Facilities Management Associate

Organizational SettingOrganizational SettingFAO's commitment to environmental sustainability is integral to our 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.CSLI furthermore coordinates the special safety projects funded by the Government of Italy, which involves upgrading the headquarters buildings to the current safety norms.In addition, it 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 PurposeThe 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 the day-to-day work.The job role requires in-depth knowledge of catering procedures and practices.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.Supervision received is focused on facilitating service delivery.The incumbent effectively organizes and may supervises 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.Work relations may be on 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 both FAO and non-FAO events, including invoicing and tracking reimbursements.Ensure timely updates of the catering intranet site and user documentation.Supports 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 WorkThe incumbent's work impacts directly on the smooth and efficient operations of the Office.He/she plays a lead role in the coordination and provision of the office support services for the successful achievement of the Division's mandate.Candidates Will Be Assessed Against The FollowingMinimum 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 (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: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.Competencies• Results Focus• Teamwork• Communication• Building Effective Relationships• Knowledge Sharing and Continuous ImprovementTechnical Skills• Thorough 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 Skills• Familiarity 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._______________________________________________________________________________________FAO staff are expected to adhere to FAO Values of Commitment to FAO,Respect for All and Integrity and Transparency_______________________________________________________________________________________ADDITIONAL INFORMATION• FAO does not charge a fee at any stage of the recruitment process (application, interview, processing)• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO).The list can be accessed at• The length of the appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to extension of appointments• Appointment will be subject to certification that the candidate is medically fit for appointment, accreditation, any residency or visa requirements, and security clearances.• 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.• No international benefits will be payable as selected candidates are recruited locally and paid in the local currency of the office location• For additional information visit the FAO employment website.#J-*****-Ljbffr