leases and contracts with suppliers.
• Establish and maintain a central asset register and ensure that all the INSO assets are registered, managed, and accounted for in accordance with the asset policy

Procurement and Logistics

• Enforce compliance with procurement and logistics regulations.
• Oversee full implementation of procurement processes.
• Enforce all controls to prevent fraud and corruption.
• Carry out routine local market surveys for goods and services.
• Carry out supplier checks and vet them against anti-terror or sanction lists.
• Contribute to donor reporting for asset management/logistics/procurement.

Safety and Security

• Maintain an updated incident register.

Requirements

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

Nice to have

• Previous experience in similar positions in Kenya.
• General knowledge of donor procurement regulations, human resources management.
• Existing knowledge of INSO and affinity with its mission.
• Experience as a user or admin of HRIS.
• Prior field experience in South Sudan is a plus.

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.

Terms & Conditions

This post is a one-year fixed term (renewable) full-time contract based in Nairobi, Kenya. The position is only available to Kenyan nationals. We are looking for a start date as soon as possible.