Job Summary

Acting as the primary assistant to the Operations Manager (OM), you will support the execution of INSO operations, including but not limited to logistics, procurement, administrative tasks, liaison, and other functions. The position will be part of the Operations team and may require travel to other locations.

Main Responsibilities

Logistics & Procurement

Assist the supervisor in procurement activities, in collaboration with Operations and Program teams
Ensure the procurement process is as per the SOPs, with proper documentation supporting all the purchases
Assist with the identification of suitable vendors, the collection of price quotes, the documentation of the procurement process, and the management of electronic and paper procurement files
Coordinate all logistical arrangements for project-related events, workshops, seminars, and other training activities
Help manage and administer office resources, including office space, assets, including laptops, other related office systems, and equipment.
Ensure all assets are tagged and keep a record of the movement of assets.
Administration

Manage travel arrangements, including staff air tickets, transport, and accommodation for business purposes.
Support the organization of team events (meetings, workshops, etc.).
Maintains a central filing system for required documents and forms.
Support the development and systematic management of internal policies and their implementation across INSO operations.
Organize and process purchase requests, quotations, purchase orders, and goods received notes, and submit to finance for payment.
Help conduct compliance checks, donor due diligence, and other regulatory responsibilities.
Fulfil other administrative functions as required
Organize flight bookings for all staff and goods, and ensure all staff and goods have proper documentation before travelling
Liaison and Coordination

Responsible for helping country management and the regional teams with building and maintaining relations with government authorities, as well as understanding and monitoring, jointly with the regional teams, political dynamics within the government.
Facilitate INSO’s registration processes in Syria, including required approvals, permits, and administrative procedures.
Monitor compliance with national tax codes and ensure timely compliance with local statutory reporting requirements.
Ensure all necessary legal and regulatory documents are filed on time on behalf of INSO with the relevant authorities to maintain INSO’s formal in-country registration.
Ensure that staff arriving/departing from the country office (CO) have the appropriate documentation (Visa, INSO Card, work permit, Alien registration, etc).
Knowledge, Skills, and Experience

Essential:

5+ years of relevant professional experience in operations/liaison, preferably with NGOs
Fluent English and the local/national language, both written and verbal; ability to provide translation and interpretation when required.
Proficiency in Microsoft Office tools (Word and Excel as a minimum).
Strong attention to detail with the ability to multitask and manage competing priorities.
Demonstrated ability to build and maintain professional relationships, including with government authorities and administrative bodies, and to expand networks through personal credibility and communication skills.
Bachelor’s degree in Business Administration, Supply Chain, HR, Logistics, or a relevant field.
Understanding of humanitarian principles, including neutrality, and the ability to apply them in operational and liaison contexts.
Strong ethical standards and proven ability to handle confidential and sensitive information appropriately.
Nice to Have

Previous experience within government institutions (e.g. ministries, military, interior, justice) or working directly with government authorities.
Prior experience working with or for NGOs, particularly in humanitarian or emergency contexts.
High degree of autonomy, self‑confidence, and open‑mindedness in complex and fluid operating environments.
Established connections in border or hard‑to‑reach areas, where relevant to operations.
Core Competencies

Integrity – Maintains confidentiality, acts ethically, and prevents conflicts of interest through professional and impartial conduct.
Communication – Communicates clearly and respectfully, using diplomacy and persuasion to build effective professional relationships.
Collaboration – Works constructively with colleagues across teams and cultures, demonstrating humility, courtesy, and a strong team spirit.
Organisation – Plans and prioritises work effectively, while proactively improving processes and proposing practical solutions.
Resilience – Remains calm, reliable, and effective under pressure, including during crises and high-stress situations.
Adaptability – Operates effectively in multicultural environments and engages professionally with diverse stakeholders and perspectives.

Please submit completed applications, and reference “Operations & Liaison Officer – Damascus” in the subject line. Applications should be in English and include:

An updated CV (maximum 3 pages).
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.