Project Operations Specialist

3 months ago

Jakarta, Indonesia WRI Indonesia Full time

**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.

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**Job Highlight**

Project Operations Specialist will report to Project Operation Senior Lead and work closely with the Grants and Finance Manager, Program Managers, Project Members, Regional Team, Global Team in Washington, DC., Operations Team, and other key stakeholders as required to support the implementation of the project from many aspects such as project management, financial management, grants and budget management. In relation to administration/general support services a Project Operations Specialist will be supported by project assistants. Project Operations Specialist might be offered to hold multiple projects as assigned when needed. The post holder will be based in Jakarta, Indonesia with high travel frequencies to both international or domestic destination.

**What You Will Do**

**Financial Management (30%)**
- Responsible for the general and financial administration of the project (i.e. reimbursement request, vendor payment, partner subgrating, etc.);
- Review payment request of vendor invoice, reimbursement, and cash advance to be submitted to the finance to ensure in compliance with organization and donor regulation.
- In coordination with Project Operations Senior Coordinator, Project Manager and fellow Project Operations Specialist and other Operations counterparts in Jakarta Office or Global Office to prepare the budget plan for activities and be responsible for timely and accurate disbursement of funds in accordance with WRI Indonesia financial protocol
- Conduct project’s budget monitoring to provide insights on budget allocation, disbursement rate, budget forecasting, budget shortfalls, and project’s progress;
- Assists project team from grants approval to close-out process
- Prepare and execute the turnover documentation and developing interim and final financial report in coordination with Operations unit and Program Team
- Coordinate with other multiple stakeholders and provide advices on budget management and reports.

**Procurement (15%)**
- Conduct procurement of the project - prepare procurement plan and conduct procurement activities for the project including canvassing.
- Provide advice to Head of Operation and/or Procurement Committee related to procurement activities of the project, including vendor selection
- Review vendor proposal in coordination with procurement team.
- Other procurement duties may be assigned.

**Project/Program Management (20%)**
- Assist Project Operations Senior Coordinator, Program Managers, and Grant and Finance Manager to provide reliable, accurate actual and budget report in timely manner.
- Manage the projects’ budget, including budget tracking, budget monitoring, budget planning and budget allocation in coordination with Project Operations Senior Coordinator to assure the deliverables/outputs of the projects are met.
- Supervise Project Operations Assistant to provide general support in project activities implementation and conducted in accordance to WRI Indonesia’s related policies and procedures
- Support Project Operations Assistant to organize administrative paper works related to the projects (i.e. agreements, contracts, work authorizations, and purchase orders)

**Grant Management (30%)**
- In coordination with Project Operations Senior Coordinator, Project Managers, Grants and Finance Manager, and Head of Operations to prepare draft grant or sub grants proposal budgets including data collection & submission process of the final proposals.
- Assist Project Operations Senior Coordinator, Project Managers, Grant and Finance Manager and Head of Operations to conduct the due diligence reporting process.
- In coordination with Project Operations Senior Coordinator, Grants & Finance Officer, Grant & Finance Manager to develop the subgrants and contracts agreement including translating the outputs into the division of timelines and detailed plans
- Provide assistance in submitting all required grant forms as instructed by the donor.
- In close coordination with Grant & Finance Officer to review the interim and final financial report from partners, subgrantees, and vendors to ass

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