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Project Operations Assistant

2 weeks 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.

***

**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.
- 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 Admini