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

Expertise France; Manila; On-site; PHP 1,800,000 - 3,000,000; Full time

Job summary

Expertise France in the Philippines seeks a Procurement and Grants Manager to structure, coordinate and supervise procurement, grants and logistics for Expertise France projects in the Philippines.

The role is senior and operational, combining technical expertise with people management to drive compliance, risk mitigation and effective processes across the mutualized office and project teams.

Job description

Within the mutualized office of Expertise France in the Philippines, and under the hierarchical supervision of the Finance and Administrative Manager, the Procurement and Grants Manager will be responsible for structuring, coordinating and supervising procurement, grants and logistics functions for Expertise France projects in the Philippines.

The position is designed as a senior operational management role. The Procurement and Grants Manager will act both as a technical expert and as a working manager, able to directly handle complex procurement and contractual files while supervising a small team composed of procurement, grants and logistics staff.

The Procurement and Grants Manager will ensure that procurement, grants and logistics processes are implemented in line with Expertise France procedures, donor requirements and applicable compliance standards. The role will also contribute to strengthening internal workflows, improving coordination between project teams and support services, and reducing operational and compliance risks across Expertise France projects in the Philippines.

The Procurement and Grants Manager will notably be responsible for:

1. Management and structuring of the procurement, grants and logistics unit

• Manage, coordinate and supervise the support staff in charge of procurement, grants and logistics (EU-PH Digital Economy Package Procurement Officer, Grants Officer, Junior Grants and Procurement Officer, and Logistics and Missions Officer).
• Organise the workload of the unit, allocate tasks and ensure appropriate prioritisation between projects and operational needs.
• Act as the main technical reference for procurement, grants and logistics matters within the mutualized office.
• Develop, update and implement internal tracking tools to monitor procurement plans, grant follow-up, contract execution, mission logistics and operational bottlenecks.

2. Procurement planning and implementation

• Coordinate and update procurement plans for Expertise France projects in the Philippines, in close coordination with project teams and the finance unit.
• Identify procurement needs with project teams, anticipate annual and multi-year procurement requirements, and ensure appropriate planning of procurement procedures.
• Define and validate procurement strategies according to Expertise France rules, donor requirements, thresholds, timelines, export control, market conditions and operational constraints.
• Provide technical support to the EU-PH Digital Economy Package Procurement Officer on complex or sensitive procurement files, including high-value tenders, framework agreements, IT and digital infrastructure-related procurements, service contracts, international procurement and import/export issues.
• Directly manage complex procurement procedures where required, including preparation of tender documents, evaluation grids, consultation processes, negotiation, award recommendations and contract finalisation.
• Ensure the traceability, transparency and completeness of procurement files for internal control and audit purposes.

3. Contract management and compliance

• Supervise the full contractual cycle for procurement files, including contract preparation, review, signature process, follow-up, amendments, renewals and closure.
• Ensure that contracts, purchase orders, framework agreements and amendments are prepared in line with Expertise France procedures and donor rules.
• Coordinate with the Department of Legal Affairs and other Headquarters services when legal validation or technical guidance is required.
• Monitor contract implementation, delivery timelines, performance issues and contractual risks.
• Ensure that procurement documentation is complete, properly archived and readily available for audits and controls.
• Contribute to the development of risk mitigation measures and corrective action plans where compliance issues are identified.

4. Supervision of grants management

• Supervise the operational management of grants implemented by Expertise France projects in the Philippines.
• Ensure that calls for proposals, evaluation processes, grant agreements, amendments and closures are implemented in compliance with Expertise France and donor rules.
• Support the Grants Officer and Junior Grants and Procurement Officer in managing grant documentation, beneficiary follow-up, compliance checks and audit trails.
• Ensure that checks on grant expenditure, supporting documents and beneficiary reporting are properly carried out in coordination with the finance unit.
• Support the management of complex or sensitive grant cases, including delays, eligibility issues, contractual risks, audit findings, amendments or potential non-compliance.
• Contribute to the development of harmonised tools and guidance for grants management in the Philippines context.

5. Logistics and missions supervision

• Supervise the Logistics and Missions Officer in the organisation of missions, events, travel arrangements, office logistics and recurrent logistical needs.
• Ensure that logistics processes are aligned with procurement and finance procedures, especially for events, missions, transport, accommodation, catering and office supplies.
• Support the establishment of framework agreements and recurrent supplier arrangements for logistics services.
• Ensure appropriate coordination between project teams, logistics, procurement and finance for activity implementation.
• Contribute to the improvement of mission, event and logistics workflows across Expertise France projects in the Philippines.

6. Internal control, audit readiness and continuous improvement

• Ensure that procurement, grants and logistics files meet audit-readiness standards.
• Identify compliance and operational risks and propose mitigation measures.
• Lead the development and improvement of procurement, grants and logistics workflows, templates, checklists and tracking tools.
• Contribute to the preparation of internal and external audits and ensure follow-up of recommendations related to procurement, grants and logistics.
• Support the preparation of the Mutualized Office procedures manual, particularly for procurement, grants, contracts, logistics and mission workflows.
• Promote a culture of compliance, accountability, transparency and service orientation within the support team and towards project teams.

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