Project Operations Specialist

**Job**
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The 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 and domestic destinations.

**What You Will Do**

**Financial Management (30%)**
- Responsible for the general and financial administration of the project (i.e. reimbursement request, vendor payment, partner sub-granting, etc.);
- Review payment requests of vendor invoices, reimbursement, and cash advance to be submitted to the finance to ensure compliance with organization and donor regulations.
- In coordination with Project Operations Senior Coordinator, Project Manager, 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 the timely and accurate disbursement of funds by 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 develop interim and final financial reports in coordination with the Operations unit and Program Team.
- Coordinate with other multiple stakeholders and provide advice 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 the Head of Operations and/or Procurement Committee related to procurement. activities of the project, including vendor selections.
- Review vendor proposals in coordination with the procurement team.
- Other procurement duties may be assigned.

**Project/Program Management (20%)**
- In coordination with Project Operations Senior Lead, Program Managers, and Grant and Finance Manager to provide reliable, accurate actual and budget reports promptly.
- Manage the projects’ budget, including budget tracking, budget monitoring, budget planning, and budget allocation in coordination with the 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 by WRI Indonesia’s related policies and procedures.
- Support Project Operations Assistant to organize administrative papers works related to the projects (i.e. agreements, contracts, work authorizations, and purchase orders).

**Grant Management (30%)**
- In coordination with the Project Operations Senior Lead, Project Managers, Grants, and Finance Manager, and Head of Operations to prepare draft grant or subgrants proposal budgets including data collection & submission process of the final proposals.
- Support the Project Operations Senior Lead, Project Managers, Grant & Subgrants Manager, and Head of Operations to conduct the due diligence reporting process.
- In coordination with Project Operations Senior Lead, Grants & Finance Officer, and 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 assure that the output is achieved, and the financial report is auditable and prepared according to WRI Indonesia financial and grants protocol
- Keeps timely and accurate information on donors and contacts
- Supports proposal documentation packaging for review and/or final distribution.

**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 Line Managers

**What You Will Need**
- Legally able to work in Indonesia
- Graduate degree in a related field, preferably with coursework in accounting/business, supply chain and logistics, and corporate sustainability.
- Minimum five years of full-time work experience in a relevant field, with project implementation, project management, and financial management experience.
- Ability to write and speak in a