Acquisition Support Manager (Kosovo)

Job description

A JOB OPPORTUNITY AT GOPA Com. is a private organization based in Brussels and member of the GOPA group, one of the world’s leading development consultants. GOPA Com. is a leading communication agency. GOPA Com. teams are a group of highly driven professionals dedicated to achieving the greatest impact through our projects across geographies. A JOB THAT INSPIRES YOU About the role: We are looking for a highly organized and detail-oriented Tender & Proposal Coordinator to support the preparation, submission, and administration of international tenders and pre-qualification procedures. The successful candidate will play a key role in coordinating partners, managing compliance documentation, supporting proposal submissions, and ensuring adherence to procurement requirements and internal processes. Key Responsibilities: ​ Tender and Proposal Coordination Create and maintain tracking records in internal workload and tender management systems. Monitor relevant procurement platforms and communicate updates, clarifications, and opportunities to internal teams. Submit clarification requests to contracting authorities and procurement platforms when required . Support the preparation and submission of pre-qualification applications and tender proposals. Compile and consolidate proposal documents, ensuring completeness, consistency, and compliance with submission requirements. Submit proposals through online procurement portals and maintain records of successful submissions. Partner and Entity Managemen t Prepare declaration templates and compile lists of required administrative documentation to verify entity eligibility. Liaise with consortium partners and capacity-providing entities, providing guidance on required forms and supporting documents. Request, collect, review, and follow up on documentation to ensure compliance and completeness. Manage and maintain records of Participant Identification Codes (PICs) and related entity information. Ensure that all administrative documents remain valid and up to date according to donor requirements. Compliance and Documentation Prepare and manage declarations for lead entities, partners, and capacity-providing entities. Coordinate internal approval and signature processes, ensuring documentation is properly executed and compliant with applicable requirements. Identify and coordinate with internal experts and staff to meet professional selection criteria. Maintain and continuously improve declaration templates, guidance documents, and internal procedures. Stay informed of updates to procurement regulations, donor requirements, and relevant annexes and guidelines. Pre-Qualification and Tender Support Support pre-qualification processes by completing participation forms and incorporating consortium, financial, and professional information. Coordinate the collection of methodologies, expert CVs, statements, and supporting evidence for tender submissions. Ensure proposal packages are properly assembled and formatted for submission. Communication and Mailbox Management Manage shared procurement and tender mailboxes. Acknowledge receipt of clarification requests and distribute them to relevant team members. Coordinate responses and submit consolidated replies to contracting authorities. Maintain records of unusual clarification requests and responses to support organizational learning and future proposals. Post-Submission Activities Monitor procurement outcomes and communicate results internally. Request debriefing information and evaluation details for unsuccessful submissions. Prepare supporting evidence and administrative documentation required during pre-award stages. Support contract finalization processes and ensure a smooth handover following contract signature. A BACKGROUND THAT CONVINCES US You have 1 or 2 years experience. You have a first experience in office or business administration, You hold a university degree (Admininstration, Business, Finances or similar). You have a genuine interest in GOPA’s mission and recognise yourself in our values: honesty, empathy, professionalism, and dynamism. You are comfortable using new software and you have excellent knowledge of the MS Office suit, in particular Excel. You have excellent communication skills in English and French (is a plus) , both verbal and written. You can work in a team but also independently. You enjoy doing administrative tasks with sometimes tight deadlines. You pride yourself in delivering high quality work, that your colleagues can rely on. You enjoy following internal guidelines and procedures and you can make sure others follow the same guidelines and procedures. you are a true team player. AN ENVIRONMENT THAT MOTIVATES YOU A renewable one-year contract. At least 3 days per week in our local office near Pristina city centre. In-house trainings for usage of all company systems and tools.