Management Services Assistant (Facilities)
Organizational Context
The World Food Programme (WFP) is the world's largest humanitarian organization, dedicated to saving lives and building a pathway to peace and prosperity. This role is within the Global Headquarters (HQ) Infrastructure and Facilities Management Branch, which ensures fit-for-purpose facilities, manages assets, and provides engineering services with a focus on cost efficiency and sustainability.
Job Purpose
The Management Services Assistant (Facilities) G5 will provide essential support for seamless facility management operations at WFP Headquarters in Rome. The role focuses on ensuring inspiring, efficient, and flexible working environments that embody WFP’s culture and enable staff to thrive. Key responsibilities include performing administrative tasks within the Management Services portfolio, collating data for resource management reports, processing routine facilities management actions, and maintaining physical and digital records. The position serves as a first point of contact for internal queries, suggests procedural improvements, and utilizes digital tools to enhance working practices. Additionally, the role supports inter-agency initiatives, liaises with contractors, and provides administrative support for facility policies, standards, and construction activities, ensuring compliance and facilitating operations with Italian vendors.
Responsibilities
The Management Services Assistant (Facilities) plays a crucial role in supporting efficient and high-quality service delivery within the World Food Programme (WFP). Key responsibilities include collating data and performing basic analysis using systems like Archibus to aid in resource management and reporting. The role involves processing routine facilities management tasks, ensuring accurate and timely data recording in corporate systems, and managing both physical and digital records for easy access. A significant aspect is serving as the primary point of contact for internal queries, providing prompt and accurate responses to resolve daily issues effectively. The assistant is expected to contribute to continuous service improvement by suggesting enhancements to procedures and practices, and by utilizing digital tools to optimize working methods and customer service. Additionally, the role provides administrative support for inter-agency initiatives related to UN Reform, aiming for cost savings and improved service quality. It also involves liaising with various functions and external contractors to ensure smooth service delivery and offering guidance to junior staff. A key responsibility includes drafting documentation for procurement of goods and services, such as furniture and interior design, and supporting the flexible workspace model by assisting with space allocation plans to foster a collaborative and efficient work environment. The position requires administrative support for implementing WFP policies and standards in facility management, procurement, and construction, ensuring compliance with WFP guidelines, and facilitating operations with Italian vendors for premise refurbishments and enhancements.
Work Experience
Fluency in written and oral Italian is essential. Desirable qualifications include a Health and Safety in Construction certificate from an authorized institute and demonstrated understanding of facility management regulations, policies, procedures, processes, standards, and systems.
Skills
Facilities Management, Data Collation and Analysis, Record Management, Client Service, Procedure Improvement, Digital Tools Utilization, Administrative Support, Inter-agency Collaboration, Vendor Liaison, Staff Guidance, Procurement Documentation, Workspace Planning, Policy Implementation, Construction and Engineering Support, Italian Language Proficiency, Health and Safety Awareness, Autocad Software Proficiency