Project Operations Specialist

Program Overview

WRI Indonesia is a 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 works 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 Summary

The project Operations Specialist will report to the Grants Manager and Head of Operations. He/she will work closely with Project Managers, Project staff, Regional Team (in 4 provinces), Global Team in Washington, DC., Operations Team, and other key stakeholders as required to support the implementation of the projects 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.

 

The project Operations Specialist will hold multiple projects as assigned by the Grant Manager and Head of Operations.

 

Job Responsibilities

Financial Planning and Administration (40%)

• Prepare annual overall budgets as well as annual funder-specific budgets
• Monitor and manage project budget performance, scoping progress according to planned milestones, expenses and revenue, planned budget vs actual spending, and internal and donor reporting
• Review and track monthly expenses and staff labor hours
• Prepare monthly, quarterly, and annual financial reviews
• Assist with timesheet management
• Assist with expense reports, invoicing, cash advances, and other transactions
• Comply with all internal WRI budgeting processes and contract process deadlines

 

Contracts and Subgrants Management (30%)

• Draft and revise contracts and subgrants with multiple partners
• Manage contract deadlines, approvals, and reporting
• Monitor and ensure partners compliance with contracting and sub-agreement guidelines and deadlines
• Cross-reference contracts with vendor payments and other transactions to ensure compliance with terms of agreements

 

Financial Management & Compliance (30%)

• Supports donor and grants management by providing financial and administrative support to the project team
• Support completion of institutional and donor reporting (narrative, quantitative and financial) for grants, projects, and outcomes
• Support monitoring project deliverables and preparing standard project and financial status reports
• Keeps track of past performance and lessons learned information to use on future project preparation
• Problem solve and generate solutions to systematic issues and effective ways to complete tasks as needed
• Supports the drafting of the grant proposals and related budgets
• Provide logistic support to workshops and events organized by the team

Job Qualifications

Required Qualifications:

• Legally able to work in Indonesia
• The ideal candidate will have bachelors or master’s 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 an organized, clear, and articulate manner for a wide range of audiences, including government, private sector, and local NGOs
• Experience in planning and budgeting processes for a large grant from multiple donors
• A detail-oriented and organized thinker who can juggle multiple, competing priorities
• Ability to travel when needed
• Ability to work effectively in a fast-paced office environment and cross-sectoral themes, both independently and as part of a global team across time zones.
• Adaptable to rapidly changing priorities and able to manage multiple deadlines and deliver high-quality work products
• Highly motivated, strong can-do attitude, proactive work style, and excellent organizational skills and work ethic.
• Excellent Microsoft Excel skills; Office 365 experience a plus

 

Preferred Qualifications:

• Experience with managing a large grant from multiple donors such as UKCCU, NICFI, EU, USAID.
• Experience working in the area of accounting, budget management, sub-grant management, and procurement
• Professional fluency in Bahasa Indonesia and English
• Interest and experience in climate change, forestry, energy, or other natural resources issues
• International experience or prior work in a global organization preferred

 

Performance Standard

• Project management, Financial Management, Grant Management, and Administration activities are expected to be carried out timely and satisfactory with minor supervision
• Must be capable of setting priorities and working under pressure
• Must be able to multi-task and planning several events simultaneously
• The ability to work well with internal and external participants is essential
• Knowledge of Microsoft Office Suite is imperative

 

Key Performance Indicator

1. Payment request in compliance with organization and donor regulation and ready to approve by the approver.
2. budget planning for projects and activities provided timely in accordance with WRI Indonesia financial protocol
3. budget monitoring updated monthly to provide insights on budget allocation, disbursement rate, budget forecasting, budget shortfalls, and project’s progress
4. prepare procurement plan and conduct procurement activities for the project including canvassing
5. support in drafting concept notes, grant or subgrants proposal including data collection & submission process of the final proposals.

 

 

Must have the 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.

 

Remuneration: Remuneration is commensurate with experience and skills. WRI offers a competitive and comprehensive benefits package.

 

Qualified applicants should apply online through the WRI career portal in order to be formally considered. 

 

Application close: 1700 (Jakarta Time), 15 October 2021. 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.

 

 

WRI Overview

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 in order to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean. We are passionate. We value our diversity of interests, skills and backgrounds. We have a flexible work environment. And we share a common goal to catalyze change that will improve the lives of people. Our shared ideals are at the core of our approach. They include: integrity, innovation, urgency, independence and respect. 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.

 

We have been growing rapidly: our staff has doubled in size over the past 5 years and our operating budget is now $100 million. Founded in 1982, WRI has a global staff of 800+ people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico and the United States as well as a growing presence in other countries and regions. 

 

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.

 

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.

 

The World Resources Institute (http://www.wri.org) is an environmental and development research and policy organization that creates solutions to protect the Earth and improve people’s lives. As an Equal Opportunity Employer, it is WRI’s policy to recruit, hire, and provide opportunities for advancement in all job classifications without regard to race, color, religion, sex, national origin, age, citizenship, marital status, sexual orientation, gender identity, parental status, protected veteran status, or disability. WRI’s global agenda requires a staff that is diverse – with respect to race, gender, cultural, and international background. Diverse perspectives and experience enhance the way WRI selects and approaches issues, as well as the creativity and applicability of WRI’s policy research and analysis. WRI, therefore, encourages applications from U.S. minorities, persons from other countries (especially developing nations), and from women of all backgrounds.