Acquisition Support Manager (Kosovo)

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 whenrequired.
• Support the preparation and submission of pre-qualification applications and tender proposals.
• Compile andconsolidateproposal 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 andmaintainrecords of Participant Identification Codes (PICs) and related entity information.
• Ensure that all administrative documentsremainvalid 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.
• Identifyand coordinate with internal experts and staff to meet professional selection criteria.
• Maintain and continuously improvedeclarationtemplates, 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 andsubmitconsolidatedreplies 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 andevaluationdetails for unsuccessful submissions.
• Prepare supporting evidence and administrative documentationrequiredduring pre-award stages.
• Support contract finalization processes and ensure a smooth handover following contract signature.

• You have a first experience in office or business administration,
• You hold a university degree ( Business, Law , 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 (preferably) , 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.

• A freelancer contract.
• Flexible working hours with 2 days of remote working per week- after the first 6 months.
• In-house trainings for usage of all company systems and tools.