The Administrative Assistant ensures the administrative management of Expressions of Interest and tenders. S/he manages contacts with partners and subcontractors and coordinates the compilation and presentation of the administrative part of the Expressions of Interest and tenders and the submission of the complete offers.
Key Responsibilities:
Prepare administrative documents in line with instructions received from the Bid Manager
Update the tender report
Contact partners and subcontractors to collect all the requested documents
Manage the technical and professional documents and collaborate with the Operations, Finance and HR departments to collect:
CVs (adapt to the Terms of References)
Project fiches (adapt to the Terms of References)
Certificates - Invoices + proof of payments
Copies of contracts
Perform administrative quality checks
Compile and submit the entire offer in PDF or print copies by mail or on TED (European Institution platform)
Lead ongoing administrative tasks for Business Development
Prepare project fiches and ask the project manager to check, modify and complete them
Create a folder for each project with the project fiche, the copy of the contract and amendments if any, with copy of invoices and proof of payments
Upload the project fiche in the reference centre and keep the relevant list up to date
Request CVs from new colleagues and update them regularly
Collect data and documents to update and maintain lists and databases
Lead ongoing administrative tasks for the company • Manage the CVs received via the Jobs email address
A BACKGROUND THAT CONVINCES US
Have around 3-5 years’ work experience in a public-sector environment
Be fluent in written and spoken in English and French
Be stress resistant
Like a challenge and be able to work on several projects at the same time
Be attentive to detail and organised
AN ENVIRONMENT THAT MOTIVATES YOU
A work environment defined by teamwork, flat hierarchies, and open communication.
Independent work and contribution of own ideas.
A full-time position and a meaningful job.
Competitive salary.
Long-term perspectives in a future-oriented company.
At GOPA, we see every project and political challenge as an opportunity to shape a better tomorrow - one that uplifts communities, fosters resilience, and protects our shared environment. By enabling our partners to reach their goals, we help them navigate a path to a more sustainable future.
In GOPA we all share the collective vision of uplifting communities, fostering resilience, and protecting our shared environment. Together, we deliver transformative impact for people and institutions worldwide, advancing the Sustainable Development Goals. We do this through our core values of: Trust, Flexibility, Reliability, Tolerance, Efficiency and Quality.
