Facilities Management Associate

Overview FAO's commitment to environmental sustainability is integral to our strategic objectives and operations. The Infrastructure Services (CSLI) within the Logistics Services Division (CSL) maintains the headquarters premises and provides services to FAO employees. CSLI supports FAO Decentralized Offices in facilities maintenance, technical projects, infrastructure activities and technically innovative systems to reduce their carbon footprint. It coordinates the special safety projects funded by the Government of Italy and drives the implementation of 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 Purpose The Facilities Management Associate (Catering) leads and coordinates the catering functions of the Organization. He/she ensures the smooth flow of office work and information related to catering by setting priorities and organizing day-to-day work. The role requires in-depth knowledge of catering procedures and practices and the incumbent provides procedural guidance to managers and staff in the office or location. Supervision Received/Exercised The Facilities Management Associate (Catering) reports to the Facilities Management Officer, manager of the catering contract. Work is performed autonomously, with initiative and independent judgment. Supervision focuses on facilitating service delivery. The incumbent may supervise other office support staff and provide relevant guidance and training. Working Relationships The incumbent maintains a wide range of contacts with managers, staff and counterparts within and outside the Organization. Work relations may be at a high organizational level, requiring very good communication skills and experienced handling of issues. 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 provision, 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, including liaison with catering providers, internal units, and other technical teams (e.g., electricians, carpenters, cleaners, porters). Serve as focal point within CSLI for both clients and CSLI staff in the organization of meetings and events, coordinating catering contractors as well as support service providers (cleaning, porterage, electricians, elevators, etc.) to ensure smooth and timely service delivery. Act as focal point for internal requests and feedback on provision; 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 provision related to 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, briefing notes and other documents; review documents and make changes to their format or style in accordance with standard practices; conduct research and prepare briefing materials for the supervisor; provide informal translations into another official language. Perform other duties as required.Impact Of Work The incumbent's work directly supports the smooth and efficient operations of the Office and plays a lead role in coordinating and providing office support services for the Division's mandate. Candidates Will Be Assessed Against The Following Minimum RequirementsEducation: Secondary School Education. Experience: Five years of relevant experience in management and office support work, including at least two years in organizing and coordinating high-level provision, catering provision and catering contract administration, and event logistics, in a large setting or in an international organization. Languages: Working knowledge (proficiency - level C) of English and intermediate knowledge (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: General Service Staff are recruited locally. To be eligible for this position, 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. "Commuting distance" means the distance within which staff members can travel daily between their place of work and their residence.CompetenciesResults Focus Teamwork Communication Building Effective Relationships Knowledge Sharing and Continuous ImprovementTechnical SkillsThorough knowledge of corporate computerized financial/travel/human resources systems. Thorough knowledge of the organizational structure, administrative procedures and policies and matters of protocol. Ability to work independently, manage multiple tasks under pressure, and liaise effectively across organizational 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 of Italian.Additional Information Call For Expressions Of Interest - Vacancy Announcement. Job Posting: 27/Jan/2026. Closure Date: 18/Feb/2026, 1:59:00 AM. Organizational Unit: CSLID. Job Type: Staff position. Type of Requisition: General Service. Grade Level: G-6. Primary Location: Italy-Rome. Duration: Fixed term: one year with possibility of extension. Post Number: . CCOG Code: 2102. FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture. Qualified female applicants and qualified nationals of underrepresented groups are encouraged to apply. All selections are subject to rigorous reference and background checks and adhere to FAO’s integrity standards. FAO staff may be assigned to any activity or office of the Organization. FAO’s commitment to environmental sustainability is integral to our strategic objectives and operations. FAO, as a UN Agency, supports the transformation to more efficient, inclusive, resilient and sustainable agri-food systems to leave no one behind. #J-18808-Ljbffr