Consultant as Project Operations Assistant

Program Overview

The ASEAN region is a crucial site for peatlands, covering approximately 23.6 million hectares which represents 56% of global tropical peatlands. According to the UN Environment Programme, peatlands store twice as much carbon as the world’s forests. Over the last decade, human activities of draining and burning peatlands in Southeast Asia have turned peatlands from functioning as carbon storages into significant carbon emitters. Transboundary haze has become an annual event with severe implications on the climate crisis. The UN equates the carbon emissions from drained and burned peatlands at 10% of all fossil fuel emissions.

Responding the the above, the European Union (EU) awarded a grant to People For Peat (PFP) coalition, consisting of World Resources Institute Indonesia (WRI Indonesia), Yayasan Inisiatif Dagang Hijau (IDH) and Tropical Rainforest Conservation & Research Centre (TRCRC).

The SUPA programme consists of two components; the PFP coalition has been awarded under the second component comprising the Non-State Actor (NSA) scheme. ‘People for Peat’ will collaborate over a period of three years l to improve the ability of non-state actors (NSAs) such as local communities, private sector entities, CSOs/NGOs, research institutions, and financial institutions, to move towards sustainable peatland management practices that will reduce fires and haze in the ASEAN region.

‘People for Peat’ will serve as a platform to coordinate sustainable peatland use, management, and haze mitigation efforts across ASEAN countries. The activities will revolve around three pillars of data and information, business and investment, and outreach and advocacy.

The results of this collaboration will include:

• Enhanced and mainstreamed knowledge on sustainable peatland management through reliable data utilization, promotion of actionable research, and best practices implementation at a local level;
• Catalyzed investment and business model transformation of sustainable peat commodities; and
• Improved awareness, stewardship, and capacity of NSAs and communities to collaborate and be mobilized for sustainable peatland management and protection

Job Summary

The Project Operations Assistant is responsible for overall finance, operations, and administrative support of SUPA Program to ensure the program implementation is comply to the grant agreement and maintain its report accountability.

Based in Jakarta, Indonesia, this position will report directly to WRI Indonesia  Project Operations Specialist for SUPA Program, coordinating closely with Project Lead/Program Manager and other team member, and working collaboratively with the Operations Team.

Job Responsibilities

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 in expenditure logbook.
• Monitor outstanding cash advances, ensure advances are settled per WRI’s timeline, review advances settlement reports prior further process with Finance and Accounting department.
• Responsible for outstanding filing system of EU SUPA.
• Complete an accurate recording/reconciliation of operational control/tracking against projects on budget, fund, travel expenses and petty cash, these works will coordinate closely with Project Operations Specialist and Finance Department.
• Support audit and regular financial report by ensuring all documents/information required by the auditors are  available and tagged properly.
• Provide data support in the audit process.
• Support in planning and reviewing budgets and expenditure as necessary.
• Reviewing staff and consultants’ timesheets, travel claims/expense reports, reimbursements, participant agreements, orders and any other relevant financial documentation.
• Support in preparation of project expense report.

Operational (35%)

• Provide optimum support to Project Operations Specialist in managing back-office activities in sub-national and national activities pertaining to EU SUPA projects.
• Ensures functionality of operations including coordinating document flow and organization, purchasing supplies, arranging travels and events, equipment and furniture, and communication; supports with project needs to provide events and meeting coordination across the organization.
• Manages 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.
• Preparing, maintaining, monitoring, and improving the operational systems, processes, procedures and records in accordance to the Grants Agreement and WRI Indonesia’s policy–specifically, 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

Qualification

Required Qualifications:

• Legally able to work in Indonesia.
• Bachelor degree in a related field, preferably with coursework in organizational and/or business support (finance, accounting).
• Minimum 2 years of full-time work experience in a relevant field, with operation management, administration, and/or financial management experience.
• Direct hands-on experience in financial administration (e.g. budget, recording, tax).
• Detail-oriented and organized thinker who can juggle multiple, competing priorities.
• Ability to learn new system and software applications that are used by WRI Indonesia
• Good in oral and written communication skills.
• Attention to details
• Fluent in Indonesian and good in English is preferable.
• Able to work independently and as a team player.
• Ability to travel throughout Indonesia and Southeast Asia region when needed.

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.

Deliverables

1. Establish filing system and maintain a regular update for all program implementation activities
2. Produce minutes meeting as assigned
3. Administrative document to support for the program team in organizing a meeting, FGD, webinar, site visit, and other activities
4. Monthly consolidated report on deliverables progress, achievement, and lesson learned that include but not limited to: Invoice and cash advance submission progress that include reminder for invoice and/or cash advance submission, review and ensure all required document and/or information is provided according to the procedure, approval process and further payment process to Human Resources and Finance Department

Duration

April 2022 – April 2023 (1 year)

Terms of Payment

Daily rate-based consultant with maximum 18 (eighteen) working days per month.

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.

Consultant rate: Consultant rate is commensurate with experience and skills.

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

Application close: 1700 (Jakarta Time), 15 August 2022. 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.