Procurement and Sub-Grant Administration

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Procurement and Sub-Grant Administration Senior Officer, WWF-Laos

Position Title: Procurement and Sub-Grant Administration Senior Officer

Location: Vientiane Capital, Laos

Background

The World Wide Fund for Nature (WWF) has had a presence in Laos since the late 1980s, when it contributed to some of the first biodiversity surveys that established Laos’ protected area system. The office in Laos was officially established in 2001. Today, our main office for WWF-Laos is in Vientiane Capital, with field offices in multiple provinces.

WWF-Laos works with government, civil society, the private sector and other partners to address the drivers of biodiversity loss and to move towards a greener nature-based future where the people of Laos can thrive and live in harmony with nature.

Our vision is “a vibrant and sustainable future for Laos, shaped by inclusive conservation that protects biodiversity, ensures equitable benefits, and nurtures harmony between people and the environment”. Conservation is WWF’s core work, and our programmes in Laos are implemented under four broad thematic areas: Forests, Wildlife, Freshwater and Circular Resilience. As outlined in WWF-Laos’ 2026-2030 strategic plan, we focus our conservation efforts in three main landscapes, eight priority sites and three cities.

Under the Global Environment Facility (GEF) GEF-8 Integrated Program – Circular Solutions to Plastic Pollution, the Government of Lao PDR, in collaboration with WWF-Laos, is implementing a five-year project titled “Promoting Circular Solutions to Single-Use Plastic Consumption in Lao PDR.” The project aims to reduce the use of problematic single-use plastic food and beverage packaging and promote the adoption of sustainable alternatives through inclusive and circular economy approaches.

The project focuses on three key urban areas — Vientiane, Vang Vieng District, and Luang Prabang — and engages policymakers, private sector actors, consumers, and local communities through upstream and midstream interventions designed to reduce plastic pollution and improve sustainable consumption practices. In addition to GEF financing, the project is being co-funded by the French Global Environmental Facility (FFEM) to support the identification and development of potential downstream solutions and interventions. The co-executing agencies and project leads are WWF-Laos and the Department of Environment (DoE), under the Ministry of Agriculture and Environment (MAE).

The overall project seeks to support Lao PDR’s transition toward a circular economy by strengthening enabling policies, increasing the market availability and uptake of sustainable alternatives, and fostering long-term behavioral change. The project integrates principles of gender equality, disability and social inclusion (GEDSI), environmental safeguards, and adaptive management throughout implementation.

The project is recruiting for a Procurement and Sub-grants Administration Officer and will be responsible for coordinating project operational systems, procurement processes, grants administration, and general project administration to the Plastics Programme team.

Major Functions:

The position will ensure that project implementation complies with WWF policies, GEF and FFEM requirements, and applicable national regulations while supporting effective coordination and oversight of co-executing partner systems and processes. The role also contributes to day-to-day operational management, logistics coordination, documentation, and administrative support to facilitate timely and efficient project delivery.

Major Duties and Responsibilities:

Project Operations and Administration Support 

• 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

Procurement Management 

• 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.

Sub-Grant Administration 

• 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.

Partner Oversight and Compliance 

• 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.

Financial and Operational Coordination 

• 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.

Reporting and Documentation 

• 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.

Qualifications Required:

• 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.

Other Qualifications Required:

• 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.
• 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.
• 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. French language highly desirable.

Working relationships:

• Internal – WWF-Laos Project Team, Finance and Operations Unit, Regional and Global WWF technical and compliance teams
• External – Department of Environment, PLAN International Laos, Swisscontact Laos, Government counterparts, Vendors, consultants, and service providers, Donors, auditors, and project stakeholders 

WWF’s Values and Behaviors:

• Adhere to WWF’s values: Courage, Respect, Collaboration and Integrity.
• Demonstrates WWF core value in action of working:
  1. We demonstrate courage through our actions, we work for change where it’s needed, and we inspire people and institutions to tackle the greatest threats to nature and the future of the planet, which is our home.
  2. We live the principles we call on others to meet. We act with integrity, accountability and transparency, and we rely on facts and science to guide us and to ensure that we learn and evolve.
  3. We honour the voices and knowledge of people and communities that we serve, and we work to secure their rights to a sustainable future.
  4. We deliver impact at the scale of the challenges we face through the power of collective action and innovation.

WWF-Laos can offer you:

Contract duration: 1 year initial with possible extension with industry leading benefit and salary package and ample opportunity for professional development. For more information on our work in Laos, please visit: http://www.wwf.org.la.

How to Apply:

Please find more information and complete the application form by clicking this link:

https://jobs.dayforcehcm.com/en-GB/wwfint/EXTERNAL/jobs/1489

Note: Please indicate your gross salary expectation (including tax) in cover letter and/or CV 

Deadline for applications: 25 June 2026. Only short-listed candidates will be contacted.

WWF does not charge or accept a fee at any stage of the recruitment process.  

WWF provides equal employment opportunities and affirmative action for all qualified individuals regardless of race, colour, gender, national origin, disability, inclusive, or veteran status and promotes affirmative action to assure equal employment opportunities. Please indicate if you require accommodation for the application or interview process to jobs.laos@wwf.org.la