Back Project Operations Specialist for Climate, Energy, Cities, and the Ocean (CECO) Program

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. WRI’s current Indonesia portfolio consists of projects housed within the climate, energy, forests, cities, and ocean programs which clustered into works on 1) Food, Land, and Water ; and 2) Climate, Energy, Cities and the Ocean.

The Climate, Energy, Cities, and the Ocean (CECO)

The Climate, Energy, Cities, and the Ocean (CECO) within the World Resources Institute (WRI) work to accelerates Indonesia's transition to an inclusive, resilient, and low-carbon economy by 2030. It supports WRI Indonesia's vision by fostering cross-sectoral collaboration to halve emissions while tackling poverty, inequality, and biodiversity loss.

CECO's 2030 vision prioritizes a rapid transition to net-zero emissions across climate, energy, cities, and ocean, promoting inclusive, resilient, and prosperous development through just-transition pathways. CECO focuses on increasing Indonesia's climate ambition and adaptation, advocating deep decarbonization, rapid electrification, and responsible energy practices. It ensures equitable access to jobs, services, and climate-positive urban growth, enhancing urban environments and biodiversity. Additionally, CECO addresses oceanic challenges, including plastic waste pollution and nature-based solutions for healthier marine ecosystems.

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

Job Highlight

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

CECO Project Operations Specialist will report to 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 the project implementation and maintain compliances.

This position will be based in Jakarta with office-flex working arrangement, and high travel frequencies to both international or domestic destination. 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%)

• Responsible for the general and financial administration of the project (i.e. reimbursement request, vendor payment, partner subgrating, etc.);
• Review payment request of vendor invoice, reimbursement, and cash advance to be submitted to the finance to ensure in compliance with organization and donor regulation.
• 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
• 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 developing interim and final financial report in coordination with Operations unit and Program Team
• Coordinate with other multiple stakeholders and provide advices 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 Head of Operation and/or Procurement Committee related to procurement activities of the project, including vendor selection
  • Review vendor proposal in coordination with procurement team.
  • Other procurement duties may be assigned.

    📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

    ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

    Project/Program Management (20%)

    • Assist Program Operations Manager, Program Managers, and Grant and Contract Manager to provide reliable, accurate actual and budget report in timely manner.
    • 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.
    • Supervise Project Operations Assistant to provide general support in project activities implementation and conducted in accordance to WRI Indonesia’s related policies and procedures
    • Support Project Operations Assistant to organize administrative paper works related to the projects (i.e. agreements, contracts, work authorizations, and purchase orders)

      Grant Management (30%)

      • In coordination with Program Operations Manager, Project Managers, Grants and Contract Manager, and Head of Operations to prepare draft grant or sub grants proposal budgets including data collection & submission process of the final proposals.
      • Assist Program Operations Manager, Project Managers, Grant and Contract Manager and Head of Operations to conduct the due diligence reporting process.
      • In coordination with Program Operations Manager, and Grants and Contract team, 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 and Contract team 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

          Required Qualifications:

          • Bachelor’s degree in Finance, Accounting, Business Administration, or other related fields.
          • 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
          • Strong budget management, financial analysis, financial reporting, and experience in procurement management.
          • Proficiency in Microsoft Office Suite (Excel, Word, Powerpoint)
          • Familiarity with financial protocols and grants management
          • 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 minimum manager supervision with high accuracy.
          • 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 with large and complex donors
            • 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 started.

              What we offer

              • Salary that is commensurate with experience and skills
              • Competitive and comprehensive benefit package
              • Access to the WRI global network
              • Opportunity to join and/or get involved in different working groups
              • A workplace that strives to put diversity and inclusion at the heart of our work
              • 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.