Head of Asset Management

Overview:

Médecins Sans Frontières (MSF) is an international, independent, medical humanitarian organisation that delivers emergency aid to people affected by armed conflict, epidemics, natural disasters and exclusion from healthcare. As a partner section, MSF Italy is engaged in saving lives and alleviating suffering through fundraising; communication and advocacy, recruitment and deployment of field workers; as well as running operations in Italy and supporting international operations through expertise and other kinds of direct support.

The Head of Asset Management is responsible for ensuring the appropriate management of both instrumental and non-instrumental assets for MSF Italy. This includes managing facilities, services, IT infrastructure, and sustainability initiatives, as well as strategically overseeing the real estate portfolio acquired through legacies and donations to optimize its value for the organization.

Responsibilities:

Instrumental Asset Management:

• Oversee all facility and general services, including management of access systems, ordinary maintenance, and supervision of contractors for extraordinary maintenance and back-end services (mailing, cleaning, etc.).
• Oversee in an integrated way the management of IT infrastructure and assets to ensure operational efficiency and effective working environments for all people operating in all the facilities rented or owned by MSF Italy.
• Implement sustainability measures within managed facilities, including monitoring and evaluation (M&E) systems for environmental impact and developing mitigation strategies to reduce it.
• Implement measures to ensure accessibility, inclusivity and respect of diversities within MSF Italy facilities.
• Oversee administrative tasks related to the management of instrumental assets, ensuring compliance with legal and organizational standards.
• Ensure compliance of the financial aspects for instrumental asset management.
• Support MSF Italy staff in managing events in MSF facilities.

Non-Instrumental Asset Management:

• Manage MSF Italy’s real estate properties acquired through legacies and donations, overseeing strategic decision-making on when and how to sell these assets to maximize value.
• Ensure that all the administrative aspects related to non-instrumental assets are followed, ensuring legal compliance and optimal asset valorization. For example: Management of property already rented, preparation of calculations for taxation.
• Manage the internal and external stakeholders involved in this area.

For technical activities preparatory to management:

• Collaborate with the legacy legal area from a technical point of view, in the acquisition phase of the assets by assisting in the technical activities (appraisal, and due diligence) related to the initial assessment about bequests’ assets, for the purpose of a proper evaluation about the advisability of receiving the assets in question and the early definition of a management dossier related to the asset.
• Support in the due diligence phase prior to the acquisition phase (e.g., 30-year, technical analysis of urban planning).
• Lead and manage a team responsible for the execution of the asset management strategies, including hiring, training, and performance evaluations.

Strategic Planning & Coordination:

• Collaborate with cross-functional teams, including Finance, Legal, Legacy, Risk management, Procurement and Operations, to align asset management with broader organizational goals.
• Develop and implement long-term asset management strategies in line with MSF Italy’s objectives.

Risk Management:

• With the support of the Risk Management area, develop and implement risk management strategies for both instrumental and non-instrumental assets, focusing on minimizing financial, operational, and compliance risks.
• Ensure insurance coverage for all assets and review it regularly for adequacy.

Vendor and Contractor Management:

• Establish and manage relationships with key vendors, contractors, and service providers to ensure cost-effective, high-quality service delivery.
• With the support of the procurement officer, negotiate contracts for services related to maintenance, IT infrastructure, facility management, and other external services.

Budget and Cost Control:

• Develop and manage the asset management budget, ensuring efficient use of resources.
• Monitor and control costs related to asset management operations, seeking opportunities for savings and efficiency improvements.

Compliance and Auditing:

• Ensure all assets are managed in compliance with national regulations, organizational policies, and international standards.
• Conduct regular internal audits to assess the state of assets and ensure legal and organizational compliance, particularly regarding environmental standards.

Asset Lifecycle Management:

• Develop a long-term plan for asset lifecycle management, including acquisition, use, maintenance, and disposal strategies.
• Set up systems for the continuous tracking and reporting of asset performance.

Stakeholder Engagement:

• Act as the primary liaison between MSF Italy and external stakeholders related to asset management, such as donors (in the case of non-instrumental assets), legal authorities, and real estate advisors.
• Engage with internal stakeholders across departments to ensure the asset management strategy is aligned with the broader organizational mission and needs.

Qualifications:

Education/languages required:

• Degree in Architecture, Engineering, Business Management, or a related field.
• Certifications or further training in real estate management, sustainability, or facility management is a plus.
• Full working proficiency in both English and Italian at C1 level.

Experience required:

• 10+ years experience in real estate management in Italy.
• 10+ years experience in strategic valorization of real estate assets, including the sale and utilization of properties.
• Proven expertise in managing a portfolio of assets, including both instrumental (facilities, IT, services) and non-instrumental (real estate) assets.
• Strong understanding of the Italian legislative framework related to real estate and asset management.

Skills required:

• Strong leadership and team management skills.
• Expertise in facility and IT infrastructure management.
• Proven experience in environmental sustainability measures, particularly in reducing the environmental impact of facilities.
• Excellent communication and interpersonal skills to manage internal and external stakeholders and contractors.
• Analytical skills to assess asset performance and develop optimization strategies.
• Strong project management capabilities, particularly in overseeing multiple areas of asset management.
• Strong negotiation skills to secure favorable terms with vendors, contractors, and buyers for real estate transactions.
• Ability to influence internal stakeholders to drive alignment around asset management decisions.
• Proficiency in using data analytics tools to assess asset performance, sustainability metrics, and cost-efficiency.
• Ability to present complex data and trends to senior leadership in a clear and actionable manner.

Conditions:

Contract: Permanent contract, full-time. Level Quadro of Italian CCNL of Commerce.

Gross Annual Salary: min 42.512€ - max 51.080€ (depending on experience of the selected candidate)

Starting date: As soon as possible

Location: Hybrid, MSF Italy Rome office and from home. Travel across Italy as needed.