Reporting line:
The incumbent(s) report to and work under the supervision of senior members of the Marketing Division.
Purpose
Support the Marketing Division in preparing and drafting contractual and procurement documentation to
(i) sign contracts with existing external providers under current Framework Agreements and
(ii) launch open/public Call for Tenders to procure new external providers.
Responsibilities
1. Procurement support
• Assist in preparing and reviewing Calls for Tenders (CFTs) under existing Framework Agreements, including:
o Internal documentation such as Procurement Request Forms and Contract Pre-Signing Notes.
o External documentation for providers, including Terms of Reference (ToRs/AToRs).
• Support the drafting and review of all documentation for CFTs for upcoming open/public procurement procedures (to be launched).
• Use procurement tools such as Mercell to manage sourcing activities.
• Contribute to market analysis preparation when required.
2. Contract management & Stakeholder coordination
• Conduct contract compliance checks.
• Assist in drafting and maintaining contract templates.
• Coordinate with internal stakeholders (e.g. procurement, budget, compliance) to submit documentation and incorporate feedback.
• Liaise with external providers to exchange contractual documentation.
3. Monitoring & reporting
• Monitor timelines to ensure contracts are signed on schedule.
• Perform quality reviews of internal documentation and materials submitted by external providers.
Qualifications
• A minimum of three (3) years’ relevant professional experience in procurement processes and contractual documentation.
• Knowledge of public procurement regulations (e.g. EU directives) is an advantage.
• Familiarity with procurement platforms and tools (e.g. Mercell).
• Proficiency in Microsoft Office applications.
Excellent knowledge of English. Knowledge of other EU languages would be an advantage
Competencies
• Attention to detail – Ensures accuracy in documentation and compliance processes.
• Analytical thinking – Supports cost analysis, supplier evaluation, and risk identification.
• Communication – Engages effectively with internal stakeholders and external providers.
• Learning agility – Demonstrates a proactive approach to acquiring procurement knowledge and tools.
• Team collaboration – Works closely with cross-functional teams to meet procurement objectives.
• Integrity & compliance – Upholds ethical standards and adheres to internal procurement policies.