The posting
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 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
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.
