To support the implementation of the “CIRCULAR : Promoting a Circular Economy in the Food Sector” programme in Sri Lanka, funded by the European Union,  Expertise France is setting up a Project Team based in Colombo. The Procurement and Grants Officer (P&G Officer) will be part of the Colombo-based Implementation Team (the Project Team).

The main role of the P&G Officer is to support the implementation of the project’s activities related to grants to the research institutes, civil society and local authorities, as well as procurement (contracts with service providers and individual experts mainly). Working under the supervision of the Project Manager, in close collaboration with the administrative and finance manager, and in coordination with the technical unit of the project team and external Grant and M&E experts (short term). 

1.     Grants (75% of the workload)

Responsibility 1: Operations 

1.       Implement the project’s grant program:  Draft ToR for call for proposals; ensure the review of grants and their selection is completed in an organized, timely, financially sound manner; strengthen capacity of selected applicants on reporting rules, according to EF and Donor requirements;

2.       Oversee implementation of operations by grantees in coordination with the technical unit.

3.       Finalize the grant contract documents (Description of Action, Logframe, Budget, etc.), Maintain detailed and accurate records of grant applications, approvals, disbursements, and compliance documents, in close coordination with the M&E, finance, and legal teams and ensuring compliance with EF procedure.

4.       Follow up on the implementation of project activities in the field, ensuring that activities and expenditure are progressing according to their workplans and budget forecasts.

5.       In close collaboration with the M&E expert, ensure that monitoring data is collected and archived in a timely manner, and that feedback to donors is provided in a timely fashion. 

6.       Support the M&E expert in preparing for activities and evaluations.

7.       Make sure that any updates/information needed are shared in due time with partners (official letters, activity progress reports, minutes of the meetings, etc.)

8.       When the needs arise, be part of the call for proposal/tenders’ preparation and selection process of partners in coordination with  technical unit and the Project Manager .

Responsibility 2: Coordination 

·       Identify with the Technical Unit any context updates, needs, challenges and discuss solutions

·       Follow up on all procedures relating to application processes and workshops or trainings / capacity building.

·       Monitor and oversee grant disbursement processes, ensuring timely payments to beneficiaries

·       Support the Technical Unit and the Project Manager to lead coordination meetings with grants beneficiaries and stakeholders (including Civil society organizations, local authorities and research institutions)

Responsibility 3: Finance, Logistics and Administrative support

·       Make sure that logistical, administrative, and financial procedures linked to project implementation are followed according to EF requirements.

·       Follow up to ensure that all administrative documents related to project implementation are up to date and well-stored.

·       Ensure that all partner financial documents are submitted, collected, and analysed for the validity of the expense.

·       Conduct regular reviews of grantee performance to ensure compliance and resolve any discrepancies, in coordination with donor audit requirements.

·       Ensure that all administrative and financial documentation is properly maintained and prepared for general audits

·       Work closely and coordinate with the Administrative and Finance manager on reviewing partner submissions, ensuring the accuracy of financial reports in accordance with their activity planning (financial supporting documents, revising Budget vs Actuals, etc.)

Responsibility 4: Reporting

·       Make sure that grant beneficiaries issue timely qualitative reporting both narrative and financial, including ensuring timely settlements with grant beneficiaries and monthly forecasting in coordination with the technical team to minimize risk, based on contract management discussions.

·       Support the technical unit in drafting the monthly/quarterly information sheet summing up monthly/quarterly achievements and planned activities.

·       Support the technical unit in producing narrative reports, ad hoc reports related to field visits, attendance at workshops, conferences, seminars, etc.

2.     Procurement (25% of the workload)

·       Receives and checks purchase orders and conduct market studies for services mainly

·       Prepare TOR and tender dossier and/or deliver TOR prepared by project team and make quality control of the document

·       Select the correct method of procurement, preparation of lots and avoid slicing

·       Share TOR with the suppliers, get price quotations, and make evaluation

·       Deal with questions and clarifications from tenderers during procurement process

·       Prepare award report and inform successful and unsuccessful bidders

·       Prepare contract/countersigned and take signatures

·       Receive the goods as per the description on the purchase request

·       Contact suppliers to resolve problems with late delivery

·       Inspect goods upon delivery and reject inadequate, broken, lower quality and other items not meeting the requirements of the order

·       Follow up the contract until service is delivered  

·       Keep accurate records of invoice and delivery of goods and services,

·       Maintain procurement files and records, using EF’s tools and softwares

·       Prepare procurement plan and follow up on timely deliverables coordinating with the technical team

·       Perform any other procurement related duties as requested by the Project Manager