Project Operations Assistant

WRI Brasil; Jakarta Pusat; Hybrid; IDR 120,000,000 - 180,000,000; Full time

Benefits offered by this job

Hybrid working model

Job summary

WRI Indonesia is seeking a Project Operations Assistant for the Food, Land, and Water Program to help manage finance administration, travel, event logistics, and back-office operations in a hybrid Jakarta-based role.

The position requires a Bachelor's degree in finance or related field and 2+ years of experience, with strong MS Office skills and fluency in English and Bahasa Indonesia. Travel and visa eligibility are required for this environment.

Qualifications

• Bachelor’s degree in Finance, Accounting, Business Administration or related field.
• Minimum 2 years in project operations, administration, or related support (non-profit preferred).
• Strong organizational and time management skills.
• Basic knowledge of financial procedures: invoicing, cash advances, financial reporting.
• Proficiency in Microsoft Office; English and Bahasa Indonesia fluency.

Responsibilities

• Finance Administration: manage vendor payments, reimbursements, cash advances and monthly reports.
• Operational: support back-office activities, travel and event coordination, procurement, and document flow.
• Accounting support: budget tracking, expense reporting, and data entry for project reporting.
• Audit readiness: assist with audits and provide data to auditors.
• General support: prepare timesheets, travel claims and relevant financial documents.

Skills

Organizational skills

Time management

English proficiency

Bahasa Indonesia

MS Office

Education

Bachelor's degree (Finance/Accounting/Business)

Tools

Microsoft Office Suite

Job description

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 a 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 works with various stakeholders in the natural resources sector to support policy and management that are both profitable and sustainable. WRI works 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) within the World Resources Institute (WRI) works 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, Nature-based 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 tasks align with WRI Indonesia policies and procedures, and donor requirements. The role includes supporting document management, travel arrangements, event organization, vendor coordination, invoicing, project financial oversight, and expense reporting.

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, 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.

What You Will Need

Required Qualifications

• 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 projects 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 …
• A workplace that strives to put diversity and inclusion at the heart of our work.
• The opportunity to join and get involved …
• 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 values are shared ideals that bind us together: Independence, Integrity, Impact, Partnership, and Care.

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.

We are an equal opportunity employer and are committed to promoting a diverse workplace.

If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, please contact WRI’s Human Resources department at 202-729-7851.

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