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

• Serve as the administrative focal point for the team providing timely operational and logistical support across all activities.
  
• Organize and coordinate meetings workshops and eventsincluding 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.
  

• 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.
  

• 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.
  

• 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

• Bachelors 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 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 considered a distinct 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.
  

Benefits

1. A detailed curriculum vitae (CV) (using the candidates last name first name for ease of sorting).
   
2. A technical proposal in the form of an experience note demonstrating the candidates 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.