Operations Officer – Southeast Asia

**Organisation Background**
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) 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 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 the 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 SharePoint
- 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 training.
- Have a 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

**Knowledge, Skills, and Experience**

*Essential:*

- 3+ years of relevant work experience, at least part of it in the NGO or private business sector.
- Proficiency in Microsoft Office tools
- Fluency in the Thai and English languages, both written and verbal
- Bachelor-level Degree in Business Administration, Supply Chain, Logistics, or another relevant field
- An understanding of, and commitment to, humanitarian principles.

*Nice to have:*

- Experience in the NGO sector
- Negotiation skills and knowledge of the local market and business environment

**Core Competencies**

- Accuracy – Maintains close attention to detail and ensures precision and correctness in all tasks and outputs.
- Organisation – Plans effectively, prioritises tasks, and manages time and resources efficiently to meet objectives.
- Integrity – Demonstrates confidentiality, ethical conduct, and actively avoids conflicts of interest.
- Collaboration – Works effectively i