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.

Purpose of the role

The Project Administrator supports INSO’s Global Training Team in executing the Global Training Strategy. This role involves organising training courses and providing administrative support, including deployment coordination.

The Project Administrator also implements MEAL activities for Global Training projects and assists in reviewing project documentation, such as course packages. Additionally, you will facilitate internal and external communication, address internal requests, and liaise with partners and suppliers for training activities. Candidates must have the legal right to live and work in the Netherlands.

Main Duties & Responsibilities

Organisation of Training Sessions

• Prepare and manage invitations, agendas, and information for partners and training participants.
• Coordinate training pilots and sessions with the GTT, INSO staff, and stakeholders, including country office colleagues, partners, contractors, and suppliers.
• Support the facilitation of the pilot sessions in at least two countries.
• Support printing and stationery needs of the GTT and training facilitators.
• Assist in information sharing among partner organisations and stakeholders.

Monitoring, Evaluation, Accountability, and Learning (MEAL) of Training Activities

• Maintain participant records, manage feedback tools, and compile quantitative and qualitative data for analysis, documenting lessons learned.
• Assist in monitoring project activities by reviewing documentation, gathering progress data, and session reports.
• Ensure a robust filing system for project documentation.
• Assist in preparing donor reports.

Project Support

• Support documentation, translation, archiving, and dissemination of the final training package to Country Offices, ensuring accessibility and sustainability.
• Review and edit project documentation, including course packages in English, French, and another major language (e.g., Arabic or Spanish).
• Manage correspondence and respond to inquiries, ensuring correct format and grammar in English and either French, Arabic or Spanish.
• Assist in procurement by preparing purchase requests, conducting bid analysis, drafting terms of reference, and participating in evaluations; proceed with related purchases as needed.
• Safeguard and maintain training equipment and stocks, keeping an up-to-date inventory and supporting annual verification.
• Maintain office organisation.

Key Requirements

Essential

• 2+ years of experience in training or conference organisation.
• 2+ years of experience editing and reviewing documents.
• Fluency in English, French, and one other major language (e.g., Arabic or Spanish).
• Professional working experience with Microsoft Office Suite: Excel (including pivot tables), Word (references & reviews),
• PowerPoint (crafting presentations)
• Proven programme management experience, including: resource planning, financial oversight, project timeline development, and tracking, stakeholder relationship management
• Strong commitment to INSO’s mandate and humanitarian principles.

Desirable

Experience in delivering courses on NGO safety and security management, personal safety, humanitarian access, and negotiations.

Core Competencies

• Collaboration – ability to work effectively with colleagues from diverse cultural backgrounds, demonstrating strong interpersonal and communication skills.
• Organization – strong capacity to plan, structure, and manage projects and tasks efficiently while meeting deadlines and priorities.
• Problem-Solving – ability to identify issues, analyze information, and contribute proactively to practical and effective solutions.
• Adaptability – capacity to adjust quickly to changing contexts, priorities, and operational environments.
• Initiative – proactive “can-do” attitude with the ability to work both independently and as part of a team.
• Learning – motivation to engage in adult learning approaches and contribute to knowledge-sharing and capacity-building activities.
• Mobility – willingness and readiness to travel internationally, including occasional travel to complex or conflict-affected environments.