Project Operations Assistant

World Resources Institute (WRI) Indonesia; Jakarta Pusat; Hybrid; IDR 240.000.000 - 360.000.000; Vollzeit

Benefits dieser Stelle

Hybrid working model

Flexible working hours

Competitive benefits

Global network access

Zusammenfassung

World Resources Institute Indonesia is seeking a Project Operations Assistant to support finance and back-office tasks across the FLW program from Jakarta. This hybrid role requires 8 days per month in the office, with frequent travel and close collaboration with the Program Operations Manager, Project Operations Specialist, and project teams.

The position emphasizes equity and donor compliance. Ideal candidates have a Bachelor’s in finance/business, 2+ years of experience, and strong MS Office

Qualifikationen

• Bachelor’s degree in Finance, Accounting, Business Administration or related field is required.
• Minimum 2 years of full-time work experience in project operations, administration or related roles.
• Strong organizational and time-management skills are essential.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) is required.
• Business proficiency in Bahasa Indonesia and English for both written and spoken communication.

Aufgaben

• Finance Administration: manage vendor bills, reimbursements, cash advances and monthly financial reporting.
• Record financial transactions, process payments and invoices, and coordinate with clients, suppliers, and partners.
• Support budgeting, planning, and monthly/quarterly/annual reporting; assist with timesheets and expense reports.

Kenntnisse

Organizational skills

Time management

Multitasking

MS Office proficiency

English & Bahasa Indonesia proficiency

Ausbildung

Bachelor’s degree in Finance, Accounting, Business Administration or related fields

Tools

Excel

PowerPoint

Word

Jobbeschreibung

Project Operations Assistant - Food, Land, and Water Program

This is a hybrid position which requires 8 days per month in the office. You will be based in our office in WRI Indonesia, Jakarta. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position

Program Overview

WRI Indonesia is national entity (Yayasan) associated with the World Resources Institute (WRI), a global environmental research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. WRI work with various stakeholders in the natural resources sector to support policy and management that are both profitable and sustainable. WRI work with leaders in more than 50 countries for more than 30 years, with offices in the United States, Brazil, China, Europe, India, and Indonesia.

Launched in early 2014, WRI Indonesia builds on WRI’s 10-year history in the country and strengthens our impact on the ground. In the short-to-medium term, WRI Indonesia aims to expand its presence and portfolio to include projects in the climate, energy, as well as city and transportation programs. WRI’s current Indonesia portfolio consists of projects housed within the climate, energy, forests, cities, and ocean programs which clustered into works on 1) Food, Land, and Water ; and 2) Climate, Energy, Cities and the Ocean.

Food, Land, and Water (FLW)

Food, Land, and Water (FLW) within the World Resources Institute (WRI) work to contribute in reversing and halting tropical forest loss to achieve net sink emission from Agriculture, Forestry, and other Land Use (AFOLU) Sector by 2030, while maintaining steady growth of local economy, improving livelihood for Indigenous Peoples and Local Communities, catalyzing high-quality NbS projects, mainstreaming sustainable food, and promoting prudent use of water and effective control of its consumption supported by NbS-related water bonds.

FLW clusters covers various areas, such as Supply Chain and Transformative Livelihood, Forest and Peat Monitoring, Nature0based Solutions Financing, Sustainable Food System, and Water Security.

Through collaboration, innovation, and transformative action, FLW embodies a sustainable future where people, nature and climate thrive in harmony.

Job Highlight

FLW Project Operations Assistant will play an important role in supporting the efficient execution of project operations and administration within the FLW Program, from preparation to reporting, ensuring all task aligned with WRI Indonesia policies and procedures, and donor’s requirements. The responsibilities include but not limited to handling documentations for each activity ensuring a proper recording and reporting, oversee and meticulously handling travel arrangement for project team, event organizing, close collaboration with vendors and ensuring timely invoicing, project implementation financial management, and develop expenses report.

Under the direct supervision of Program Operations Manager, the Project Operations Assistant will manages multiples projects as assigned. In carrying out daily task and external stakeholder engagement, this position required to work closely and collaboratively with Project Lead/Program Manager, project team, and operations team.

This position will be based in Jakarta with office-flex working arrangement, and high travel frequencies to both international or domestic destination. In support of WRI's DEI commitment, you are responsible for actively participating in these collaborative efforts by integrating equity into your work, our workplace, and the organizational culture.

What You Will Do

Finance Administration (60%)

• Manage payment of all bills from vendors, expense reimbursements, cash advance and report from staff.
• Record all financial transactions, generate and review monthly financial reports
• Process the payments and managing invoices, follow up with clients, suppliers, and partners as needed
• Complete and accurate recording/reconciliation of operational control/tracking against projects on budget, fund, travel expenses and petty cash, this works will coordinate closely with Project Operations Specialist and Finance unit.
• Support audit visit needs are well coordinated, and all documents/information required by the auditors is promptly provided.
• Provide data support in the audit process.
• Support in planning and reviewing budgets and expenditure as necessary and preparing monthly/quarterly/annual reports and other data as required.
• Provide support to staff/consultant on the production of timesheets, travel claims/expense reports, reimbursements, participant agreements, orders and any other relevant financial documentation.

Operational (35%)

• Provide optimum support to Program Operations Manager, Project Operations Specialist and fellow Project Operations Assistant in managing back-office activities in sub-national and national activities pertaining to WRI Indonesia projects.
• Ensures functionality of operations including coordinating document flow and organization, purchasing supplies, arranging travels and events, equipment and furniture, and communication; supports with project needs to provide events and meeting coordination across the organization.
• Manages operational expenses in consultancy with Project Operations Specialist, including occupancy, office services, insurance, IT, legal, tax, and others to ensure efficient and effective use of donor resources.
• Preparing, maintaining, monitoring, and improving the operational systems, processes, procedures and records in accordance to WRI Indonesia’s policy–specifically, support better management reporting, information flow and management, and organizational planning.

Occasional Significant Duties (5%)

• Day to day assistance of other jobs in the Operations unit, as and when required
• Significant other duties as assigned by Project Operation Specialist

Required Qualifications

What You Will Need

• Bachelor’s degree Finance, Accounting, Business Administration or other related fields.
• Minimum 2 (two) years of full-time work experience in project operations, project implementation, or administrative support, preferably in a non-profit or environmental organization
• Strong organizational and time management skills
• Basic knowledge in financial procedures, including invoicing, cash advances, and financial reporting.
• Experience in maintaining organized filing system, record-keeping, procurement, and travel arrangement.
• Proficiency in Microsoft Office Suite (Excel, Word, Powerpoint)
• Business proficiency in Bahasa Indonesia and English for both verbal and written communications.
• Ability to write and speak in an organized, clear, and articulate manner for a wide range of audiences, including government, private sector and local NGOs.
• Ability to manage multiple project simultaneously with manager supervision while maintaining high accuracy and compliances.
• Detail-oriented and organized thinker with proactive attitude who can juggle multiple, competing priorities.
• Ability and willingness to travel when needed.
• Legally able to work in Indonesia

Preferred Qualifications

• Experience working within multi-stakeholder/inter-sectoral groups such as government, private, civil societies, and other stakeholder engagement.
• Basic understanding in sub-grant management protocols and policies among local CSOs and international donors.

Contract Arrangement

Full-time with fixed-term employment agreement up to 31 December 2027 with a possibility of extension subject to individual performance, project needs, and budget availability.

What We Offer

• Salary that is commensurate with experience and skills
• Competitive and comprehensive benefit package
• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields.
• A workplace that strives to put diversity and inclusion at the heart of our work
• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
• Commitment to hybrid working model with flexible working hours

About Us

World Resources Institute works to improve people’s lives, protect and restore nature and stabilize the climate. As an independent research organization, we leverage our data, expertise and global reach to influence policy and catalyze change across systems like food, land and water; energy; and cities. Our 2,000+ staff work on the ground in more than a dozen focus countries and with partners in over 50 nations.

Our Mission And Values

WRI’s mission is to move human society to live in ways that protect Earth’s environment and its capacity to provide for the needs and aspirations of current and future generations.

Our Culture

WRI is committed to advancing gender and social equity for human well-being in our mission including equal opportunities in employment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, age, caste, marital status, sexual orientation, gender identity and expression, disability, or protected Veteran status.

Our Human Resources Team carefully reviews all applications.

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