Management Services Assistant (Facilities) G5

Job Posting Organization:
The World Food Programme (WFP) is the world’s largest humanitarian organization, established to save lives in emergencies and to use food assistance as a means to build pathways to peace, stability, and prosperity for individuals recovering from conflict, disasters, and the impacts of extreme weather. WFP operates globally, with a mission to ensure that effective humanitarian assistance reaches millions of people in need. The organization is committed to diversity and equal employment opportunities, encouraging qualified candidates from all backgrounds to apply. WFP has a diverse workforce and values integrity, collaboration, commitment, humanity, and inclusion in its operations. The organization has received the Nobel Peace Prize in 2020, highlighting its significant contributions to global humanitarian efforts. WFP invests in the personal and professional development of its employees through various training programs, mentorship, and opportunities for internal mobility, making it an attractive workplace for individuals passionate about humanitarian work.

Job Overview:
The Management Services Assistant (Facilities) G5 position is based in the Infrastructure and Facilities Management Branch (MSDI) at WFP Headquarters in Rome, Italy. The role is crucial for providing workspace solutions and ensuring seamless facility management operations that foster an inspiring, efficient, and flexible working environment. The job holder will support the effective day-to-day delivery of specialized, client-focused services related to the Management Services portfolio. This includes managing facilities, assets, and infrastructure services with a focus on cost efficiency and sustainability. The position requires the ability to interpret standard guidelines and practices, recommend actions to colleagues, and allocate tasks to support staff. The job holder will be expected to engage with various stakeholders to enhance service delivery and contribute to a collaborative work environment.

Duties and Responsibilities:
The key responsibilities of the Management Services Assistant include performing tasks within the Management Services portfolio to support high-quality service delivery, collating data and preparing basic analyses in Archibus for reporting purposes, processing routine actions related to facilities management, and maintaining physical and digital records in accordance with established procedures. The job holder will serve as the first point of contact for internal queries, providing timely and accurate responses to facilitate issue resolution. Additionally, the role involves suggesting improvements to procedures, utilizing digital tools to enhance customer service, and providing administrative support for inter-agency initiatives. The assistant will liaise with other functions and third-party contractors, draft statements of requirements for procurement, and assist in preparing stacking plans and space allocation layouts to promote a collaborative working environment. The role also includes ensuring compliance with WFP policies and standards related to facility management and supporting the implementation of these policies at Global HQ.

Required Qualifications:
Candidates must possess the ability to communicate and understand technical architectural documents in both Italian and English, aligning with construction and engineering contract regulations. Experience in collating data and preparing analyses related to asset and facilities management is essential, along with advanced knowledge of ticketing and facilities systems. Strong communication skills and experience working with diverse teams are required, as well as familiarity with AutoCAD software for reading and updating technical drawings. Fluency in written and oral Italian is mandatory, while a certificate in Health and Safety in Construction is desirable. A demonstrated understanding of facility management regulations and standards is also beneficial.

Educational Background:
The educational requirements for this position include the completion of secondary school education. A post-secondary certificate in related functional areas such as architecture or draftsmanship is desirable, providing a foundation for the technical aspects of the role.

Experience:
Candidates should have five or more years of progressively responsible work experience in relevant business streams, demonstrating a solid background in facilities management and related areas. This experience is crucial for effectively managing the responsibilities associated with the position.

Languages:
Fluency (level C) in both oral and written English and Italian is required for this role, ensuring effective communication in a bilingual environment. Knowledge of additional languages may be considered an asset but is not mandatory.

Additional Notes:
The World Food Programme offers a competitive compensation package based on the contract type and the selected candidate's qualifications and experience. Applicants must be Italian or other EU citizens or hold a valid permit to live and work in Italy. Candidates should live within commuting distance of the WFP Headquarters in Rome or be willing to relocate at their own expense. The selection process includes a structured approach with language assessments, technical assessments, and competency-based interviews. Only applications submitted in English will be considered, and all employment decisions are made based on organizational needs and individual qualifications. WFP is committed to providing an inclusive work environment and supporting individuals with disabilities throughout the recruitment process.