Project Operations Assistant, Operations
This is a hybrid position which requires 8 days per month in the office. You can be based in our office in WRI Indonesia, Jakarta. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position.
Program Overview
WRI Cities program is a global initiative dedicated to shaping a future where cities work better for everyone. Our practice area spans variously in Buildings, Health, Road Safety, Urban Mobility, Urban Development, Urban Government, and Water. Through innovative research, deep engagement, and global partnerships, our network of local and international experts puts cities on a trajectory of more sustainable and equitable development. We catalyze and accelerate transformative initiatives that turn cities into resilient, inclusive, low-carbon places that are good for people and the planet. Placed in seven countries, made the WRI Cities program the second biggest portfolio after climate.
WRI Indonesia seeks to assist the Government of Indonesia in enhancing and mainstreaming innovative low-carbon development approaches to transform and decarbonize the transportation sector including addressing mobility issues in metropolitan cities of Indonesia that would pave the way for sustainable development and help achieve the government's bold climate target ie. Net zero-emission.
Job Highlight
Project Operations Assistant will play an important role in supporting the efficient execution of project operations and administration within UKPACT LCT 2.0 project from preparation to reporting, ensuring all task aligned with WRI Indonesia policies and procedures, and donor's requirements. The responsibilities include but not limited to handling documentations for each activity ensuring a proper recording and reporting, oversee and meticulously handling travel arrangement for project team, event organizing, close collaboration with vendors and ensuring timely invoicing, project implementation financial management, and develop expenses report.
This position will be based in Jakarta, Indonesia, with office-flex working arrangement, and high travel frequency to both international or domestic destination. This position will report directly to Program Operations Manager, while working collaboratively and closely with Project Operations Officer, Project Lead/Program Manager, project team and operations team In support of WRI's DEI commitment, you are responsible for actively participating in these collaborative efforts by integrating equity into your work, our workplace, and the organizational culture.
What You Will Do
Finance Administration (60%)
- Process payment of all bills from vendors including consultants, expense reimbursements, and cash advance requests. Undertake follow-up with clients, suppliers, and partners as needed.
- Record all financial transactions including advance settlement reports in the Accounting's expenditure logbook.
- Monitor outstanding cash advances, ensure advances are settled by WRI's timeline, prepare advance settlement reports prior to further process with Finance and Accounting department.
- Responsible for the outstanding filling system
- Support audit process by ensuring all documents/information required by the auditors are available and tagged properly.
- Work with project team to prepare activity budget.
- Assist preparation of travel claims/expense reports of program's personnels, reimbursements, participant agreements, orders and any other relevant financial documentation.
- Support in preparation of project expense reports.
Operational (35%)
- Have an excellent understanding of the project's rules and regulations to assist Project Operations Specialist in providing best administrative support and guidance to the project team so that ineligible costs or audit findings can be minimized.
- Provide optimum support to Project Operations Specialist in managing back-office activities in sub-national and national activities pertaining to the assigned project.
- Processing procurement requests according to rules and regulations of project. Maintain a good coordination with WRI Indonesia's Procurement department to avoid overlap.
- Ensure functionality of operations including coordinating document flow and organization, arranging travels and events, equipment and furniture, and communication; supports with project needs to provide events and meeting coordination across the organization.
- Manage 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.
- Participate in the improvement process of the operational systems, processes, procedures and records in accordance with the Grants Agreement and WRI Indonesia's policyspecifically, 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
Required Qualifications
What You Will Need
- Bachelor's degree Finance, Accounting, Business Administration or other related fields.
- Minimum 2 (two) years of full-time work experience in project operations, project implementation, or administrative support, preferably in a non-profit or environmental organization
- Strong organizational and time management skills
- Basic knowledge in financial procedures, including invoicing, cash advances, and financial reporting.
- Experience in maintaining organized filing system, record-keeping, procurement, and travel arrangement.
- Proficiency in Microsoft Office Suite (Excel, Word, Powerpoint)
- Business proficiency in Bahasa Indonesia and English for both verbal and written communications.
- Ability to write and speak in an organized, clear, and articulate manner for a wide range of audiences, including government, private sector and local NGOs.
- Ability to manage multiple project simultaneously with manager supervision while maintaining high accuracy and compliances.
- Detail-oriented and organized thinker with proactive attitude who can juggle multiple, competing priorities.
- Ability and willingness to travel when needed.
- Legally able to work in Indonesia
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.
- Experience working with UK FCDO Foreign Commonwealth and Development Office's donor policies and procedures (e.g., UKPACT) is highly desirable.
Contract Arrangement
Full-time with fixed-term employment agreement up to 31 December 2026.
How To Apply
- Please submit a resume with a cover letter by 20 January 2026. You mustapply through the WRI Careers portal to be considered. We may close for applications sooner if we receive a high volume of applications from qualified candidates.
- Must have authorization to work in Indonesia to be eligible for this position.
- Final candidates might be required to take a certain test and/or to produce/share writing samples when needed.
- This is a locally engaged position, Indonesian nationals are encouraged to apply.
What We Offer
- Salary that is commensurate with experience and skills
- Competitive and comprehensive benefit package
- Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields.
- A workplace that strives to put diversity and inclusion at the heart of our work
- The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI
- Commitment to hybrid working model with flexible working hours
About Us
World Resources Institute works to improve people's lives, protect and restore nature and stabilize the climate. As an independent research organization, we leverage our data, expertise and global reach to influence policy and catalyze change across systems like food, land and water; energy; and cities. Our 2,000+ staff work on the ground in more than a dozen focus countries and with partners in over 50 nations.
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: Independence, Integrity, Impact, Partnership, and Care.
Our Culture
WRI is committed to advancing gender and social equity for human well-being in our mission including equal opportunities in employment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, age, caste, marital status, sexual orientation, gender identity and expression, disability, or protected Veteran status.
Our Human Resources Team carefully reviews all applications.
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