Procurement and Sub-Awards Officer (m/f/d)

Panama City, Republic of Panama
Deadline for application

September 10, 2021

Organization Description

In 2019, the Forest Stewardship Council (FSC) established the FSC Indigenous Foundation (FSC- IF) as the operational office of the Permanent Indigenous Peoples Committee (PIPC). The FSC-IF is a private interest foundation in accordance with Law No. 25 of June 12, 1995 of the Republic of Panama. The mission of FSC-IF is to enable an enabling environment to guarantee the rights of Indigenous Peoples and promote sustainable forest-based solutions within 300 million hectares of indigenous forests on the planet. The vision is that Indigenous Peoples' global values, rights, livelihoods, ecosystem services, natural capital and communities are incorporated into forest governance, climate change governance and market systems.


Indigenous Peoples' Alliance for Rights and Development

The FSC-IF is the implementing partner of the five-year Global Development Alliance (GDA) program funded by USAID and FSC: Indigenous Peoples Alliance for Rights and Development (IPARD). The IPARD Program is guided by three development objectives:


Objective 1: To organize and convene a capacity building program for Indigenous Peoples' organizations and stakeholders;

Objective 2: To foster an enabling environment for the recognition, effective participation and joint decision-making by Indigenous Peoples in matters affecting them; and;

Objective 3: Promote the sustainable development of Indigenous Peoples based on sustainable economic models.


IPARD uses three interconnected approaches to support Indigenous Peoples in overcoming their development challenges:


A.           Multi-Sectoral Approach (MSA): under the strategic guidance of IPARD's Steering Committee (SC), the Program convenes and leverages the expertise of multi-sectoral partners to ensure that the needs of Indigenous communities are considered across a wide range of sectors.

B.           Country-Focused Approach (CFA): IPARD's programmatic strategy is guided by a country-focused approach, driven by specific national contexts related to Indigenous Peoples. IPARD implements a structured process to identify, evaluate and select countries for its programs. FSC-IF works in conjunction with the IPARD Steering Committee, and according to the guidelines of the multi-sectoral approach, in order to select countries and identify key priorities and strategies. 

C.           Indigenous Project Management Approach (IPMA): Leveraging FSC-IF's networks and relationships with Indigenous leaders and organizations around the world, IPARD seeks ongoing dialogue, consultation, and feedback with Indigenous Peoples to inform the Program. IPARD supports a forum through which the FSC-IF Indigenous Foundation serves as a bridge between Indigenous Peoples, technical partners, national governments, and the private sector. IPARD invests in best practice conservation and effective approaches and methodologies to ensure strategic cohesion of partnerships at various levels.

Through these three approaches, IPARD aims to empower Indigenous Peoples' organizations and catalyze an enabling environment where Indigenous Peoples can pursue their development.


Objectives of the Position

The Procurement and Sub-awards Officer (PSO) is responsible for conducting all procurement, sub-award, and contract activities for the IPARD Program. S/he will manage efficient procurement processes, supporting international development activities in the Central America region as well as globally. The Procurement and Sub-awards Officer plays an essential role in providing quality control for procurement,  and Sub-awards to guarantee integrity, transparency, equality, and openness in all processes as well as observance to policies, procedures, rules and regulations, and controls. The position requires substantial work experience in the field of procurement, grants, Sub-awards, service agreements and contracting across a variety of international development sectors, contract management, dispute resolution, managing interpersonal relationships and communication, and investigating and screening on vendor issues. S/he will be responsible for overseeing the procurement and Sub-awards processes under designated threshold, including reviewing and approving requisitions, request for proposals, evaluation committees, purchase order/agreement preparation, coordinate with the technical supervisors for the quality of deliverables, and elaborate the payment requests and follow up the payment processes. The position will require close coordination with the financial, administrative and technical team, partners, recipients and /or beneficiaries to accomplish program objectives.

Main Duties and Responsibilities


  • Organize and conduct the activities related to the procurement of goods and services;
  • Ensure that procurement processes are in compliance with USAID and FSC-IF procurement rules and regulations, including international procurement requirements, and with the local law in the case of purchases in Panama;
  • Maintain database records for procurement and actions; review supporting documentation to ensure completeness and compliance with internal and donor document retention and audit requirements;
  • Coordinate with the Technical and Finance and Administrative teams to expedite and troubleshoot procurement tasks as needed;
  • With support from senior FSC-IF staff, update templates and process documents as needed;
  • Support closeout of all procurements, service agreements, contracts and Sub-awards, including preparation of final inventories and property disposition;
  • Assist with the payment approval process related to all procurements.



  • Organize and conduct the activities related to the issuance and management of Sub-awards;
  • Serve as primary point of contact for all matters related to Sub-award agreements;
  • Support local and international teams in resolving Sub-award or Sub-awardee challenges as they arise;
  • Revise Sub-award manual as needed to ensure compliance with donor regulations;
  • Ensure all Sub-award files are complete and precise, including financial reports and in compliance with internal and donor document retention and audit regulations;
  • Manage and monitor all contractually required activities and advise management of any deficiency;
  • Train, support and ensure compliance by Sub-awards recipients, on the legal, finance, administrative, requirements established in the legal instruments signed;
  • Other duties as required.

Key Areas of Requirements

  • Education: Bachelor’s degree in areas related to business, administration, finance, or CPA or more than 5 years of direct and relevant experience.
  • Experience: A minimum of 3-5 years of strong experience in an international non-governmental organization (NGO) - especially experience with US Government funded (grants & contracts) implementers, with experience in field management, procurement and operational issues.
  • Software knowledge:  High proficient in Windows, MS Office, communication tools (Zoom, Teams, Google Meet etc).
  • Oral and written proficiency: English and Spanish skills. Proficiency in French will be a plus.
  • Organizational skills: Must be good on prioritization, time management, attention to detail, follow through, staying informed with organizational initiatives and priorities.
  • Excellent capacity of task management - Able to organize, coordinate, monitor and implement tasks and assignments.
  • Excellent capacity of time management - Able to meet deadline and delivery products with high quality and in response to agreed demands and usually short-notice deadlines.
  • Strong commitment to FSC-IF’s mission and values – Demonstrate commitment to IF’s mission, value, and strategies.
  • Effective personal relations and communications - Collaborate within external teams and across boundaries, maintains cordial working relationships and internal /external communications, and contributes to wider collaborative efforts.
  • Office Administration - Able to take responsibility for all aspects of planning, organization, coordination, and improvement of the IF office in Panama in support of the implementation of the Organization’s work program.

Terms and Conditions

Organization: FSC Indigenous Foundation (FSC-IF)

Location:  Panama City, Republic of Panama                                    

Reporting to: IPARD Finance & Administration Manager & IPARD Program Director

Work Percentage: 100%

Expected start date: October 15,  2021

How to Apply

Please submit your application by September 24, 2021 (5:00pm Panama) to

  • CV (2 page maximum)
  • Cover letter (one page maximum) including: (a) your motivation; (b) salary proposal); and (c) two professional references (name, position, organization, email, and phone)


We are looking forward to your application!