Consultant, Administrative and Project Support

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) are looking for a Consultant for Administrative and Project Support.

Overview:

• Freelance: 3-month contract
• Language: English and Italian
• Location: Rome, Italy
• Salary: not applicable
• Applications closing: 5th December

Job Description

The Alliance of Bioversity International and the International Center for Tropical Agriculture (CIAT) deliver research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation.

Based in Rome, Italy, and under the direct supervision of the Senior Manager, Partnerships & Innovative Finance, the Consultant, Administrative & Project Support will play a key role in supporting the operational effectiveness of the Unit. The consultant will provide comprehensive administrative, logistical, and financial support, ensuring smooth implementation of activities and efficient coordination across projects and stakeholders.

The role involves managing day-to-day administrative tasks, supporting financial and procurement processes, coordinating meetings and missions, assisting with documentation and reporting, and facilitating communication within the team and with external partners. The Consultant, Administrative & Project Support will contribute to maintaining organised systems, timely workflows, and compliance with internal procedures, enabling the Global Partnerships Unit to operate efficiently and deliver high-quality outputs.

Responsibilities

Administrative and Logistical Support (40%)

• Serve as the administrative focal point for the team, providing timely operational and logistical support across all activities.
• Organise 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 the 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 organisation and documentation of reimbursements, invoices, and payment authorisations 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 organising monthly team meetings and internal coordination activities.
• Perform other related duties as required to support smooth project implementation.

Role Requirements

• Bachelor’s degree in Political or Social Sciences, International Relations, Development Studies, Law or related fields from an accredited academic institution.
• Relevant professional experience (preferably minimum of 5-7 years).
• Excellent oral and written communications 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 organisational, 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 considered a distinct advantage.
• Familiarity with donor reporting, especially for the Italian Agency for Development Cooperation and EU grants.
• Experience in an international organisation or development context is desirable.

How to apply?

Please apply online through this form, including reference number RFP500483 in the Technical Proposal, no later than 5 December 2025, attaching the following:

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

Please note that only shortlisted candidates will be contacted.