Reports to: Chief Financial Officer
Supervision of: None
Budget responsibility: None
Duty Station: Kenya, Netherlands, United Kingdom, Jordan
Travel: None
Duration & contract type: 100%, national contract, ASAP/ 1 year, possibility for renew
Starting date: ASAP
Only applications including a CV and cover letter in English will be considered.
ACAPS believes that evidence must be at the heart of humanitarian action and together with our partners we turn data into decisions that truly matter. We cut through the noise and make sense out of chaos. We analyse complex data and provide clear insights so that decision-makers can take the best possible course of action.
We do this by:
Providing independent analysis that helps humanitarians make informed choices.
Deploying experts to support assessments and analysis in crisis.
Driving innovation to collect better, faster, and more reliable data.
Due to an increased awareness of ACAPS value add to the humanitarian sector, ACAPS now operates analysis hubs covering Afghanistan, Yemen, Colombia, Ethiopia, and Ukraine. This is in addition to multiple global teams providing analysis spanning over 150 countries and 100 active crises worldwide. ACAPS donor portfolio is also expanding, with current active funding from key institutional donors such as FCDO, SDC, GFFO, GAC, SDC, NMFA and others.
We are embarking on an exciting new chapter as ACAPS recently became an independent organization, registered in The Hague. We are looking for builders, problem-solvers, and innovators, people who thrive on challenges, love creating structures out of complexity, and are excited to be part of something new and impactful!
Role summary
The IT Platform Administrator will oversee the organization’s digital platforms, with a strong emphasis on designing and managing workflows in information management systems, primarily in Airtable. The role also covers functional support for Microsoft 365 collaboration tools (SharePoint, Teams), coordination with external IT providers, and driving adoption of digital tools across the organization. This is a hybrid role, combining hands-on technical platform administration with proactive user support. The position serves as the bridge between technical services and staff needs, ensuring that digital platforms are effective, user-friendly, and well-governed.
Operate in line with the ACAPS values
ACAPS is a dynamic and independent organisation. We share and strive to maintain the values of agency, candour, integrity, diversity, evolution, ambition, and collaboration in everything we do. The post holder is expected to develop the position in line with these values. The ACAPS values live in the way we manage our teams, create our content and engage with stakeholders.
We are an equal opportunities employer. We are committed to diversity without distinction to age, gender, religion, ethnicity, nationality, and physical ability.
Working environment
In ACAPS, we provide an office space for team members to gather, share ideas, and get to know one another. We find that these unscheduled moments of interaction help foster a great culture and allow for more moments of collaborative inspiration. Many of us also work from home or other ‘out of the office’ locations, splitting our time between home office and ACAPS office. We feel going to the office should be something you want to do, not have to do.
Why Join Us?
Innovative and Dynamic Environment: Be part of an organization that is shaping the future of the humanitarian data landscape, with innovative solutions, in a supportive and dynamic workplace.
Collaborative Culture: Work with a diverse team of talented professionals who are passionate about making a difference.
Impact: Contribute to meaningful projects that have a real impact on the humanitarian responders and affected population.
Key Responsibilities:
User Lifecycle Management (25%)
Facilitate onboarding/offboarding across platforms (Airtable, M365, and others) in coordination with the external IT provider.Act as the internal focal point for user requests and issues related to other software platforms used at ACAPS.Deliver training, coaching, and onboarding sessions for staff on Airtable, SharePoint, Teams, and other tools as needed.Develop user guides, documentation, and adoption resources.Centralized Software Administration (40%)
Serve as primary administrator for Airtable: bases, templates, workflows, data models, permissions, automations, integrations.Design and build AirTable bases that meet needs for data collection and product management for different ACAPS teams.Act as functional administrator for M365 collaboration tools (SharePoint, Teams): structure, permissions, governance.Coordinate with external IT provider for backend tasks (license provisioning, MS365 role management, troubleshooting).Contribute to governance standards across all SaaS platforms.Workflow Process Optimization (25%)
Identify opportunities for automation and digitization (e.g., Airtable automations, Power Automate).Support teams in improving efficiency and eliminating manual processes.Enable cross-platform integrations.Audit platform usage to prevent redundancy and shadow IT.Vendor Liaison & Coordination (10%)
Act as the primary liaison with external IT providers for escalations and feedback.Communicate user needs and service updates.Knowledge and Experience
Required skills, knowledge and experience
Strong experience building workflows and data pipelines with relational information management systems (e.g., Airtable, Smartsheet, Notion, Coda, Monday.com, SharePoint Lists).Demonstrated knowledge of relational database principles, including table design, relationships, and efficient structuring of data for performance and usability.M365 collaboration tools administration (SharePoint sites, Teams structure & permissions).Proven experience in training non-technical users, creating clear documentation and facilitating adoption of digital tools.Experience in user lifecycle management (onboarding/offboarding, access management).Excellent problem-solving, communication, and documentation skills.Nice to have
Familiarity with automation platforms like MS Power Automate, Zapier, or others.Basic understanding and knowledge of REST APIs, HTTP methods, authentication (API keys, Oauth), and JSON data structures.Basic skills with JavaScript for AirTable automation and connectors.Experience with reporting or data visualization tools (Power BI, Looker, Google Data Studio).Experience working in NGOs, non-profits, or international organizations.