Jobs at International NGO Safety Organisation (INSO)

Job Summary

The main purpose of this position is to support INSO’s Somaliland Area Manager with the daily administrative and logistic tasks, as well as with the office’s finances.

Major Responsibilities:

• Administration & Logistics
• Local procurement: ensures that goods and services are procured at a good value for INSO and following INSO’s procurement policies. Ensures good working relations with main suppliers.
• Travel arrangements: supports travel arrangements, including (but not limited to) facilitating staff visas for INSO staff visiting Somaliland and organize flight and hotel bookings when required.
• Office maintenance: Ensure offices premises and equipment are in good shape and properly maintained (plumber, electricity, minor works). Follows up the consumption and due payment of utilities, immediately flagging to the Area Manager any anomaly in the consumption or the costs.
• Vehicle fleet: In link with the driver, ensure vehicle logs are updated and accurate.
• Asset follow-up: Maintain and update the inventory list as per INSO requirements.
• Support to HR management: In close link with the Area Manager and the Administration officer in Nairobi,the Admin Assistant shall:
  • Record all INSO Somaliland staff leaves and absenteeism; 
  • Ensure all INSO Somaliland staff have staff IDs;
  • Ensure that the staff regulations are known to all INSO Somaliland staff;
  • Liaise with the health & travel insurance providers as needed;
  • Ensure that the staff timesheets are properly filled and sent by email to the Administration officer every month for all INSO staff in Somaliland.
• The Admin Assistant shall provide individual support those staff members who have no access to computers and/or no English skills.
  Others: Support other admin-related work related to INSO operations in Somaliland, as requested by his/her hierarchical supervisor.

Finances

Payments:

• Ensures that all payments are prepared in time and in accordance with INSO financial guidelines, with all expenses properly authorized before payment.
• Ensures that all bills are acquired and presented for payment on time.

Accounting:

• Carries out daily booking of all transactions and reconciliation of cash balances and bank balances.
• Maintains the Financial filing system in accordance with INSO guidelines
• Carries out reconciliation of advances monthly giving justification for pending advances.

Reporting:

• Carries out bi-weekly and monthly reporting to the Finance officer providing fully reconciled reports detailing income, expenditure and cash/ bank reconciliations.
• Ensures all vouchers i.e. petty cash, payments and advances are scanned and sent to the Finances Officer on a monthly basis.

Mandatory Requirements:

Languages:

• Somali (working language): mother tongue.
• English (working language): fluent, both speaking and writing.

Computer skills:

Very good knowledge of Excel, Word and Microsoft Outlook.

Academic Background:

No specific academic background is required, but the person must be strong at Maths

Work Experience:

This is a junior position. Work experience is not a must, but previous experience in Administration and/or Finances will be considered an asset. Similarly, previous experience with NGOs are an asset.

Other Preferred Skills and Characteristics:

• Attention to detail, Precision, Ability to not make any mistakes while entering data.
• Honesty and integrity. The holder must exercise a strong work ethic and take responsibility for his/her own actions
• Ability to work under pressure.

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Job Summary

The main purpose of this position is to:

Be INSO focal point in his/her area of operation, liaising and coordinating with NGOs and other relevant actors and support them for any security and safety related issue.

Gather, analyse and report to NGOs and to his/her line manager any security related information occurring in his/her area of operation.

Major Responsibilities:

• Information and Analysis
  • Draft security reports and other written briefs for NGOs:
  • Pro-actively collect information relevant to NGOs safety and security: create and maintain a diversified network of information sources (Governments, NGOs, journalists, internet, elders, business, religious leaders...)
  • Ensure information collected is cross-checked, is credible and timely.
  • Report this information in high quality daily reports sent by email/skype to his/her line manager. The reports will use a standard format/style as provided by the line manager.
  • Report immediately to the line Manager any security incident concerning NGOs or other breaking news.
  • Be on standby and available for any complement of information request by the line manager.
  • Participate the drafting of other analysis reports (Bi-weekly, area brief, quarterlies, maps...) on request and in link with the line manager.
  • Participate on security assessments
  • Participate on request by the line manager in security assessments missions.
  • Upon request from the NGOs, carry out compound assessments of NGOs’ premises, in coordination with line management and with the support of INSO’s Deputy Director Training.
  • Draft quality mission reports.
  • Prepare a bi-weekly or monthly brief for NGOs in their area of operation, in link with the line manager
  • Prepare a bi-weekly or monthly brief for NGOs in their area of operation using PowerPoint presentation or other support quality documents, in link with the line manager
  • Provide Oral Briefings and travel advisories to NGOs
  • Be available to NGOs for any brief request. Link with the line Manager if needed for complementary information
  • Draft structured travel advisories to NGOs requesting it. Link with the line manager if needed for complementary information
• Training
  • Assist in INSO trainings as required in Somalia.
• Response
  • Be available and reachable 24 / 7 for NGOs in their area of operation and line manager
    Propose support immediately to any NGOs experiencing a security incident: threat analysis, enquiry, support toward local authorities etc...
  • Representation / coordination
  • Act as the local focal point for safety co-ordinator and information sharing between the relevant actors and NGOs within the area of operations
    Participate in the security cell meetings
    Organize bi-weekly or monthly security NGO briefings with a safety presentation if relevant in area of responsibility.
    Be in communication and on good terms with all relevant stakeholders: NGOs, UN, Government Authorities, Elders, religious Leaders...
• Monitoring and Reporting
  • Prepare weekly reports (sitrep) for his / her line manager
    Update and send every Monday the NGO request and response table
• Finances and Logistics
  • Manage petty finances and purchases request as per INSO SOPs
  • Request movement validation by the line manager before any movements out of duty station
• Others
• The abovementioned list of responsibilities is not exhaustive: flexibility is a must and other tasks may be requested to adapt to operational needs.

Mandatory Requirements:

• Bachelor’s degree in Journalism, Political Sciences, History, Anthropology or any other similar degree in Humanity Sciences.
• 5 years of work experience in positions requiring high level information sourcing, processing, analysis and writing.
• Previous experience with NGOs or UN humanitarian agencies is an advantage, especially if working as Security Focal Point.
• Candidates having a strong journalistic background, demonstrated analytical skills, and experience specific to Somalia are invited to apply.

Preferred Characteristics:

• Be native and resident of the region of the duty station.
• Well-developed networks in the region with relevant stakeholders
• Demonstrated capacity to work with minimal supervision and maintain a high level of engagement.
• Proven strong writing, public speaking and presentation skills
• Demonstrated ability to source, analyse and process information
• Demonstrated ability to author well-structured well researched and analytically sound reports.
• Calm and focused decision making.
• Commitment to the aid sector and to the wellbeing of the population.

Key Personal Competencies

Languages:

• English (working language): fluent with excellent writing capacities
• Somali (working language): mother tongue
• Arabic: is an advantage

Computer skills:

Good knowledge of Word, Excel, PowerPoint, Internet, Google Earth.