Project Operations Assistant

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.

Job Highlight

The Project Assistant will support several key initiatives of WRI Indonesia, that is being currently undertaken in partnership with various external stakeholders.

The Project Assistant will be based in Jakarta. The person is responsible for overall finance, operations, and administrative support of WRI Indonesia projects or other external parties.

Reporting to the WRI’s Project Operations Senior Lead and coordinating closely with Project Lead/Program Manager and other key personnel of the projects, the post holder will liaise with the partners implementing similar programs as well as relevant agencies of the Government, local authorities, and civil society.

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 Project Operations Specialist and fellow Project Administrator 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

What You Will Need

Required Qualifications:

• Legally able to work in Indonesia.
• Bachelor degree in a related field, preferably with coursework in organizational and/or business support (finance, accounting).
• Minimum 2 years of full-time work experience in a relevant field, with operation management, administration, and/or financial management experience.
• Direct hands-on experience in financial administration (e.g. budget, recording, tax).
• Detail-oriented and organized thinker who can juggle multiple, competing priorities.
• Ability to learn new system and software applications that are used by WRI Indonesia
• Good in oral and written communication skills.
• Attention to details
• Fluent in Indonesian and good in English is preferable.
• Able to work independently and as a team player.
• Ability to travel when needed.

Preferred Qualifications:

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

Performance Standard

• Finance administrative, operations Management, and Administration activities are expected to be carried out timely and satisfactory with minor supervision.
• Must be capable of setting priorities and working under pressure, including multi-tasking and planning several events simultaneously.
• Ability to work well with internal and external participants is essential.
• Knowledge of Microsoft Office Suite is imperative.
• Commitment to quality of work and efficiency

Contract Arrangement

Full-time with fixed-term employment agreement for up to 30 September 2025 with 3 (three) months of consultancy contract apply before the fixed-term employment agreement started.

What we offer

• Salary that is commensurate with experience and skills
• Competitive and comprehensive benefit package
• Access to the WRI global network
• Opportunity to join and/or get involved in different working groups
• A workplace that strives to put diversity and inclusion at the heart of our work
• A chance to have an impact and to develop your career within a mission driven organization

Must have authorization to work in Indonesia to be eligible for this position.

Final candidates might be required to take a writing test and to produce two writing samples when needed.

How to apply: To be formally considered, please submit an updated resume and cover letter through WRI career portal.

Application close: 1700 (DKI Jakarta local time), 10 September 2024. We will close the advert earlier when the best candidates are identified at earlier dates. 

This is a locally engaged position; Indonesian nationals are encouraged to apply.

About Us

Founded in 1982, World Resources Institute (WRI) is an independent, nonprofit global research organization that turns big ideas into action at the nexus of environment, economic opportunity, and human well-being. We are working to address seven critical challenges that the world must overcome this decade to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean. WRI has a global staff of over 1,800 people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, Colombia and the United States, as well as a growing presence in other countries and regions.  

The foundation of our work is delivering high-quality research, data, maps, and analysis to solve the world’s greatest environment and international development challenges and improve people’s lives. We work with leaders in government, business, and civil society to drive ambitious action and create change on the ground. Equally important, we bring together partners to develop breakthrough ideas and scale-up solutions for far-reaching, enduring impact.

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: Integrity, Innovation, Urgency, Independence, Respect. 

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission and applies this principle to our organizational and programmatic practices. We are committed to providing equal opportunities in employment, we embrace all diversity and encourage women, gender diverse communitise, persons with disabilities, Afro-descendants, and Indigenous people to apply. Recognizing our strong commitment to gender equality, WRI has also been awarded EDGE certification.

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 Brazil, China, Europe, India, Indonesia, Mexico, and the United States.

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.