Junior Grants and Procurement Officer

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 docu