MSDI - Management Services Assistant (Facilities) G5

World Food Programme; Roma; Hybrid; EUR 42,000 - 60,000; Full time

Job summary

The World Food Programme (WFP) in Rome is seeking a Management Services Assistant (Facilities) to support the Infrastructure and Facilities Management Branch. You will help provide workspace solutions, maintain records, and assist in space planning and vendor coordination to ensure efficient, cost-effective services.

You will work with Italian and English technical documents, use Archibus and GSMT systems, and contribute to continuous improvement of facility operations.

Qualifications

• Capable of analyzing data related to facilities and assets.
• Experience collating data and preparing analyses for asset management and facilities.
• Proficient with ticketing systems and architectural documentation in Italian and English.

Responsibilities

• Support efficient facility management and service delivery across the portfolio.
• Collate data and prepare analyses in Archibus to inform reports.
• Process routine facilities actions and ensure accurate data entry in corporate systems.
• Maintain physical and digital records in GSMT per procedures for quick access.
• Be the first point of contact for internal queries and provide timely responses.
• Advise on procedures and support continuous service improvements.
• Liaise with vendors and other functions to ensure effective service delivery.
• Provide guidance to junior staff as needed.
• Draft requirements and bid documentation for furniture and interior design services.

Skills

Data analysis

Facilities coordination

Ticketing systems

Communication

English Italian bilingual

Tools

AutoCAD

Archibus

GSMT system

Job description

We are seeking to fill the position of **Management Services Assistant (Facilities) G5**, based in the Infrastructure and Facilities Management Branch (MSDI) at the **World Food Programme (WFP) Headquarters in Rome, Italy**. This vacancy announcement is open to both internal and external candidates. **ORGANIZATIONAL CONTEXT** This position is part of Global Headquarters (HQ). The Infrastructure and Facilities Management Branch supports WFP operations by delivering and maintaining fit-for-purpose facilities, managing assets, and providing infrastructure and engineering services, with a focus on cost efficiency and sustainability. The job holder reports to the Facilities Management Officer or a designated supervisor. At this level, the job holder is expected to take responsibility for completing a range of tasks and activities requiring some interpretation of standard guidelines and practices. The job holder is also expected to recommend courses of action to colleagues at various levels and may allocate tasks to other support staff.**THE ROLE** To provide workspace solutions and ensure seamless facility management operations and inspiring, efficient, and flexible working environments that embody WFP’s culture and enable staff to thrive. To support the effective day-to-day delivery of specialized, client-focused, and value-for-money services pertaining to the Management Services portfolio. **KEY RESPONSIBILITIES** (not all-inclusive, nor exhaustive): * 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.**OTHER POST REQUIREMENTS*** 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. **Essential requirements:*** Ability to communicate and understand technical architectural documents in Italian and English in alignment with construction and engineering contract regulations.* Has experience in collating data and preparing analysis pertaining to management of assets and facilities.* Has 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).* Fluency in written and oral Italian is essential.