Entrepreneurship in the territories: is it the right time?
CECO Project Operations Assistant will play an important role in supporting the efficient execution of project operations and administration within the CECO Program, 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.
Under the direct supervision of Project Operations Specialist, the Project Operations Assistant will manages multiples projects as assigned. In carrying out daily task and external stakeholder engagement, this position required to work closely and collaboratively with Project Lead/Program Manager, project team, and operations team.
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
Finance Administration (60%)
- Manage payment of all bills from vendors, expense reimbursements, cash advance and report from staff.
- Record all financial transactions, generate and review monthly financial reports
- Process the payments and managing invoices, follow up with clients, suppliers, and partners as needed
- Complete and accurate recording/reconciliation of operational control/tracking against projects on budget, fund, travel expenses and petty cash, this works will coordinate closely with Project Operations Specialist and Finance unit.
- Support audit visit needs are well coordinated, and all documents/information required by the auditors is promptly provided.
- Provide data support in the audit process.
- Support in planning and reviewing budgets and expenditure as necessary and preparing monthly/quarterly/annual reports and other data as required.
- Provide support to staff/consultant on the production of timesheets, travel claims/expense reports, reimbursements, participant agreements, orders and any other relevant financial documentation.
Operational (35%)
- Provide optimum support to Project Operations Specialist and fellow Project Operations Assistant in managing back-office activities in sub-national and national activities pertaining to WRI Indonesia 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 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
