EU-PH Digital Economy Package Procurement Officer (M/W) (New window)

Expertise France; Manila; Vor Ort; PHP 420.000 - 780.000; Vollzeit

Zusammenfassung

Expertise France in the Philippines is seeking a hands-on Procurement Officer for the EU-PH Digital Economy Package project. You will manage end-to-end procurement, from needs analysis to contract follow-up, ensuring donor rules and internal controls are followed.

Close coordination with project, finance and admin units is essential to maintain budget integrity and audit readiness. The role focuses on ICT, digital infrastructure and international purchases, delivering transparent processes and

Qualifikationen

• Hands-on procurement experience aligned with donor-funded projects.

Aufgaben

• Manage procurement files from needs identification to contract follow-up.
• Prepare procurement documents including RFQs, terms of reference and evaluation grids.
• Launch procurement procedures ensuring transparency and fair competition.
• Coordinate with project team, finance and logistics to ensure budget and payment readiness.
• Monitor contract implementation and address delivery, milestones and amendments.
• Ensure compliance with Expertise France rules, donor requirements and audit trails.

Jobbeschreibung

Under the hierarchical supervision of the Procurement and Grants Manager, the EU-PH Digital Economy Package Procurement Officer will be responsible for the operational implementation of procurement procedures for the EU-PH Digital Economy Package project in the Philippines, implemented by Expertise France and co-funded by the European Union under the Global Gateway strategy and the French Ministry of Foreign Affairs.

The position is designed as a hands-on procurement role within the EU-PH Digital Economy Package project. The EU-PH Digital Economy Package Procurement Officer will manage procurement files from needs identification to contract follow-up, ensuring that procedures are implemented in compliance with Expertise France rules, donor requirements and applicable internal control standards.

The EU-PH Digital Economy Package Procurement Officer will work closely with the project team to clarify needs, prepare procurement files, launch consultations, support evaluation processes, prepare contractual documents and monitor contract implementation. He/she will also coordinate with the Administration and Finance unit to ensure budget availability, payment readiness, documentation quality and audit-readiness of procurement-related expenditure.

The EU-PH Digital Economy Package Procurement Officer will notably be responsible for:

Procurement planning and needs analysis

• Receive, review and analyse procurement requests submitted by the project team, ensuring that needs are sufficiently clear, justified and aligned with approved work plans and budgets.
• Support the project team in the definition of procurement needs, including the preparation or review of terms of reference, technical specifications, quantities, delivery requirements and expected timelines.
• Contribute to the regular update of the project procurement plan, in close coordination with the Procurement and Grants Manager, the project team and the finance unit.
• Identify recurrent or transversal procurement needs across project components and contribute to the development of common procurement approaches, framework agreements or pooled supplier arrangements where relevant.
• Propose the most appropriate procurement procedure for each file, based on Expertise France rules, donor requirements, thresholds, market conditions, operational urgency and risk level.
• Alert the Procurement and Grants Manager on procurement bottlenecks, planning risks, incomplete requests or files requiring strategic arbitration.

Preparation and implementation of procurement procedures

• Prepare procurement documents, including requests for quotations, tender dossiers, terms of reference, administrative instructions, technical specifications, evaluation grids and draft contractual documents.
• Support the preparation of technically complex procurement files, in particular for ICT, digital infrastructure, equipment, services, works and international purchases, ensuring that technical specifications, eligibility requirements, compliance checks and evaluation criteria are clearly documented.
• Launch procurement procedures through the appropriate channels, ensuring transparency, equal treatment, fair competition and proper documentation of the process.
• Manage exchanges with candidates, bidders and suppliers during the consultation phase, including clarifications, questions and formal communications.
• Ensure that due diligence and compliance checks are carried out in line with Expertise France procedures, including conflict-of-interest prevention, exclusion checks and supplier documentation requirements.
• Organise procurement committees and evaluation processes, including preparation of files, minutes, attendance sheets, evaluation tools and supporting documentation.
• Support technical evaluators and the project team during the analysis of offers, ensuring that evaluations remain consistent with the published criteria and procurement rules.
• Prepare evaluation reports, award recommendations and procurement files for review and validation by the Procurement and Grants Manager and, where required, by Headquarters or other validation levels.

Contract preparation and contractual follow-up

• Prepare contracts, purchase orders, amendments and other contractual documents in line with approved procurement decisions and applicable templates.
• Ensure that contractual documents are complete, and aligned with the technical and financial offer selected.
• Support the finalisation of contracts with suppliers, consultants and service providers, ensuring proper circulation, signature, filing and communication to relevant stakeholders.
• Monitor contract implementation in coordination with the project team, including deliverables, deadlines, delivery conditions, payment milestones, reporting obligations and supplier performance.
• Identify risks or difficulties during contract execution, such as delays, non-compliance with deliverables, price revisions, performance issues or the need for amendments, and elevate them to the Procurement and Grants Manager.
• Prepare contractual amendments when required, ensuring that the justification, documentation and validation process are properly completed.
• Coordinate with the finance team on payment files, including verification of contractual milestones, invoices, supporting documents, budget codes and payment readiness.

Supplier follow-up, market knowledge and framework arrangements

• Maintain professional working relations with suppliers, service providers and consultants, while ensuring impartiality, transparency and compliance with procurement rules.
• Contribute to the monitoring of supplier performance, including delivery quality, responsiveness, contractual compliance and recurring implementation issues.
• Support the establishment and follow-up of framework contracts or recurrent supplier arrangements for EU-PH Digital Economy Package project needs, in coordination with the Procurement, Grants and Logistics unit colleagues.
• Contribute to market research and supplier mapping in the Philippines, including identification of potential providers for services, supplies, works, logistics, events, equipment and technical assistance.
• Support the analysis of market conditions, price trends, supplier availability and procurement risks, particularly for complex, international or infrastructure-related procurement files.

Compliance, documentation and audit-readiness

• Ensure that procurement files are complete, well-structured, properly archived and available for internal controls, donor verifications and external audits.
• Maintain accurate procurement tracking tools and dashboards, including the status of ongoing procedures, validation steps, contract follow-up and expected deadlines.
• Ensure traceability of key procurement decisions, communications, evaluations, validations and contractual documents.
• Contribute to the preparation of audits and internal controls by gathering procurement documentation, responding to documentation requests and supporting the follow-up of recommendations.
• Apply Expertise France and donor procurement rules consistently, while seeking guidance from the Procurement and Grants Manager in case of uncertainty, sensitive files or procedural risks.
• Ensure that procurement files involving regulated goods, strategic or dual-use items, import/export constraints or specific donor requirements are flagged to the Procurement and Grants Manager and processed with the required Headquarters, legal and compliance guidance.
• Contribute to the improvement of procurement templates, checklists, workflows and filing practices within the EU-PH Digital Economy Package project.

Coordination with the project team and support functions

• Act as an operational procurement focal point for the project team, providing guidance on procurement timelines, required documents, procedural steps and compliance requirements.
• Coordinate regularly with the Procurement and Grants Manager to prioritise procurement files, monitor workload and identify files requiring additional technical review.
• Work closely with the Finance and Administrative Manager and Accounting and Treasury Officer to ensure coherence between procurement decisions, budget availability, payment processes and financial documentation.
• Coordinate with the Logistics and Missions Officer on logistics-related purchases, event arrangements, travel-related services and recurrent logistical needs of the EU-PH Digital Economy Package, ensuring that simple logistical purchases remain properly documented and compliant.
• Contribute to a service-oriented and compliance-focused working culture within the EU-PH Digital Economy Package project, supporting project delivery while safeguarding procurement integrity and risk management.

This job description may evolve according to the implementation needs of the EU-PH Digital Economy Package and Expertise France.