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.

Job Summary

The Executive Support Officer plays an important role in ensuring the performance of INSOs’ executive and governance functions through high-level administrative coordination. Working closely with the Executive Director, Senior Management Team, and Board of Directors, the role supports internal meetings and communication, board processes, policy and project administration, and organisational decision making.

By strengthening internal systems, the position improves INSOs’ ability to deliver programs and supports humanitarian safety in high-risk contexts. The position will report to the Executive Director, liaise with other senior directors and the board, and has no direct reports. Applications will be accepted until 6 February 2025.

Key responsibilities

Internal Coordination

• Organize meetings of the internal committees and councils (SMT, Program Committee), including reminders, documents, agendas and minutes.

• Manage a centralized log of follow-up actions with owners, deadlines, and prepare update reports.

• Manage a master calendar of internal meetings/events and required attendees.

• Maintain a centralised record of departmental projects and liaise with department directors to compile update reports.

• Assist the organizing committee with internal conferences and events such as the Annual Staff Conference and Donor Conference.

External Coordination

• Organise the meetings of the External Advisory Board (of NGOs and Donors), including scheduling, agenda, minutes and follow-on actions.

• Support the administration of INSOs’ participation in high-level committees and groups such as the SLT Oversight Committee.

Governance Support

• Coordinate board meetings, including scheduling, documents, agendas, and minutes and a maintain log of follow up actions and send reminders.

• Maintain and update the Board SharePoint site and ensure proper filing of all board-related documents.

• Manage Board Member administration, including onboarding of new members and maintaining up-to-date director documentation and records, including liaison with third parties.

• Provide administrative support to the Chair of the Board.

Support to Policy & Knowledge Systems

• Support the administrative process for policy development and reviews across the organisation.

• Maintain the central policy library, monitor the reviews and update cycle, send reminders and draft progress summaries for meetings.

• Monitor departmental shared folders (SharePoint) to ensure they are organised, updated with new policies and procedures and accessible, and send reminders.

• Administrate the SharePoint sites for Executive, SMT, Program Committee as formed.

Support to the Executive Director

• Manage the EDs calendar, travel bookings, approvals, and system administration as delegated.

• Scheduling staff performance reviews, taking meeting notes, and tracking follow-up actions.

• Support the operation of the Works Council including meeting schedules, documents organisation and liaison with Works Council secretary.

• Support with drafting basic communications for board, staff or third parties, preparing briefings, slides and taking notes as needed.

Required Qualification and Experience

Essential

• Degree in Public Administration, International Relations, Business, or a related field.

• Minimum 5 years of experience in a similar role (coordination, development, administration) in international, diplomatic, or humanitarian organisations.

• Demonstrable experience with boards and senior leadership support.

• Strong organizational and multitasking skills with attention to detail.

• Excellent written and verbal communication skills in English (French, Spanish or Arabic is a plus).

• Familiarity with INSO, humanitarian work, or the subject of humanitarian safety.

• High proficiency in MS365 and collaborative platforms (e.g., SharePoint, Teams, Loop, Sway, Visio)

Core Competencies

• Confidentiality - handles sensitive information with discretion and professionalism.

• Diplomacy - communicates with tact, sensitivity, and strong interpersonal awareness.

• Organization - plans, structures, and prioritizes tasks effectively.

• Initiative - takes proactive, solution-oriented action when challenges arise.

• Delivery - manages competing priorities and meets deadlines reliably.

INSO’s Safeguarding Policy

INSO is fully committed to safe recruitment, selection and vetting of all potential new staff, trustees and volunteers. We ensure rigorous compliance with our Code of Conduct and Safeguarding Policy throughout the recruitment process. INSO is a member of the Misconduct Disclosure Scheme, and the selected candidate will be required to undergo the relevant misconduct disclosure checks as part of the final hiring steps.

Terms & Conditions

This is a full-time, fixed-term position based in The Hague. The monthly salary is EUR 5,800 plus 8% vacation pay (vakantiegeld) and 2.5 days of annual leave per month. INSO provides Basic Premium ONVZ health insurance for staff members and their dependents.

Please be aware that applications should be in English, you will need to upload an updated CV and a short cover letter.

How to apply

If this role speaks to you, we’d love to hear from you: apply here.