Grants and Agreement Coordinator

Main Function

Under the Operations Director the Grants & Agreement Coordinator manages contracts prepares agreements and performs procurement functions in compliance with WWF policies. He/she supports financial and administrative compliance partner monitoring proposal budgeting risk assessments due diligence contract reviews and oversees timely amendments and closeouts.

Key Responsibilities:

Grants and Contracts

• Collaborate with the Programs team to prepare agreements compliant with WWF policies and Bhutanese laws.

• Ensures all parties understand fund compliance provisions and reporting deliverables.
• Ensure that all outgoing agreements are processed and maintained in SmartSimple with relevant information updated in accordance with established policies and procedures.
• Support program teams in grantee/consultant selection ensuring due diligence checks risk assessment mitigation and monitoring.
• Develop monitoring plans with MES aligned with grantee risk assessments and donor requirements.
• Conduct regular financial monitoring of projects and sub-grantee partners to ensure compliance with agreements and policies and to facilitate the timely disbursement of funds.
• Analyzes monitoring findings and follows up to ensure grantees implement recommended actions.
• Reviews program financial progress periodically identifying delays incomplete reports variances or overspending and reports to concerned stakeholders.
• Coordinates and compiles financial reports from grantees and manages field project financial data analysis and reporting.
• Attends monthly agreements call to represent WWF-Bhutan

• Supports auditing in a specific relation to outgoing agreements.
• Maintains files and logs for grants agreements and contracts including status reports and annual budget vs. expenditure analysis for all grants and consultancies.
• Train grantees/partners on WWF compliance financial reporting and record-keeping.
• Address grantee queries and facilitate the timely resolution of compliance issues.
• Ensure proper closeout of grants (final reports asset disposal compliance checks).

Procurement and Contracts

• Conduct procurement of goods and services compliant with WWF policies.
• Maintain up to date procurement plan
• Ensures timely renewal of contracts/agreements.
• Ensure procurement files are well documented (bid evaluations approvals contracts).
• Liaise with Operations and program teams to streamline procurement processes.
• Provide training and awareness on WWF procurement policies and processes.
• Performs additional duties to support successful project operations.

Working relationships:

• Internal: Will have to work closely with WWF staff on a daily basis
• External: Maintain close interaction with vendors consultants WWF network and entities associated with WWF Bhutans work within and outside the Government including conservation partners.

Qualifications :

Minimum Work Requirements:

Qualification: Minimum of a bachelors degree in finance commerce business administration Law or related field.

Experience: At least 4 years in grant management procurement program management or similar work experience is required.

Skills and Abilities:

• Fluency in English and Dzongkha (written and spoken)
• Should be able to work independently with minimal supervision and guidance.
• Exceptional interpersonal and relationship-building competencies coupled with strong written and verbal communication skills.
• Proven experience managing teams.
• Ability to work effectively and under pressure on a variety of simultaneous complex initiatives and issues.
• Committed to building and strengthening a culture of inclusion within and across teams.
• Strong financial analysis and risk assessment skills.
• Excellent negotiation communication and training skills
• Self-management and Emotional Intelligence: Stay composed and positive even in difficult moments handle tense situations with diplomacy and tact and have consistent behavior towards others
• Conflict Management: Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution
• This position requires attention to detail the ability to keep accurate financial records and the ability to effectively prioritize and work accurately under time constraints.
• Identifies and aligns with WWFs core values: Courage Integrity Respect and Collaboration:

• Demonstrates courage by speaking up even when it is difficult or unpopular.
• Builds trust with colleagues by acting with integrity owning mistakes and holding oneself accountable.
• Welcomes other points of view and ideas recognizing and embracing different and contrary perspectives with kindness curiosity and encouragement.
• Makes conscious efforts to promote cooperative practices behaviors and ways of working across many groups and individuals.

Additional Information :

1. All your information will be kept confidential according to EEO guidelines.

2. The duration of the Employment Contract and Renewal is either based on:

      - The Project duration/company requirement or  

      - Based on individual performance.

3. Application Submission Deadline: August 1 2025.

4. Only shortlisted candidates will be contacted.

Remote Work :

No

Employment Type :

Full-time