Procurement and Sub-Grant Administration Senior Officer

WWF International

12d•Onsite

About The Position

The World Wide Fund for Nature (WWF) in Laos is seeking a Procurement and Sub-Grant Administration Senior Officer to support the Global Environment Facility (GEF) GEF-8 Integrated Program – Circular Solutions to Plastic Pollution. This five-year project aims to reduce single-use plastic consumption and promote sustainable alternatives in Lao PDR. The Senior Officer will be responsible for coordinating project operational systems, procurement processes, grants administration, and general project administration for the Plastics Programme team. The role ensures compliance with WWF policies, GEF and FFEM requirements, and national regulations, while supporting effective coordination and oversight of co-executing partner systems and processes. The position contributes to day-to-day operational management, logistics coordination, documentation, and administrative support to facilitate timely and efficient project delivery.

Requirements

Bachelor’s degree in business administration, Procurement, Finance, Accounting, Public Administration, International Development, Project Management, or related field.
Minimum 5 years of relevant professional experience in project operations, procurement, grants management, administration, or compliance within donor-funded programs.
Experience working with international NGOs, multilateral donors, or development agencies, preferably with GEF-funded or environmental programs.
Demonstrated experience supporting multi-partner projects and oversight of partner systems and processes.
Strong understanding of procurement procedures, grants management, compliance, and operational controls.
Strong organizational, coordination, analytical, and documentation skills.
Ability to manage multiple priorities and work effectively under deadlines.
Excellent interpersonal and communication skills.
Excellent Lao and good command of English language skills required.

Nice To Haves

Experience conducting partner assessments, compliance reviews, or operational monitoring is highly desirable.
Familiarity with WWF, GEF, UN, or international donor regulations and procedures is an advantage.
French language highly desirable.

Responsibilities

Support day-to-day operational and administrative management of the project.
Coordinate logistics for travel, workshops, meetings, consultations, and events.
Assist in preparation and consolidation of workplans, procurement plans, implementation schedules, and tracking tools.
Maintain organized filing systems and project records, both electronic and hard copy.
Support project correspondence, documentation, meeting minutes, and internal coordination processes.
Coordinate administrative support for consultants, vendors, and partner engagements.
Assist the PMU in monitoring implementation progress, timelines, deliverables, and operational follow-up.
Maintain project asset register.
Lead and coordinate procurement processes in compliance with WWF procurement policies and donor requirements.
Prepare and manage RFQs, ITBs, RFPs, PRFs, bid evaluations, purchase orders, contracts, and related documentation.
Maintain procurement tracking systems and ensure procurement records are complete and audit ready.
Conduct supplier sourcing, market assessments, and vendor performance monitoring.
Ensure procurement activities align with approved workplans and budgets.
Apply value-for-money, transparency, and risk mitigation principles in all procurement activities.
Monitor and analyse government decrees, legislation, and projects that may impact WWF-Laos procurement processes.
Periodically participate in staff recruitment and procurement assessment panels.
Support administration and monitoring of grants and sub-agreements with co-executing partners and grantees.
Coordinate partner due diligence and capacity assessments.
Assist in preparation and management of grant agreements, amendments, reporting schedules, and compliance documentation.
Review partner financial and narrative reports for compliance with grant conditions and approved budgets.
Monitor grant implementation progress, expenditure tracking, and reporting requirements.
Support grant close-out processes and archiving documentation.
Support oversight of partner operational, procurement, financial, and administrative systems and processes.
Conduct compliance reviews, spot checks, and documentation verification for co-executing partners and grantees.
Identify fiduciary, operational, and compliance risks and support implementation of corrective actions.
Provide guidance and capacity strengthening support to partners on WWF and donor operational requirements.
Monitor implementation of corrective action plans and compliance recommendations.
Contribute to strengthening internal controls, accountability mechanisms, and risk management practices across the project.
Coordinate closely with finance and program teams to ensure procurement, grants, and operational activities align with approved budgets and workplans.
Support preparation for audits, donor reviews, and compliance assessments.
Assist in preparation of operational documentation for reporting and project management.
Contribute to periodic project progress updates and operational reporting.
Prepare regular operational, procurement, and grants management reports.
Maintain accurate records and ensure proper archiving of project documentation.
Ensure confidentiality, integrity, and accessibility of project records and information.
Review and provide input into communication products and campaigns.
Undertake other duties assigned by line managers as appropriate.