Project Administrator – HQ

Organisation Background

Founded in 2011, the International NGO Safety Organisation (INSO) has rapidly evolved from an innovative start-up to a globally recognized charity. We play a central role in humanitarian safety coordination, supporting more than 1,200 local and international NGOs across the world’s most insecure regions. Our mission is to alleviate the suffering of those in need by supporting the safety of humanitarian workers who risk their lives to serve others.

INSO provides a range of free services, including real-time incident tracking, analytical reports, safety-related data and mapping, crisis management support, staff orientations, and training. We also work at the global policy level to strengthen the evidence base and improve interagency coordination for a more effective and resilient humanitarian system.

Our work goes beyond saving individual lives to enable humanitarian operations in high-risk countries.

Job Summary

The Project Administrator will be key in supporting INSO HQ training team, handling participant coordination, session organisation, and essential communications. You’ll manage participant invitations, prepare session materials, coordinate travel, and ensure smooth communication with partners and stakeholders. Additional responsibilities include organizing resources, assisting with monitoring and reporting of activities, maintaining project files, and supporting internal procurement processes. Fluency in English and either French or Spanish, Microsoft Office skills, and two years of relevant experience are essential. This full-time position is based in The Hague.

Key responsibilities

Training Session Coordination

• Prepare and distribute invitations, agendas, and essential training information to INSO partners and participants.
• Coordinate the organisation of training sessions with relevant stakeholders, including INSO country office colleagues, partners, and suppliers across various locations.
• Anticipate and organize printing, office supplies, and other logistical needs.
• Support information sharing among the partners and other stakeholders.

Monitoring and Evaluation of Training Activities

• Assist in monitoring project activities by reviewing documentation, gathering progress data, and preparing session reports.
• Maintain an organized filing system for project documentation.
• Assist in preparing donor reports by compiling relevant data and documentation.

Travel Coordination

• Arrange travel logistics for the team, including initiating travel authorisation, booking flight and hotels, coordinating with INSO colleagues or partners in the countries and securing necessary visa and security clearances.
• Manage travel-related documentation and coordinate with Operations, Finance, and external service providers, such as travel agencies.

Team Support

• Review and edit project documents, including course materials in English and French or Spanish, and draft routine correspondence with attention to format, grammar, and tone.
• Organize meetings, take notes, and support team coordination while contributing to team development through new tools and process improvements.
• Facilitate procurement by preparing purchase requests, ensuring quality control, liaising with the procurement team, and participating in evaluations.
• Oversee inventory management, including maintaining training equipment and supplies, conducting annual verifications, and ensuring a well-organized office environment for smooth operations.

Requirements

Essential

• Fluency in English and either French or Spanish.
• Strong proficiency in Microsoft Office Suite, especially Excel, Word, PowerPoint, and Outlook.
• At least 2 years of experience in similar roles.
• Demonstrated experience in training or conference organization; procurement of goods and services; and travel organisation.
• Demonstrated experience communicating effectively with various stakeholders.
• Skilled in populating, managing, and extracting data from basic databases, including participant records, stock lists, and similar resources.

Desirable

• Other languages skills.
• Experience in one of the countries where INSO operates.
• Experience in NGOs.
• Project Management certification.

Personal Attributes

• “Can-do” attitude with the ability to work both independently and as part of a team in a multicultural environment.
• Adaptability to changing contexts and priorities

INSO’s Safeguarding Policy

INSO is fully committed to 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:

Fixed-term (renewable) full-time contract based in The Hague, Netherlands. The full-time package based on 40 hours a week is €4400 gross per month, 8% vacation pay, 2.5 days annual leave per month. We offer basic Premium ONVZ insurance.

Applicants must have the legal right to live and work in the Netherlands for this position.

This position may require international travel, including potentially insecure regions (approximately twice per year).