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.
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.
