Management Services Assistant (Facilities) G5

Global Roles; Roma; Hybrid; EUR 55,000 - 75,000; Full time

Job summary

World Food Programme in Rome seeks a Management Services Assistant (Facilities) to support workspace solutions, facility operations, and admin tasks that ensure efficient, flexible working environments. You will collate data in Archibus, maintain records, liaise with internal teams and Italian vendors, and contribute to continuous service improvements while upholding WFP guidelines.

This role requires English and Italian fluency and a background in facilities with attention to safety and space

Qualifications

• Completion of secondary school education.
• Post-secondary certificate in architecture or related field desirable.
• Five or more years of progressive experience in facilities management.
• Fluency in English and Italian.
• Ability to read technical architectural documents in Italian and English.

Responsibilities

• Support Management Services portfolio to ensure efficient service delivery.
• Collate data and prepare basic Archibus analyses for reports.
• Process routine facilities management actions and maintain data in corporate systems.
• Maintain physical and digital records (GSMT) for quick data access.
• Be first point of contact for internal queries and provide timely responses.
• Suggest improvements to procedures and practices for continuous service enhancement.
• Utilise digital tools to improve working practices and customer service.
• Provide admin support for inter-agency initiatives under UN Reform.
• Liaise with internal functions and third-party contractors to enable service delivery.
• Advise and guide junior staff in duties.
• Draft statements of requirements and service delivery bids for furniture and facilities services.
• Support flexible workspace models and cross-functional collaboration.
• Assist in preparing stacking plans and space layouts based on workspace models.
• Support implementation of WFP policies and procedures in facilities, procurement, and engineering services.
• Coordinate with Italian vendors for refurbishments and value-for-money solutions.

Skills

Facilities Management

AutoCAD

Data Analysis

Asset Management

Contract Regulations

Safety in Construction

Bilingual English Italian

Workspace Solutions

Documentation

Education

Post-secondary certificate

Tools

Archibus

Job description

The Management Services Assistant (Facilities) supports efficient and high-quality service delivery within the Management Services portfolio at WFP Headquarters in Rome. The role involves workspace solutions, facility management operations, and administrative support to ensure inspiring, efficient, and flexible working environments.

Responsibilities

• Perform tasks and activities within Management Services portfolio to support efficient and high-quality service delivery.
• Collate data and prepare basic analysis in Archibus to assist with the creation of reports to contribute to efficient management of resources.
• Process routine actions relating to facilities management and other relevant areas, contributing to the effective and timely recording of data in corporate systems.
• Manage and maintain physical and digital records, including in the GSMT system, in accordance with established procedures to ensure swift and easy data access as required.
• Be the first point of contact for internal queries providing timely and accurate responses to facilitate efficient and effective resolution of daily issues.
• Provide inputs and suggest improvements to procedures and practices to support continuous enhancement of services provided.
• Utilise digital tools and technology applications to improve working practices and customer service.
• Provide administrative support for the preparation of inter-agency initiatives as part of UN Reform to achieve cost savings and enhancement of service quality.
• Liaise with other functions and third-party contractors to enable efficient service delivery.
• Provide advice and guidance to junior staff in performing their duties.
• Draft statements of requirements and service delivery bidding documentation for the provision of goods (furniture/ergonomic furniture) and facilities/interior design services by the Office of Procurement Services.
• Support the flexible workspace model and work cross‑functionally with internal stakeholders to ensure cohesive service delivery, incorporating all relevant inputs in the process.
• Assist in preparing stacking plans and space allocations layouts based on established workspace models, supporting the redistribution of office space to promote a more collaborative, efficient and cost-effective working environment.
• Provide administrative support to Global HQ on the implementation of WFP policies, standards and procedures related to facility management, procurement, construction activities and engineering services, ensuring that documentation and actions are compliant with established WFP guidelines.
• Facilitate the facility service operations with Italian vendors, including refurbishments and enhancements of new or existing premises to deliver quality, customer focused, inspiring and value for money solutions.

Requirements

• Completion of secondary school education.
• A post-secondary certificate in related functional areas such as architecture, draftsmanship is desirable.
• Five or more years of progressively responsible work experience in the relevant business stream.
• Fluency (level C) in both oral and written English and Italian is required.
• Ability to communicate and understand technical architectural documents in Italian and English in alignment with construction and engineering contract regulations.
• Experience in collating data and preparing analysis pertaining to management of assets and facilities.
• Advanced knowledge of ticketing and facilities system.
• Good communications skills with experience working with teams across different functional areas and providing advice and guidance.
• Experience working with AutoCAD software (i.e.: reading, updating and annotating technical drawings).
• Holds a certificate in Health and Safety in Construction issued by an authorized institute (desirable).
• Demonstrated understanding of facility management regulations, policies, procedures, processes, standards, and systems (desirable).

Skills

• Facilities Management
• Asset Management
• AutoCAD
• Technical Drawinglass="ar">
• Construction Contract Regulations
• Data Analysis
• Ticketing Systems
• Facilities Systems
• Health and Safety in Construction
• Architectural Document Interpretation
• Bilingual Communication Italian English
• Management Services
• Workspace Solutions
• Policy and Procedure Compliance

Languages

English, Italian