About the Position

Acquisition Support Manager (Kosovo)

Location: Prishtina, XK

Employment Type: FULL_TIME

About the Role

GOPA Com. is a private organization based in Brussels and a member of the GOPA group, one of the world’s leading development consultants. We are looking for a highly organized and detail-oriented Acquisition Support Manager 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.

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 Management

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.

Technical Support

Selection of relevant project references at the Pre-Qualification stage, in collaboration with project managers, while respecting deadlines and formal requirements.
Update of the references (text tailoring, update of the financial part in requested reference period, collection of the supporting documents).
Preparation of the "Request to Participate (RtP)", including coordination with partners on references for the joint preparation of prequalification.
Management of the company's internal references database.
Evaluation of expert profiles suited for projects, formatting of CVs according to selection criteria, and collection of supporting documents (employment/education proofs) according to the tender requirement.

Requirements

1 or 2 years of experience.
First experience in office or business administration.
University degree (Administration, Business, Finances, or similar).
Genuine interest in GOPA’s mission and recognition of our values: honesty, empathy, professionalism, and dynamism.
Comfortable using new software and excellent knowledge of the MS Office suite, particularly Excel.
Excellent communication skills in English and French (a plus), both verbal and written.
Ability to work in a team and independently.
Enjoyment of administrative tasks with sometimes tight deadlines.
Pride in delivering high-quality work that colleagues can rely on.
Ability to follow internal guidelines and procedures and ensure others do the same.
True team player.

We Offer

A renewable one-year contract.
At least 3 days per week in our local office near Pristina city center.
In-house trainings for the usage of all company systems and tools.

About the Company

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Acquisition Support Manager (Kosovo)

Job description