Project Operations Coordinator (Banda Aceh based)

Overview

Human society and the global economy are inextricably linked to forests. More than 1 billion people depend on forests for their livelihoods. And forest ecosystems play a critical role in stabilizing the climate; providing food, water, wood products, and vital medicines; and supporting much of the world’s biodiversity. WRI Indonesia plans to enhance support to Indigenous People and Local Community (IPLC) in securing their community forest and adopting forest-friendly livelihoods to reduce and reverse deforestation using Social Forestry schemes in 5 forest rich provinces, namely Aceh, West Sumatera, Jambi, East Kalimantan, and North Kalimantan. WRI Indonesia will work with 2 local partners that has been working directly with IPLC in these regions to implement 4 workstreams: 1) supporting community forest mapping, registration, and recognition; 2) improving IPLC capacity in managing and protecting their forest and adopt forest-friendly livelihoods opportunities; 3) supporting women and youth groups of IPLC to strengthen their influence and access to natural resource management; and 4) facilitating key stakeholders to provide meaningful support to IPLC in securing and managing their forests.

In Aceh, this program supports several Social Forestry Communities in (at least) 3 Forest Management Units (FMU), namely FMU I Aceh, FMU II Aceh, and FMU III Aceh. The program will be focusing its support for the pra and post-recognition process especially to improve IPLC capacity (including women and youth) in managing and protecting their forest and adopting forest-friendly livelihood opportunities as well as gaining meaningful support from various stakeholders. Prior to this program, WRI Indonesia has implemented similar initiatives in South Sumatra and another location to establish a role model, consisting of a recognition process of IPLCs/ community forests, as well as post-recognition e.g developing forest management plans and livelihood initiatives managed by IPLC group. WRI aims to enhance the model in the next phase while also scaling up the impact on other communities and locations.

To Implementing program, WRI Indonesia works in collaboration with multi-stakeholders to accelerate social forestry implementation, including recognition of the Indigenous and Local Communities and their lands and forest resources. Once their land is tenure-secure, communities are more likely to be able to invest in their forest resources to sustainably manage their land. The shift towards commercializing forest products is a major transition, with local/ Indigenous communities moving from subsistence harvesting to producing a product for the market, to managing the post-harvest processing and marketing of the product while also keeping the sustainability of their forest resources. The extent to which communities wish to move down the value chain of harvesting and processing products from their forests will vary depending on several factors, including their forest management plans and business plans as well as their interest in and capacity for managing different types of local enterprises. Therefore, WRI Indonesia is currently facilitating the development of small-medium scale community businesses through sustainable livelihood approaches.

Job Highlight

The Project Operations Coordinator will be stationed in Banda Aceh, primarily focusing on implementing routine operational and administrative management of the World Resources Institute's (WRI) project portfolio within the region, particularly in Aceh province. The role requires the individual to independently apply professional skills and maintain strong integrity while working under supervision of South Sumatra and Aceh Senior Program Lead.

This position will work closely and collaboratively with the Project Operations Specialist, Office Manager and other operational team across various projects. The position demands strong operational and administrative capabilities to ensure the smooth execution and success of WRI’s initiatives in the region. Additionally, the post holder will be responsible for tracking information to assist in decision-making and will support regional team in foster relationships with various partners and/or stakeholders to support project alignment and outcomes.

In line with WRI's commitment to gender equity, the Project Operations Coordinator is expected to integrate gender-sensitive approaches into project implementation wherever applicable, ensuring that all initiatives contribute to inclusive and equitable outcomes.

What You Will Do

Project Implementation (40%)

• Assist the Sumatra Regional Senior Manager and the South Sumatra and Aceh Senior Program Lead in overseeing and managing all regional activities, with a particular emphasis on supervising operational excellence within Aceh province. This includes assisting to ensure that project activities align with strategic objectives and are executed effectively.
• Provide reliable data to the Sumatera Regional Senior Manager and the South Sumatera and Aceh Senior Program Lead related to the development and delivering reliable, accurate, and timely reports on project activities, resource utilization, lessons learned, challenges encountered, and key outcomes. Ensure the availability, accuracy, and integrity of all project documentation, including the processing of essential project commitments such as agreements, contracts, work authorizations, and purchase orders. This involves maintaining meticulous records and ensuring compliance with WRI's documentation management standards.
• In Coordination with Grants and Contract Manager to lead the due diligence process for potential partners and sub-grantees, ensuring that all collaborations meet WRI's standards for transparency, accountability, and effectiveness.
• Continuously monitor  project performance against contract and sub-grant requirements, providing all necessary data and information to accurately measure and document progress. This includes identifying potential risks and implementing corrective actions by referring to the decision made by the relevant unit or authorized personnel.
• Ensure close collaboration with local stakeholders by establishing and nurturing strong relationships with key district government officials, non-governmental stakeholders, and other relevant parties. This involves representing WRI at local forums as necessary and fostering partnerships that support project goals.
• Support the Regional Leaders and the Aceh team in organizing meetings, workshops, and other collaborative activities.

Operation Management Implementation (60%)

• Provide comprehensive support to the Sumatra Regional Senior Manager and the South Sumatra and Aceh Senior Program Lead in managing office operations within Aceh province. This includes overseeing day-to-day administrative functions to ensure operational efficiency,compliances, and auditability.
• Ensure the smooth functioning of the office operations by coordinating the operations workflow,,  readiness of office facilities and supplies, maintain sufficient operational resource, and maintain effective communications with the team.
• Oversee the office management including setting ideal workspace environment, safety and security policies implementation,, managing office related procurement , and lead the planning process for major expenditures related to facilities and operational infrastructure.
• In coordination with Facilities and Human Resources Team in Jakarta to ensure office facilities are complied with safety, health, and environmental regulations and standards, implement and enforce security protocols to safeguard the office premises, assets, and personnel, implement emergency response plans, including procedures for evacuations, fire drills, and other emergencies situations.
• Tracking and recording all fixed assets and inventory owned by the organization and report them to Facilities Team every 6 months, maintaining records, files, and documentation related to facility operations.
• Support the project  needs by facilitating project’s activities in coordination with other relevant operational team.
• Develop and manage operational budgets in consultation with the Sumatra Regional Senior Manager and South Sumatra and Aceh Program Lead. This includes managing expenditures related to occupancy, office services, insurance, IT, legal matters, taxes, and other operational needs, and maintain its compliances with WRI Indonesia and donor’s regulations. Prepare, maintain, monitor, and continuously improve operational systems, processes, and proceduresin accordance with WRI policies and standards.
• Maintain accurate records of the operational budget and expenses, including reconciliation and tracking against projects. Ensure all accounts are accountable and all financial documentation complies with WRI's financial policies.
• Review all payments and expense claims to be submitted to Accounting Unit. Ensure that all items are accountable, coded to agreed budgets and that payments are processed efficiently.
• Collaborate with the Project Operations Specialist to plan and review budgets and expenditures, as necessary. Prepare monthly financial reports and other required data to ensure transparency and accountability.
• Support the project closeout process: turnover of documentation and the development of final financial reports;  coordinate with the operations unit to ensure that all closeout activities are completed efficiently; and support in submission of complete and accurate documents in the audit process.
• Assist staff in producing timesheets, travel claims, orders, and other relevant financial documentation to ensure its accuracy and submitted in a timely manner.
• Work closely with the South Sumatra and Aceh Senior Program Lead to manage meeting schedules, prepare agendas, send invitation letters, and collect materials for meetings, speeches, trainings, and conferences. Take minutes as needed and maintain records of proceedings to ensure effective communication and follow-up.
• Perform other duties as assigned by the management, contributing to the overall success of WRI's initiatives in the region.

What You Will Need

• Bachelor's degree in a related field, with a strong preference for candidates who have completed coursework in operation management, finance, accounting, and administration, or other related fields.
• Minimum of  four years of full-time work experience in a relevant field, with a focus on project operation management,  and/or financial .  administration (e.g., budgeting, record-keeping, taxation) within development organization.
• Familiarity documentation management standards and compliance, supported with high level of accuracy.
• Ability to identify potential risk and develop proper mitigation with managers’ support
• Experience in orchestrating collective effort in organizing events/project activities
• Demonstrate strong integrity, reliability, and accountability
• A detail-oriented and organized thinker with the ability to juggle multiple andcompeting priorities effectively while maintaining its compliances
• business proficiency in oral and written communication skills, with the ability to articulate complex information clearly and concisely.
• Ability to work both independently and as a collaborative team player, with a strong commitment to achieving project goals.
• Flexibility to travel as needed to support project activities and stakeholder engagements.
• Local candidates are encouraged to apply
• Ability and willingness to travel
• Legally able to work in Indonesia

Contract Arrangement

Full-time with fixed-term employment agreement for 1 (one) year period 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: In order to be formally considered, please submit an updated resume and cover letter through WRI career portal.

Application close: 1700 (DKI Jakarta local time), 15 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 communities, 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.