(RFP500483) Consultant, Administrative

About the OrganizationThe 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.The Alliance works with local, national, and multinational partners across Latin America and the Caribbean, Asia, and Africa, and with the public and private sectors. The Alliance is part of CGIAR, a global research partnership for a food‑secure future, dedicated to reducing poverty, enhancing food and nutrition security, and improving natural resources and ecosystem services. With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people in a climate crisis.The Alliance of Bioversity International and CIAT is committed to fair, safe, and inclusive workplaces. We believe that diversity powers our innovation, contributes to our excellence, and is critical for our mission. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority. We encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability statuses, sexual orientations, marital status, and gender identities. Female candidates are strongly encouraged to apply.The PositionThe Global Partnerships Unit engages with 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, 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 organized systems, timely workflows, and compliance with internal procedures, enabling the Global Partnerships Unit to operate efficiently and deliver high‑quality outputs.ResponsibilitiesAdministrative 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 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 organization and documentation of reimbursements, invoices, and