Junior Grants and Procurement Officer - Philippines (M/W) (New window)

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

Within the Mutualized Office of Expertise France in the Philippines, and under the hierarchical supervision of the Procurement and Grants Manager, the Junior Grants and Procurement Officer will support the operational implementation of grants and procurement procedures for Expertise France projects in the Philippines.

The position is designed as a junior operational role within the Procurement, Grants and Logistics unit. The Junior Grants and Procurement Officer will contribute to the day-to-day follow-up of grants, beneficiary support, administrative and documentary monitoring, and first-level checks, while also supporting procurement procedures and providing operational support to the unit.

The Junior Grants and Procurement Officer will work closely with the Grants Officer, who is responsible for ensuring the quality, compliance and proper implementation of grant procedures, especially during the preparation, launch, evaluation, award and contracting phases. The Junior Grants and Procurement Officer will support these processes and will take a more active role in the operational follow-up of beneficiaries during implementation, reporting, payment preparation, documentation and archiving.

The Junior Grants and Procurement Officer will also support the EU-PH Digital Economy Package Procurement Officer on procurement procedures, low-complexity purchases, administrative follow-up of procurement files and preparation of procurement documentation.

The Junior Grants and Procurement Officer will notably be responsible for:

1. Support to grant preparation, launch and award procedures

• Support the Grants Officer in the preparation of grant procedures, including calls for proposals, direct award files where applicable, evaluation processes and contracting documentation.
• Contribute to the preparation and formatting of grant documents, including guidelines for applicants, application forms, budget templates, eligibility checklists, evaluation grids, reporting templates and other annexes.
• Support the organisation of information sessions for potential applicants, including logistical preparation, participant lists, materials, minutes and follow-up documentation.
• Assist in the publication and dissemination of calls for proposals through the appropriate channels, in coordination with the Grants Officer and project teams.
• Receive, register and organise grant applications submitted by applicants, ensuring that all files are properly recorded and stored.
• Carry out initial administrative completeness checks of applications, under the supervision of the Grants Officer.
• Support the organisation of evaluation committees, including preparation of files, attendance sheets, declarations of impartiality and confidentiality, evaluation tools, minutes and supporting documentation.
• Assist the Grants Officer in ensuring that all grant award documentation is complete, traceable and properly archived.

2. Operational follow-up of grant beneficiaries

• 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.

3. First-level administrative and documentary checks

• 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.

4. Beneficiary support and capacity building

• 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.

5. Support to procurement procedures

• 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.

6. Documentation, archiving and audit-readiness

• 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.

7. Tracking tools, reporting and internal coordination

• 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.

8. Operational support to the Procurement, Grants and Logistics unit

• 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.

This job description may evolve according to Expertise France's operational requirements and the needs of Expertise France projects in the Philippines.