(RFP500586) Associate, Administrative & Project Support (Rome, Italy)

• Coordinate administrative, logistical, and operational functions, including meetings, travel, procurement, and documentation.
  
• Support budget monitoring, financial tracking, and documentation for donor-compliant reporting to ensure proper allocation and utilization of project funds.
  
• Assist in project coordination, documentation, and reporting to facilitate the delivery of project objectives and results.
  
• Collaborate with internal teams, including project staff, finance, procurement, and HR, to ensure smooth workflows.
  
• Liaise with external stakeholders such as donors, partners, vendors, and service providers for operational and contractual matters.
  
• Coordinate with the Legal team for review of MoUs, contracts, and agreements to ensure compliance with institutional policies.
  
• Maintain accurate records, financial tracking tools, and filing systems.
  
• Consolidate inputs and support the drafting of high-quality narrative and financial reports, work plans, and project documentation.
  
• Ensure timely and compliant processing of invoices, contracts, and reimbursements.
  
• Support knowledge management by documenting project results, lessons learned, and best practices.
  

Requirements

• Undergraduate degree, preferably master's degree in Business Administration, Social or Political Sciences, International Relations, Law, Development Studies, or related fields from an accredited institution.
  
• Preferably 3 years (at least a minimum of 2 years) of relevant professional experience in administrative, financial, or project support roles, preferably within international organizations or development contexts.
  
• Experience in budget monitoring, financial tracking, and donor-compliant reporting.
  
• Experience in project support, documentation, and workflow support.
  

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, SharePoint); experience with SAP Concur or similar ERP systems is a plus.
  
• Familiarity with AICS and EU project management and reporting procedures, with a sound knowledge of relevant policies, compliance requirements, and technical and financial reporting guidelines.​
  
• Excellent written and oral communication skills in Italian and English; knowledge of Spanish, French, or Arabic is an advantage.
  
• Strong interpersonal skills with the ability to establish and maintain effective working relationships with team members and external stakeholders.
  
• Meticulous and highly organized, with strong attention to detail and a commitment to delivering high-quality outputs.
  

Benefits

• Be Italian nationals holding a valid passport or identity card.
  
• Or be EU citizens holding a valid passport or identity card and confirmation of registration from the Registrar’s Office (Anagrafe).
  
• Or Non–EU citizens holding a valid Italian work permit (permesso di soggiorno per lavoro subordinato).