MSDI - Management Services Assistant (Facilities) G5

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

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.

SELECTION PROCESS 

Only applications received in English will be considered.

Our selection process follows a structured approach and includes the following steps: 

• Application to vacancy announcement.
• A language assessment, technical assessment and competency-based interview will be used to evaluate the essential requirements.
• 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:  global.inclusion@wfp.org

NO FEE DISCLAIMER

 

The United Nations does not charge any application, processing, training, interviewing, testing or other fee in connection with the application or recruitment process. Should you receive a solicitation for the payment of a fee, please disregard it. Furthermore, please note that emblems, logos, names and addresses are easily copied and reproduced. Therefore, you are advised to apply particular care when submitting personal information on the web.

 

REMINDERS BEFORE YOU SUBMIT YOUR APPLICATION

• All applications must be submitted exclusively through our online recruiting system. We do not consider CVs or applications sent by email, LinkedIn, or any other channel.

• We strongly recommend that your Workday profile is accurate and complete, and that all sections are filled in, including your employment history, academic qualifications, language skills, and UN grade (if applicable). Once your profile is completed, please apply, and submit your application.

• If you experience technical issues while submitting your application, you may contact us at global.hrerecruitment@wfp.org. Please note that this email is only for technical issues with an application - unsolicited applications or documents sent to this inbox will not receive a reply.

• At the application stage, the only required documents are your CV and Cover Letter. Additional documents (passport, certificates, recommendation letters, etc.) may be requested later in the process.

• Only shortlisted candidates will be contacted and invited to proceed to the next stage of the recruitment process.

All employment decisions are made on the basis of organizational needs, job requirements, merit, and individual qualifications. WFP is committed to providing an inclusive work environment free of sexual exploitation and abuse, all forms of discrimination, any kind of harassment, sexual harassment, and abuse of authority. Therefore, all selected candidates will undergo rigorous reference and background checks.

No appointment under any kind of contract will be offered to members of the UN Advisory Committee on Administrative and Budgetary Questions (ACABQ), International Civil Service Commission (ICSC), FAO Finance Committee, WFP External Auditor, WFP Audit Committee, Joint Inspection Unit (JIU) and other similar bodies within the United Nations system with oversight responsibilities over WFP, both during their service and within three years of ceasing that service.