Facilities Management Associate

Join to apply for the Facilities Management Associate (Catering) role at FAO .Organizational SettingThe Food and Agriculture Organization of the United Nations (FAO) contributes to the achievement of the 2030 Agenda through the FAO Strategic Framework by supporting the transformation to more efficient, inclusive, resilient and sustainable agrifood systems. FAO’s commitment to environmental sustainability is integral to its strategic objectives and operations. The Infrastructure Services (CSLI) within the Logistics Services Division (CSL) is responsible for the maintenance of the headquarters premises and for providing services to FAO employees. CSLI assists FAO Decentralized Offices in facilities maintenance, technical projects, infrastructure activities and technically innovative systems to reduce their carbon footprint, and coordinates special safety projects funded by the Government of Italy. It also drives the implementation of the Corporate Environmental Responsibility Strategy within headquarters and Decentralized Offices.The post is located in the Corporate Logistics and Operational Support Stream of the Infrastructure Services (CSLI) within the Logistics Services Division (CSL) at FAO headquarters in Rome, Italy.Main PurposeThe Facilities Management Associate (Catering) leads and coordinates the catering functions of the Organization. The role ensures the smooth flow of office work and information related to catering by setting priorities and organizing day‑to‑day activities. The incumbent provides procedural guidance to managers and staff in the office or location.Supervision Received/ExercisedThe Facilities Management Associate (Catering) reports to the Facilities Management Officer, manager of the catering contract. Work is performed autonomously, showing a high degree of initiative and independent judgment. The incumbent may supervise other office support staff and provides relevant guidance and training.Working RelationshipsThe incumbent maintains a wide range of contacts with managers, staff and counterparts both within and outside the Organization, requiring strong communication skills and experience in handling issues at a high organisational level.Key Functions / ResultsProvide operational and administrative support for the management of institutional catering contracts, ensuring compliance with FAO policies and contract terms.Coordinate procurement‑related activities for catering services, including preparation of technical specifications, cost estimates and tender documents, in collaboration with the Procurement Services.Participate in the technical evaluation of bids and assist in drafting selection reports, justifications and communications with caterers.Monitor contract implementation, performance indicators and service levels, draft routine and non‑routine correspondence to caterers and internal stakeholders.Conduct inspections of food and beverage services to ensure adherence to hygiene, quality and presentation standards, including compliance with HACCP and relevant regulations.Coordinate logistical arrangements for internal events, liaising with catering providers, internal units and other technical teams.Serve as focal point within CSLI for both clients and CSLI staff in the organisation of meetings and events, coordinating catering contractors and support service providers to ensure smooth and timely service delivery.Act as focal point for internal requests and feedback on catering services; follow up on complaints and ensure timely resolution.Review and verify contractor staffing levels, training plans and inventory management (excluding food items), ensuring alignment with contractual provisions.Maintain updated databases on contracts, costs, events and supplier performance; provide inputs to regular reporting.Support the cost recovery process for catering services related to both FAO and non‑FAO events, including invoicing and tracking reimbursements.Ensure timely updates of the catering intranet site and user documentation.Support corporate initiatives in accordance with the Corporate Environmental Responsibility Strategy to reduce emissions, increase efficiency and integrate sustainability.Train and guide support staff and junior colleagues as required.Follow up on the preparation of reports, correspondence and briefing notes; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials; provide informal translations into another official language.Perform other duties as required.Impact Of WorkThe incumbent’s work directly impacts the smooth and efficient operations of the Office, playing a lead role in the coordination and provision of the office support services for the successful achievement of the Division’s mandate.Minimum RequirementsEducation : Secondary School Education.Experience : Five years of relevant experience in management and office support work, including at least two years in organising and coordinating high‑level catering services, contract administration and event logistics in a large setting or international organisation.Languages : Working knowledge (proficiency – level C) of English and intermediate proficiency – level B of another official FAO language (Arabic, Chinese, French, Russian or Spanish).IT Skills : Very good knowledge of MS Office applications, Internet and office technology.Residency : Candidates must be nationals of the country of the duty station or possess an existing visa/work permit and reside within commuting distance of the duty station at the time of the application.CompetenciesResults FocusTeamworkCommunicationBuilding Effective RelationshipsKnowledge Sharing and Continuous ImprovementTechnical SkillsThorough knowledge of corporate computerized financial/travel/human resources systems.Thorough knowledge of the organisational structure, administrative procedures and policies and matters of protocol.Ability to work independently, manage multiple tasks under pressure and liaise effectively across organisational units.Desirable Qualifications And SkillsFamiliarity with FAO procurement rules.Knowledge of European food legislation and HACCP implementation.Experience working with external service providers in a contractual framework.Working knowledge (proficiency – level C) of Italian.Job PostingJob posting date: 11/Nov/2025Closure date: 03/Dec/2025, 12:59:00 AMJob type: Staff positionGrade level: G‑6Primary location: Italy, RomeDuration: Fixed‑term: one year with possibility of extensionEEO StatementFAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture.Qualified female applicants, qualified nationals of non‑and under‑represented Members and persons with disabilities are encouraged to apply.Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold FAO’s values.FAO, as a specialised agency of the United Nations, has a zero‑tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.All selected candidates will undergo rigorous reference and background checks.All applications will be treated with the strictest confidentiality.FAO staff are subject to the authority of the Director‑General, who may assign them to any of the activities or offices of the Organization.Seniority LevelMid‑Senior levelEmployment TypeFull‑timeJob FunctionManagement and Manufacturing; 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