Implementation of procurement process according to applicable regulations and the Expertise France’s rules for public procurement and grants

Under the supervision of the Administrative and Financial Manager (RAF) and in connection with operational staff, the Procurement Officer must:

·       Participate in the establishment of framework contracts for services for the project, in coordination with the project team;

·       Advise and support the project team in the formulation of purchase requests;

·       Receiving and processing purchase requests;

·       Prepare the consultation files;

·       Participate in the preparation of administrative and technical specifications related to applicants;

·       Define selection criteria in consultation with team (project leader, component leads);

·       Exchange with the Legal Affairs Department (DAJ) of Expertise France, the transversal support unit and the legal coordinator of the Sustainable Development Department in the elaboration and monitoring of procurement procedures;

·       Obtain legal approvals, according to the defined thresholds, and in coordination with the DAJ at headquarters;

·       Obtain publication of consultation files on the appropriate procurement dematerialization platforms (PLACE, JOUE);

·       Implement purchases in compliance with the validation rules and procedures established by Expertise France and the funder;

·       Perform the analysis of offers with the project team;

·       Negotiate offers in compliance with rules.

Monitoring of the execution of contracts and contractual conditions in compliance with the rules of Expertise France

Under the supervision of the Administrative and Financial Manager (RAF) and in connection with operational staff, the Procurement Officer must:

·       Advise and support the project team in the execution of contracts;

·       Ensure the compliance of the contract(s) with contractual commitments and regulations in force; alert the RAF in case of risk or deviation;

·       Manage and monitor the relationship with suppliers until delivery;

·       Follow-up on framework and service contracts: issue and manage purchase orders;

·       Support invoicing monitoring in accordance with the contractual financial offers of service providers and subcontractors;

·       Ensure that the format and information reported on the quotations and invoices are in compliance;

·       Manage verification operations, receipt of supplies or deliverables, delivery of narrative and/or financial reports as required;

·       Remind the service providers and the operational team of milestones/deadlines/deliverables to ensure compliance with the terms of the contract;

·       Initiate the creation of third party records/accounts that will be submitted to Head Office for validation;

·       Monitor the payment schedule: advance, instalments and payments;

·       Track price revisions;

·       Apply penalties if necessary;

·       Draft amendments or cancellations as required;

·       Support the logistics and communication team for logistics contracts.

Supervision of grants according to the applicable regulations and Expertise France’s rules for public procurement and grants

In support of the Grant Manager, the Procurement Officer shall:

·       Contribute to the development of calls for projects, according to the rules of Expertise France;

·       Contribute to the drafting/revision of grant guidelines jointly with project team, and support the publication of the call for projects according to the appropriate rules;

·       Participate in the holding of the evaluation committee(s);

·       Support the selection of beneficiaries according to EF procedures in connection with the legal affairs department;

·       Prepare grant contracts;

·       Participate in the training of beneficiaries under EF rules;

·       Support the project team on grant training and provide advice on operational and legal topics;

·       Manage audit operations, delivery of narrative and/or financial reports as required;

·       Remind the service providers and the operational team of milestones/deadlines/deliverables to ensure compliance with the terms of the contract;

·       Advise the Grant Manager on the legal execution of grant contracts;

·       If necessary, prepare amendments/terminations to grant contracts;

·       Participate in beneficiary audits on legal and contractual aspects.

Contribute to the office procurement

Under the supervision of the RAF and in coordination with the support team, the Procurement Manager shall:

·       Participate in the establishment of framework contracts for office services and supplies;

·       Monitor and capitalize price lists, suppliers and documentation in use (import – export, exemption, taxes, etc.);

·       Consolidate the purchasing forecasts and ensure that the procurement files are properly compiled at the office level;

·       Initiate supplier selection, price negotiation, delivery times and modalities;

·       Follow up on supplier relationships until delivery and receipt.

Cross-functional activities 

·       Develop purchase monitoring and analysis tools;

·       Identify recurring purchasing needs;

·       Ensure that procurement files are complete and archived in physical and digital versions according to internal procedures;

·       Ensure the legal archiving of project documents,

·       Contribute to the justification of procurement procedures and expenditure in case of audit;

·       Contribute to the monthly reporting of the project;

·       Participate in project coordination meetings, with the various operational components and with the administrative and financial team, to provide the necessary support and follow-up;

·       Be the legal focal point for the project at headquarters;

·       Provide technical expertise to the team regarding local regulations and assemblies;

·       Contribute as much as possible to the development of the project’s contracting plan in relation to the RAF and operational staff, and support its update.

This job description may be subject to permanent changes as the project activities evolve and the need to adapt.

These activities not exhaustive and other tasks related to your area of expertise and in accordance with your workload may be requested of you.