Acquisition Support Manager (Kosovo)

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 freelancer contract. Remote work only.  In-house trainings for usage of all company systems and tools. READY FOR CHANGE? About us GOPA Com. is a leading insight and communications partner for the European Institutions. At GOPA Com., we develop bespoke communication strategies and offer an individual service tailored to meet the very specific needs of our clients, allowing us to effectively tell their story and get their message across. We make sure to keep up to date with the latest trends in communication industry innovation, so that our clients have  access to state-of-the-art communications solutions and applications. We offer  a full range of services from preparatory research and insight to strategy development and implementation, and monitoring and assessment. Our diverse and multi-lingual team of professionals combines youthful dynamism with mature insight to provide our clients with effective communications campaigns and products that deliver results. With 70 staff covering 17 nationalities, we are a truly international team with a global outlook.