(RFP500483) Consultant, Administrative & Project Support (3 months Rome, Italy)

Alliance Bioversity & CIAT; Roma; In loco; EUR 50.000 - 70.000; Tempo pieno

Descrizione del lavoro

A global partnership organization in Rome seeks a Consultant Administrative & Project Support. You will provide crucial administrative and logistical support, assist in financial reporting, and coordinate project activities. The ideal candidate will have a bachelor's degree, 5-7 years of relevant experience, and strong communication skills in Italian and English. The position is full-time, with an initial contract of three months, renewable based on performance and funding availability.

Competenze

• 5–7 years of relevant professional experience preferred.
• Experience using SAP Concur or similar enterprise resource management systems is a plus.
• Familiarity with donor reporting, especially for the Italian Agency for Development Cooperation and EU grants.

Mansioni

• Provide administrative and logistical support for team activities.
• Assist in preparing and monitoring project budgets and reports.
• Support project coordination and documentation of lessons learned.

Conoscenze

Excellent oral and written communication skills in both Italian and English

Strong organizational, administrative and time-management skills

Flexibility and adaptability

Problem-solving and proactive attitude

Formazione

Bachelor's degree in relevant fields

Strumenti

MS Office (Word, Excel, PowerPoint, Outlook)

SAP Concur or similar enterprise resource management systems

Descrizione del lavoro

About the position

The Global Partnerships Unit engages governments, multilateral institutions, foundations and the private sector to develop strategic partnerships and innovative financing mechanisms that advance the organization’s mandate. Based in Rome, Italy, the Consultant Administrative & Project Support will support the operational effectiveness of the Unit under the supervision of the Senior Manager Partnerships & Innovative Finance.

Responsibilities

• Administrative and Logistical Support (40%)
  • Serve as the administrative focal point for the team, providing timely operational and logistical support across all activities.
  • Organize and coordinate meetings, workshops and events, including venue arrangements, logistics, travel, catering and documentation.
  • Prepare and circulate meeting materials (invitations, agendas, minutes and follow‑up actions) and maintain accurate records and filing systems (physical and digital).
  • Manage travel arrangements and logistics for staff and participants, including ticketing, insurance, visas and reimbursements.
  • Support procurement processes by preparing purchase requests, tracking approvals and ensuring timely delivery of goods and services.
  • Liaise with finance and administration units to ensure smooth processing of payments, travel claims and other operational requirements.
  • Ensure compliance with donor and institutional rules regarding expenditures, travel and events, maintaining complete and accurate records in SharePoint or other systems.
• Financial and Budget Support (30%)
  • Assist in preparing and monitoring project budgets, forecasts and expenditure reports.
  • Maintain and update financial tracking tools to monitor spending and resource allocation.
  • Reconcile project expenses and ensure compliance with institutional and donor financial requirements.
  • Support the organization and documentation of reimbursements, invoices and payment authorizations for workshops, meetings and travel‑related activities.
• Project Coordination and Reporting (20%)
  • Support the preparation of key project documents including Terms of Reference, work plans, progress reports and donor deliverables.
  • Coordinate inputs from project teams to compile regular updates and reports, ensuring timely submission and quality control.
  • Contribute to data collection, record keeping and analysis for project monitoring and learning purposes.
  • Assist in documenting lessons learned, good practices and project outputs for knowledge management and reporting.
• Team and Stakeholder Support (10%)
  • Facilitate communication and coordination between project teams, partners and other stakeholders.
  • Support onboarding and coordination of consultants, interns and fellows.
  • Assist in organizing monthly team meetings and internal coordination activities.
  • Perform other related duties as required to support smooth project implementation.

Requirements

• Bachelor’s degree in Political, Social Sciences, International Relations, Development Studies, Law or related fields from an accredited academic institution.
• Relevant professional experience (preferably 5–7 years).
• Excellent oral and written communication skills in both Italian and English.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and familiarity with online collaboration tools (e.g., Teams, SharePoint).
• Strong organizational, administrative and time‑management skills with the ability to efficiently manage multiple priorities, meet deadlines and maintain a high level of accuracy and attention to detail.
• Flexibility and adaptability with the capacity to adjust work schedules, manage changing priorities and respond proactively to operational needs.
• Problem‑solving and proactive attitude demonstrating initiative in anticipating needs, resolving administrative issues and supporting efficient workflows.
• Experience using SAP Concur or similar enterprise resource management and travel systems is an advantage.
• Familiarity with donor reporting, especially for the Italian Agency for Development Cooperation and EU grants.
• Experience in an international organization or development context is desirable.

Terms of employment

This is a full‑time consultancy position based in Rome, Italy, for an initial duration of three months (approximately 60 days) renewable subject to performance, continued need and availability of funds. Consultancy fees and conditions will be established in accordance with the Alliance’s approved policies and procedures for consultants.

Applications

Please apply online through the website (including reference number RFP500483) no later than 5 December 2025 attaching the following:

• A detailed curriculum vitae (CV) (using the candidate’s last name, first name for ease of sorting).
• A technical proposal in the form of an experience note (maximum 1 page) demonstrating the candidate’s capacity and outlining relevant administrative, logistical, financial and coordination experience as well as suitability for the role.
• Names and email addresses of three professional referees who have worked with the candidate and are knowledgeable about the candidate’s skills and professional abilities.
• Proposed consultancy fees for the period indicated in daily USD.

Please note that only shortlisted candidates will be contacted.

Closing date for applications: 5 December 2025