Administration Assistant

Administration Assistant, Operations

This is a hybrid position which requires 8 days per month in the office. You will be based in our office in WRI Indonesia, Jakarta. Existing work authorization is required at the time of application submission as WRI is unable to sponsor any visa work sponsorship for this position.

Job Highlight

The Administration Assistant as part of the Operations Team will provide administrative support to the Country Director, carry out financial administration, operational logistics and facilities within the core function. This role covers the full cycle from preparation to reporting, ensuring all tasks are carried out in alignment with WRI Indonesia’s policies, procedures, and donor requirements.

Furthermore, the Administration Assistant is expected to collaborate with event committees to support the planning and execution of institutional events.

What You Will Do

Executive Administration (10%)

• In coordination with the Travel Officer and relevant project team to book all travel arrangement for the Country Director including transportation and accommodation

• Prepare travel financial and administration requirement as needed, including securing visas.

• Support the development of back to office report and travel/expense report to Workday.

• Liaise with relevant team to produce travel itineraries and event’s agenda

• Ensure travel and spending is aligned with budget

• Ensure travel arrangement conducted according to internal and donor’s policy and procedure

• Communicate concisely and effectively with the Country Director.

Finance Administration (40%)

• Manage payment processing for vendor bills, cash advance and settlement, submit hardcopy to accounting, including follow up with vendors, staff and relevant partners.

• Ensure travel arrangement conducted according to internal and donor’s policy and procedure

• Provide administrative support to the Country Director including Spend Authorization and Travel Expenses Report.  

• Support the Finance Officer in planning and monitoring operational budgets related to General Affairs (GA), Facilities, Indirect, and Core Function activities by maintaining updated expense records and coordinating budget discussions as needed.

 Operational and Core Function Administration (40%)

• Ensure smooth day-to-day operations by carrying out administrative tasks, initiate Requisition, and manage office logistics and assets.

• In coordination with the event committee and/or event organizer to arrange venue and logistic for institutional and core functions events such as Open House, Story to Watch, Board Retreat, etc. including prepare administration requirement such as TOR, RAB, PR, etc.

• Maintain and improve operational systems, records, and procedures to support better planning, reporting, and information flow in line with WRI Indonesia policies.

• Provide other administrative support within the Operations Unit as needed.

• Ensure travel arrangement conducted according to internal and donor’s policy and procedure

Office Facilities (10%)

• Tracking and recording all assets & inventory list based on procurement documents and receipts for all WRI Indonesia offices.

• Working collaboratively with Office Coordinator to provide annual assets or inventory report and/or whenever it is required by projects or organizations.

• Prepare and maintain accurate records of the asset and inventory handover documents (Berita Acara Serah Terima) for all items assigned to staff.

• Serve as the focal point with the building management regarding facilities matters, including co-working space arrangements, parking, maintenance issues, and handling staff complaints related to office facilities.

What You Will Need

Education: Diploma on Finance, Accounting, Business Administration or other related fields. Bachelor is preferred.

Experience: Minimum 2 (two) years of full-time work experience in project operations, project implementation, or administrative support, preferably in a non-profit or environmental organization

Skills:

• Excellent skill in MS Office (Outlook, Word, Excel, and PowerPoint), web-based communications (Microsoft Teams, Zoom, Google Workspace), project management.

• Experience in maintaining an organized filing system, record-keeping, procurement, event and travel arrangement.

• Basic knowledge in financial procedures, including invoicing, cash advances, and financial reporting.

• Business proficiency in Bahasa Indonesia and English for both verbal and written communications.

• The ability to manage multiple tasks simultaneously with manager supervision while maintaining high accuracy and compliances.

• Detail-oriented and organized thinkers with proactive attitudes can juggle multiple competing priorities.

• Demonstrate proactiveness, excels in time management, and effectively coordinate tasks across unit/department

• Strong organizational and time management skills

• Ability and willingness to travel when needed.

• Legally able to work in Indonesia

Contract Arrangement

Full-time with fixed-term employment agreement up to 31 December 2026 with 3 (three) months of consultancy will be in place prior to the start of the fixed-term employment.

How to Apply:

• Please submit a resume with a cover letter by 28 November 2025. You must apply through the WRI career portal to be considered. We may close for applications sooner if we receive a high volume of applications from qualified candidates.

• Must have authorization to work in Indonesia to be eligible for this position.

• Final candidates might be required to take a certain test and/or to produce/share writing samples when needed.

• This is a locally engaged position, Indonesian nationals are encouraged to apply.

What we offer:

• Salary that is commensurate with experience and skills

• Competitive and comprehensive benefit package

• Access to the WRI global network with the opportunity to exchange with and learn from passionate colleagues working at the cutting edge of their fields.

• A workplace that strives to put diversity and inclusion at the heart of our work

• The opportunity to join and get involved in different working groups and affinity groups to shape the future of WRI

• Commitment to hybrid working model with flexible working hours

About Us:

World Resources Institute works to improve people’s lives, protect and restore nature and stabilize the climate. As an independent research organization, we leverage our data, expertise and global reach to influence policy and catalyze change across systems like food, land and water; energy; and cities. Our 2,000+ staff work on the ground in more than a dozen focus countries and with partners in over 50 nations.

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: Independence, Integrity, Impact, Partnership, and Care.

Our culture:

WRI is committed to advancing gender and social equity for human well-being in our mission including equal opportunities in employment. All qualified applicants will receive consideration for employment without regard to race, ethnicity, religion, sex, national origin, age, caste, marital status, sexual orientation, gender identity and expression, disability, or protected Veteran status.

Our Human Resources Team carefully reviews all applications.

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