Project Operations Assistant

WRI Europe Stichting; Jakarta Pusat; Hybrid; IDR 150,000,000 - 210,000,000; Full time

Job summary

WRI Indonesia is seeking a Project Operations Assistant for the Food, Land, and Water Program. The role is based in Jakarta with a flexible office arrangement and requires 8 days per month in the office, with existing work authorization needed.

The position supports financial and operational administration across FLW projects and involves significant travel to international or domestic destinations. Under supervision of the Program Operations Manager, you will work closely with the project team

Responsibilities

• Finance Administration: Manage payments including vendor bills, reimbursements, cash advances, and staff reports.
• Record all financial transactions and generate monthly financial reports.
• Process payments and manage invoices; follow up with clients, suppliers, and partners.
• Record and reconcile project budgets, funds, travel expenses, and petty cash; coordinate with the Project Operations Specialist and Finance unit.
• Coordinate audit visits and provide required documents to auditors.
• Provide data support for audits.
• Assist budgeting and expenditure reviews; prepare monthly/quarterly/annual reports.
• Support timesheets, travel claims, reimbursements, and related financial documents.

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 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) 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