Role
Based in Rome, Italy, and under the direct supervision of the IAES Senior Manager, Programs & Administration, the Administration Consultant(s) will be responsible for providing efficient and effective administrative and operational support, per assignment details, to work streams delivering the outputs of IAES through the program administration activities of the secretariat.
Responsibilities
More specifically, the Administration Consultant(s) will:
- Support recruitment processes, including consultants, field staff, and IAES staff
- Maintain consultancy administration systems, including standing roster database, and raise consultancy requests
- Support payables
- Assist in procurement processes and prepare routine documentation and disbursements, maintain procurement administration systems
- Support the organization of events, meetings and conferences – in person and virtual - including logistics and travel arrangements
- Support internal communication channels (including shared calendars, mailing lists and similar), repositories (SharePoint, Teams, Dropbox) and document preparation (including in support of assigned external communication tasks)
- Perform other administrative, organizational and logistical duties as required
Requirements
- Secondary school education supplemented by office training or related courses
- Degree in business administration or related field is highly desirable
- Previous relevant work experience in administrative, office management activities
- Professional experience working with international organizations or in an international context is desirable
- Demonstrated knowledge of standard office administrative practices and procedures
- Excellent written and oral communication skills in English
- Working proficiency (spoken and written) in Italian is an asset
- Proficient computer skills and in-depth knowledge of relevant software such as MS Office suite (Including Word, PowerPoint, Excel, Teams, SharePoint and Dropbox)
- Experience in working with workflow application software (e.g. Oracle, Peoplesoft, Unit4Agresso or other)
- Demonstrated ability to engage with a broad range of stakeholders and partners from various cultural and educational backgrounds and levels of seniority, applying sensitivity, discretion, and tact
Terms of employment
These are 12-month full-time consultancy opportunities. All consultancy fees and conditions will be administered in line with the Alliance-approved policy for consultants.
The positions are based in Rome, Italy but offer a hybrid work model combining office presence with work-from-home days.
Closing date for applications: 13 March 2023
