Project Operations Specialist for Food, Land, and Water (FLW) Program

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 has worked 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 climate, energy, as well as city and transportation programs. WRI’s current Indonesia portfolio consists of projects housed within the climate, energy, forests, cities, and ocean programs that cluster into works on 1) Food, Land, and Water; and 2) Climate, Energy, Cities, and the Ocean.

Food, Land, and Water (FLW)

FLW within the World Resources Institute (WRI) works to contribute to reversing and halting tropical forest loss to achieve net sink emissions from Agriculture, Forestry, and other Land Use (AFOLU) Sector by 2030, while maintaining steady growth of the local economy, improving livelihood for Indigenous Peoples and Local Communities, catalyzing high-quality NbS projects, mainstreaming sustainable food, and promoting prudent use of water and effective control of its consumption supported by NbS-related water bonds.

FLW clusters cover various areas, such as Supply Chain and Transformative Livelihood, Forest and Peat Monitoring, Nature-based Solutions Financing, Sustainable Food System, and Water Security.

Through collaboration, innovation, and transformative action, FLW embodies a sustainable future where people, nature, and climate thrive in harmony.

Job Highlight

The FLW Project Operations Specialist is responsible for overseeing the project operations within the FLW Program and managing multiple projects as assigned. Responsibilities include budget planning to ensure all activities are appropriately allocated funds, closely monitoring and updating project budget usage on a monthly basis, offering valuable insight on disbursement rates, budget forecasts, and identifying potential risks. Additionally, this position is expected to oversee the project’s procurement plans and contribute to the fundraising efforts together with other relevant personnel/team. In carrying out daily tasks related to project activities implementation, administration, and general support, this position will be supported by the Project Operations Assistant.

The FLW Project Operations Specialist will report to the Program Operations Manager while working closely with the Grants and Contract Manager, Program Managers, Project Members, Regional Team, Global Team in Washington, DC., Operations Team, and other key stakeholders as required to support project implementation and maintain compliance.

This position will be based in Jakarta with an office-flex working arrangement and high travel frequencies to both international and domestic destinations. 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

Financial Management (30%)

1. Responsible for the general and financial administration of the project (i.e., reimbursement requests, vendor payments, partner subgrants, etc.);
2. Review payment requests of vendor invoices, reimbursements, and cash advances to be submitted to finance to ensure compliance with organization and donor regulations;
3. In coordination with Program Operations Manager, 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;
4. Conduct project’s budget monitoring to provide insights on budget allocation, disbursement rate, budget forecasting, budget shortfalls, and project’s progress;
5. Assist project team from grants approval to close-out process;
6. Prepare and execute the turnover documentation and develop interim and final financial reports in coordination with Operations unit and Program Team;
7. Coordinate with other multiple stakeholders and provide advice on budget management and reports.

Procurement (15%)

1. Conduct procurement of the project – prepare procurement plan and conduct procurement activities for the project including canvassing;
2. Provide advice to Head of Operation and/or Procurement Committee related to procurement activities of the project, including vendor selection;
3. Review vendor proposals in coordination with the procurement team;
4. Other procurement duties may be assigned.

Project/Program Management (20%)

1. Assist Program Operations Manager, Program Managers, and Grant and Contract Manager to provide reliable, accurate actual and budget reports in a timely manner;
2. Manage the projects’ budget, including budget tracking, budget monitoring, budget planning, and budget allocation in coordination with Program Operations Manager to assure the deliverables/outputs of the projects are met;
3. Supervise Project Operations Assistant to provide general support in project activities implementation conducted in accordance with WRI Indonesia’s related policies and procedures;
4. Support Project Operations Assistant to organize administrative paperwork related to the projects (i.e., agreements, contracts, work authorizations, and purchase orders).

Grant Management (30%)

1. In coordination with Program Operations Manager, Project Managers, Grants and Contract Manager, and Head of Operations to prepare draft grant or sub-grant proposal budgets including data collection & submission process of the final proposals;
2. Assist Program Operations Manager, Project Managers, Grant and Contract Manager, and Head of Operations to conduct the due diligence reporting process;
3. In coordination with Program Operations Manager and Grants and Contract team, develop the subgrants and contracts agreement including translating the outputs into the division of timelines and detailed plans;
4. Provide assistance in submitting all required grant forms as instructed by the donor;
5. In close coordination with Grant and Contract team to review the interim and final financial reports 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;
6. Keep timely and accurate information on donors and contacts;
7. Support proposal documentation packaging for review and/or final distribution.

Occasional Significant Duties (5%)

1. Day-to-day assistance of other jobs in the Operations unit, as and when required;
2. Significant other duties as assigned by Line Managers.

What You Will Need

Required Qualifications:

1. Bachelor’s degree in Finance, Accounting, Business Administration, or other related fields;
2. Minimum 5 (five) years of full-time work experience in project operations, project implementation, or financial management, preferably in a non-profit or environmental organization;
3. Strong budget management, financial analysis, financial reporting, and experience in procurement management;
4. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint);
5. Familiarity with financial protocols and grants management;
6. Business proficiency in Bahasa Indonesia and English for both verbal and written communications;
7. 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;
8. Ability to manage multiple projects simultaneously with minimum manager supervision with high accuracy;
9. Detail-oriented and organized thinker with a proactive attitude who can juggle multiple, competing priorities;
10. Ability and willingness to travel when needed;
11. Legally able to work in Indonesia.

Preferred Qualifications:

1. Experience with large and complex donors;
2. Experience working in the area of accounting, budget management, sub-grant management, and procurement.

Contract Arrangement

Full-time with fixed-term employment agreement up to 31 December 2025 with 3 (three) months of consultancy contract apply before the fixed-term employment agreement starts.

What we offer

1. Salary that is commensurate with experience and skills;
2. Competitive and comprehensive benefit package;
3. Access to the WRI global network;
4. Opportunity to join and/or get involved in different working groups;
5. A workplace that strives to put diversity and inclusion at the heart of our work;
6. A chance to have an impact and to develop your career within a mission-driven organization.

Must have 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.

How to apply: In order to be formally considered, please submit an updated resume and cover letter through WRI career portal.

Application close: 1700 (DKI Jakarta local time), 20 January 2025. 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.

About Us

Founded in 1982, 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 to secure a sustainable future for people and the planet: climate change, energy, food, forests, water, sustainable cities, and the ocean. WRI has a global staff of over 1,800 people with work spanning 60 countries. We have offices in Africa, Brazil, China, Europe, India, Indonesia, Mexico, Colombia, and the United States, as well as a growing presence in other countries and regions.

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.

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: Integrity, Innovation, Urgency, Independence, Respect.

Our culture:

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. We are committed to providing equal opportunities in employment, we embrace all diversity and encourage women, gender-diverse communities, persons with disabilities, Afro-descendants, and Indigenous people to apply. Recognizing our strong commitment to gender equality, WRI has also been awarded EDGE certification.