Administrative Procurement Support Services (Junior)

at  Vector Synergy

SKILLS, KNOWLEDGE, EXPERIENCE REQUIRED:

• Certified secondary-level education;
• At least 3 years’ post-education professional experience in finance- or procurement-related support tasks including at least two of the specific tasks listed below;
• Experience with common MS Office software, such as MS Word, MS Excel, MS PowerPoint, etc.;
• Proficiency in English (C1 level or equivalent of the Common European Framework for Reference for Languages (CEFR) in reading, writing and speaking).

• Preparing procurement documents needed in calls for tenders, such as project reference forms, administrative forms, pricing forms, etc.;
• Performing quality checks on procurement documents (version control, consistency, and completeness) before publication;
• Handling questions received from tenderers and collecting answers from the internal requesters, providing support in finalising the answers before publication (Q&As);
• Preparing for approval by the officer evaluation-related documentation, such as evaluation grids and the evaluation report;
• Preparing and dispatching:
• Communications during the procurement procedure, such as requests for clarifications and award notification letters;
• Debriefing responses to unsuccessful tenderers;
• Participating in tender opening sessions and preparing tendering opening records;
• Organizing meetings;
• Participating in evaluation committee sessions and taking minutes;
• Screening offers with a view to verify administrative compliance;
• Requesting, receiving, and verifying documentation concerning exclusion criteria;
• Providing proactive support to the Procurement Officer(s) in updating, monitoring, and following up on the status of the various calls for tenders;
• Archiving all documentation related to a call for tenders so that the audit trail is ensured;
• Managing and handling the signature of all types of contractual documents where the Head of Division’s co-signature is required either in wet-ink or by electronic means such as qualified electronic signatures;
• Performing any other support tasks for EIB Corporate Procurement Service’s (CFC-PROCUR’s) staff as needed.