Grants & Procurement Operations Associate

Expertise France; Manila; On-site; PHP 279,000 - 391,000; Full time

Job summary

Expertise France in the Philippines seeks a Junior Grants and Procurement Officer to support grant and procurement procedures within the Procurement, Grants and Logistics unit. In this junior operational role, you will perform day-to-day follow-up of grants, beneficiary support, and archiving, while assisting in procurement documentation and reports, reporting to the Grants Officer.

You will collaborate with project teams and the EU-PH Digital Economy Package Procurement Officer to ensure

Responsibilities

• Support the regular follow-up of grant beneficiaries during implementation, in close coordination with the Grants Officer and project teams.
• Maintain updated tracking tools for grant implementation, including reporting deadlines, payment schedules, activity milestones, contractual obligations, deliverables, amendments and pending issues.
• Collect, organise and follow up on narrative reports, financial reports, supporting documents, payment requests and other documentation submitted by beneficiaries.
• Carry out initial checks on the completeness of reports and supporting documents submitted by beneficiaries before review by the Grants Officer and the finance unit.
• Follow up with beneficiaries on missing documents, incomplete reports, clarification requests, delayed submissions and other administrative or documentary issues.
• Support the preparation and follow-up of beneficiary meetings, monitoring visits, steering committees, training sessions and other grant-related coordination activities.
• Alert the Grants Officer on delays, inconsistencies, documentation gaps, implementation difficulties or potential compliance risks identified during beneficiary follow-up.
• Carry out first-level administrative and documentary checks on grant files, under the supervision of the Grants Officer.
• Verify the completeness of beneficiary financial reports, expenditure lists, supporting documents, procurement documentation, invoices, proof of payment and other required evidence.
• Check that submitted documents are coherent with the reporting period, approved budget, contractual requirements and reporting templates.
• Prepare files for review by the Grants Officer and the Administration and Finance unit, ensuring that documentation is well-organised and easy to verify.
• Support the preparation of grant payment files, including compilation of required documentation, follow-up of missing elements and coordination with the finance unit.
• Maintain records of issues identified during first-level checks and follow up on corrective actions requested from beneficiaries.
• Ensure that all supporting documents are properly named, filed and archived in the relevant physical and digital folders.
• Support the Grants Officer in organising training sessions, coaching activities and practical support for grant beneficiaries.
• Prepare logistical and administrative arrangements for beneficiary workshops, including invitations, participant lists, materials, attendance sheets, minutes and follow-up actions.
• Assist beneficiaries in understanding reporting templates, supporting document requirements, procurement documentation, payment request procedures and archiving expectations.
• Provide practical guidance to beneficiaries on administrative and documentary requirements, while escalating technical or sensitive issues to the Grants Officer.
• Support the preparation or adaptation of guidance materials, checklists, templates and tools to facilitate beneficiary compliance with Expertise France and donor requirements.
• Identify recurring difficulties faced by beneficiaries and report them to the Grants Officer for possible improvement of tools, guidance or training.
• Support the project teams in the preparation and implementation of simple procurement procedures, including requests for quotations, restricted consultations and lower-complexity purchases.
• Contribute to the preparation of procurement documents, including administrative forms, comparison tables, supplier files, evaluation documentation and contract annexes.
• Support the collection and organisation of offers, quotations, supplier documentation and supporting documents.
• Assist in the preparation of procurement evaluation files, minutes, award documentation and contract follow-up tools.
• Take responsibility for certain simple or low-value procurement files under the guidance of the EU-PH Digital Economy Package Procurement Officer and the Procurement and Grants Manager.
• Support the administrative follow-up of suppliers and contracts, including filing of contractual documents, follow-up of delivery documentation and coordination with finance for payment readiness.
• Ensure that procurement files are complete, traceable and properly archived in accordance with Expertise France and donor rules.
• Ensure that grant and procurement files under his/her responsibility are properly organised, updated and archived.
• Maintain physical and digital filing systems for grants and procurement documentation, in line with the internal filing structure of the Mutualized Office.
• Support the preparation of files for internal controls, donor verifications, audits and external reviews.
• Ensure that key documents are easy to retrieve, including calls for proposals, applications, evaluation documents, contracts, amendments, reports, payment documentation, procurement files and correspondence.
• Assist the Grants Officer and EU-PH Digital Economy Package Procurement Officer in responding to documentation requests from the Procurement and Grants Manager, finance unit, Headquarters, auditors or donors.
• Contribute to the improvement of filing practices, document naming conventions, tracking tools and audit-readiness standards within the Procurement, Grants and Logistics unit.
• Maintain and update grant and procurement tracking tools, including dashboards, follow-up tables, deadlines, pending actions, payment status and documentation gaps.
• Contribute to internal reporting on grants and procurement activities by preparing updates, summaries, status tables and inputs for project or office-level reports.
• Support regular coordination between the Procurement, Grants and Logistics unit, project teams and the Administration and Finance unit.
• Participate in internal meetings related to grants, procurement, beneficiary follow-up, activity planning, payment preparation and audit readiness.
• Ensure timely circulation of information between the Grants Officer, EU-PH Digital Economy Package Procurement Officer, project teams and finance colleagues.
• Contribute to the identification of bottlenecks, delays or recurring issues in grant and procurement workflows.
• Provide administrative and operational support to the Procurement, Grants and Logistics unit according to workload and priorities.
• Support the organisation of meetings, workshops, evaluation committees, training sessions, monitoring visits and other activities related to grants and procurement.
• Prepare minutes, attendance sheets, action point trackers and follow-up documentation when required.
• Contribute to the development and improvement of templates, checklists, guidance notes and internal tools.
• Support coordination with the Logistics and Missions Officer when grant or procurement activities require logistical arrangements.
• Contribute to a service-oriented and compliance-focused working culture within the Mutualized Office, supporting project delivery while ensuring traceability, documentation quality and respect of procedures.

Job description

Expertise France in the Philippines seeks a Junior Grants and Procurement Officer to support grant and procurement procedures within the Procurement, Grants and Logistics unit. In this junior operational role, you will perform day-to-day follow-up of grants, beneficiary support, and archiving, while assisting in procurement documentation and reports, reporting to the Grants Officer.

You will collaborate with project teams and the EU-PH Digital Economy Package Procurement Officer to ensure