MSDI - Management Services Assistant (Facilities) G5

WFP - World Food Programme; Roma; Vor Ort; EUR 42.000 - 54.000; Vollzeit

Zusammenfassung

World Food Programme is seeking a Management Services Assistant (Facilities) G5 in Rome. The role focuses on workspace solutions and efficient facility management, reporting, and data handling to support cost-saving, service quality, and compliance.

The candidate will engage with internal teams and external contractors to ensure smooth operations. Required are 5+ years in facilities management, secondary education with a post-secondary certificate desirable, and fluency in English and Italian.

Qualifikationen

• Ability to understand technical architectural documents in Italian and English.
• 5+ years of progressively responsible work experience in facilities/management services.
• Advanced knowledge of ticketing and facilities systems.
• Strong communication and cross-functional collaboration skills.

Aufgaben

• Provide workspace solutions and ensure seamless facility management operations.
• Collate data and prepare basic analysis in Archibus to support reporting.
• Maintain records in GSMT and other corporate systems for quick data access.
• Be first point of contact for internal queries and resolve daily issues.
• Draft statements of requirements and bidding docs for goods and services.

Kenntnisse

Communication skills

Fluency in English and Italian

Ausbildung

Secondary school education

Post-secondary certificate

Tools

AutoCAD

Jobbeschreibung

DEADLINE FOR APPLICATIONS

4 November 2026-23:59-GMT+01:00 Central European Time (Rome)

WFP celebrates and embraces diversity. It is committed to the principle of equal employment opportunity for all its employees and encourages qualified candidates to apply irrespective of race, colour, national origin, ethnic or social background, genetic information, gender, gender identity and/or expression, sexual orientation, religion or belief, HIV status or disability.

ABOUT WFP

The World Food Programme is the world’s largest humanitarian organization saving lives in emergencies and using food assistance to build a pathway to peace, stability and prosperity, for people recovering from conflict, disasters and the impact of extreme weather shocks. At WFP, people are at the heart of everything we do and the vision of the future WFP workforce is one of diverse, committed, skilled, and high performing teams, selected on merit, operating in a healthy and inclusive work environment, living WFP's values (Integrity, Collaboration, Commitment, Humanity, and Inclusion) and working with partners to save and change the lives of those WFP serves. To learn more about WFP, visit our website: https://www.wfp.org and follow us on social media to keep up with our latest news: YouTube, LinkedIn, Instagram, Facebook, Twitter, TikTok.

WHY JOIN WFP?

WFP is a 2020 Nobel Peace Prize Laureate. WFP offers a highly inclusive, diverse, and multicultural working environment. WFP invests in the personal & professional development of its employees through a range of training, accreditation, coaching, mentorship, and other programs as well as through internal mobility opportunities. A career path in WFP provides an exciting opportunity to work across the various country, regional and global offices around the world, and with passionate colleagues who work tirelessly to ensure that effective humanitarian assistance reaches millions of people across the globe.

We offer an attractive compensation package (please refer to the Terms and Conditions section of this vacancy announcement).

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.

DESIRABLE REQUIREMENTS

• Holds a certificate in Health and Safety in Construction issued by an authorized institute.
• Has demonstrated understanding of facility management regulations, policies, procedures, processes, standards, and systems.

QUALIFICATIONS AND EXPERIENCE

Education: Completion of secondary school education. A post‑secondary certificate in related functional areas such as architecture, draftsmanship is desirable.

Experience: Five or more years of progressively responsible work experience in the relevant business stream.

Language: Fluency (level C) in both oral and written English and Italian is required.

TERMS AND CONDITIONS

The World Food Programme offers a competitive compensation package, which will be determined based on the contract type and the selected candidate's qualifications and experience. Please visit the WFP website for detailed information about working with WFP and its operations. Rome salary scale: UN Salary Scale. Applicants must:

• Be an Italian or other EU citizen, or hold a valid permit to live and work in Italy; and Live within commuting distance (100 km or approximately 1.5 hours of travel time) of the WFP Headquarters in Rome, or be willing to relocate at their own expense to an area within commuting distance of the duty station.
• WFP shall not be responsible for any costs associated with such relocation, nor shall it assist or otherwise be involved in obtaining residency status or legal work permits.
• Preference will be given to candidates residing within commuting distance of Rome, Italy.

Address: Via Cesare Giulio Viola, 68, 00148 Rome, Italy.

SELECTION PROCESS

1. Application to vacancy announcement.
2. A language assessment, technical assessment and competency-based interview will be used to evaluate the essential requirements.
3. At a later stage, candidates will be required to submit conflict-of-interest and personal disclosure forms, academic certificates, professional references, as part of the mandatory background checks.

WFP LEADERSHIP FRAMEWORK

WFP Leadership Framework guides to the common standards of behavior that guide HOW we work together to accomplish our mission. Click here to access WFP Leadership Framework

REASONABLE ACCOMMODATION

WFP is committed to supporting individuals with disabilities by providing reasonable accommodations throughout the recruitment process. If you require a reasonable accommodation, please contact: [e-mail]

Want to hear what it’s like working for WFP? Check out our newsletter highlighting the career stories of our passionate staff here: Pathway to WFP | LinkedIn Integrity, collaboration, commitment, humanity, inclusion. These values inspire everything we do. You can read more about the values here. Our behaviour guides us in how we accomplish our mission. Learn more about the WFP Leadership Framework here.