Asia Project Support Advisor

Posting Date: 26 Sept 2025

City: Jakarta

Location:

Jakarta, ID, 10160

Contract Type: Fixed-Term

Division: Energy Business Integration and Project Coordinati

Level of experience: Intermediate

RINA is currently recruiting for a Asia Project Support Advisor to join its office in Jakarta, Indonesia within the Energy Business Integration and Project Coordination Division.

Mission

Project Support Advisor with a focus on managing project administrative tasks from the creation of a customer in a database to the issuance of invoices plays a crucial role in ensuring smooth customer interactions and efficient business operations.

Key Accountabilities

Project related processing in D365 F & O

Requesting quotation to the vendors/suppliers
Raising purchase request, and monitoring the purchase request approval including following up the status
Sending the purchase order once to the vendors/suppliers once the procurement team releases the purchase order
Processing receipt once the goods/services delivered
Processing purchase order from purchase agreements for consultant salary and reimbursement
Processing receipt for consultant salary and reimbursement

Invoicing through company ERP system (CRM & OPUS)

Checking work summary between the approved one and the forecast in system
Processing proforma invoice and send to the client
Issuing invoice after approval of proforma invoice from client obtained
Requesting tax certificate to the finance, including making sure that the tax certificate code is correct
Printing all paperwork for invoicing, PO, SAP, project report, then ensure invoice is signed, stamped, scanned, and sent to the client once tax certificate is released by the finance
Sending invoice along with the supporting documents to the client both email and hardcopy to clients' offices
Delivering invoices hardcopies to the clients' office
If the clients' offices are outside in Jakarta, book the online courier and prepare to be sent
Making sure all invoicing process is submitted and sucessfully received by the clients/ account payable

General administrative project related tasks

Processing & managing administrative work to assist company director including raising purchase request and receipt monthly
Arranging visa on arrival/business/working visa for consultant/inspectors, including raising purchase requistion and ensure that visa is ready within the deadline
Purchasing project related items (for example: stationaries etc.)
Processing courier reservation for sending documents/ PPE/invoices
Arranging health insurance (insurance registration, claims, etc.) including processing purchase request and its receipt for project related consultant personnel.

Education

High School Diploma/GED in Business Administration Finance Management

Qualifications

Open for Indonesian national only.

Able to communicate in English

Technology savvy

Fast learning, proactive, creative, curious and confident

Proficient in Ms. Office (Word, Excel, Power Point, Outlook)

Competencies

CLIENT INTIMACY - Embrace internal and external client needs, expectations, and requirements to ensure maximum satisfaction
EARN TRUST - Take everyone's opinion into account and remain open to diversity
PROMOTE SUSTAINABLE DEVELOPMENT - Promote commitment by keeping promises as a Role Model
MANAGE EMOTIONS - Recognise one's and other's emotions and express and regulate one's reactions
PIONEER CHANGE - Actively embrace change and benefit from the new circumstances
BUILD NETWORK - Forge trust relationships, across departments, and outside the organization
MAKE EFFECTIVE DECISIONS - Structure activities according to priorities, actions, resources and constraint
ADDRESS THE WAY - Have a big picture of different situations and reinterpret it in a perspective way
THINK FORWARD - Capitalise on experiences and translate them into action plans for the future

RINA is a multinational company providing a wide range of services in the energy, marine, certification, infrastructure & mobility, industry, research & development sectors. Our business model covers the full process of project development, from concept to completion.

At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind. We are also compliant to the Italian Law n. 68/99.