Facilities Management Associate (Catering)

Job Posting Organization:
The Food and Agriculture Organization (FAO) of the United Nations is dedicated to achieving security" style="border-bottom: 1px dotted #007bff !important;">security" style="border-bottom: 1px dotted #007bff !important;">food security for all and ensuring that people have regular access to enough high-quality food to lead active, healthy lives. Established in 1945, FAO has grown to include 194 member countries, two associate members, and one member organization, the European Union. The organization operates in over 130 countries worldwide, employing approximately 12,000 staff members. FAO's mission emphasizes the importance of sustainable agricultural practices and environmental stewardship, aiming to eradicate hunger, food insecurity, and malnutrition globally.

Job Overview:
The Facilities Management Associate (Catering) plays a crucial role in leading and coordinating the catering functions within the FAO. This position is essential for ensuring that the catering services provided meet the organization's standards and operational needs. The incumbent is responsible for overseeing the daily operations related to catering, which includes managing contracts, ensuring compliance with policies, and providing guidance to staff and managers. The role requires a comprehensive understanding of catering procedures and practices, as well as the ability to prioritize tasks effectively. The Facilities Management Associate will work autonomously, demonstrating initiative and independent judgment while also supervising other office support staff. The position demands excellent communication skills and the ability to maintain relationships with various stakeholders both within and outside the organization.

Duties and Responsibilities:
The Facilities Management Associate (Catering) has a wide range of responsibilities, including:

• Providing operational and administrative support for managing institutional catering contracts, ensuring adherence to FAO policies and contract terms.
• Coordinating procurement activities related to catering, including preparing technical specifications, cost estimates, and tender documents in collaboration with the Procurement Services.
• Participating in the technical evaluation of bids and assisting in drafting selection reports and communications with caterers.
• Monitoring contract implementation, performance indicators, and service levels, and drafting correspondence to caterers and internal stakeholders.
• Conducting inspections of food and beverage services to ensure compliance with hygiene, quality, and presentation standards, including adherence to HACCP regulations.
• Coordinating logistical arrangements for internal events, liaising with catering providers and other technical teams.
• Serving as the focal point for clients and staff in organizing meetings and events, ensuring smooth service delivery.
• Reviewing contractor staffing levels and training plans, ensuring alignment with contractual provisions.
• Maintaining updated databases on contracts, costs, events, and supplier performance, and providing inputs for regular reporting. 1
• Supporting the cost recovery process for FAO and non-FAO events, including invoicing and tracking reimbursements. 1
• Ensuring timely updates of the catering intranet site and user documentation. 1
• Supporting corporate initiatives aimed at reducing emissions and increasing efficiency. 1
• Training and guiding support staff and junior colleagues as required. 1
• Preparing reports, correspondence, and briefing materials for the supervisor, and providing informal translations as needed. 1
• Performing other duties as required.

Required Qualifications:
Candidates must possess a secondary school education and have a minimum of five years of relevant experience in management and office support work. This experience should include at least two years in organizing and coordinating high-level catering provision, catering contract administration, and event logistics, preferably in a large setting or within an international organization. Candidates should also have a working knowledge of MS Office applications and office technology, as well as a general understanding of corporate computerized financial, travel, and human resources systems.

Educational Background:
The minimum educational requirement for this position is a secondary school education. Additional certifications or training in catering management, hospitality, or related fields may be advantageous but are not explicitly required.

Experience:
The position requires a minimum of five years of relevant experience, with at least two years specifically focused on catering provision and contract administration. Experience in event logistics within a large organization or international setting is highly desirable. Candidates should demonstrate the ability to manage multiple tasks under pressure and liaise effectively across various organizational units.

Languages:
Candidates must have a working knowledge (proficiency - level C) of English and intermediate knowledge (intermediate proficiency - level B) of another official FAO language, which may include Arabic, Chinese, French, Russian, or Spanish. Proficiency in Italian is considered a desirable qualification.

Additional Notes:
This position is classified under the General Service Staff category, and candidates must be nationals of Italy or possess a valid visa/work permit and reside within commuting distance of the duty station at the time of application. The role is full-time, and the incumbent will be expected to work autonomously while also collaborating with various teams and stakeholders. The position may involve training and supervising junior staff, and candidates should be prepared to engage in continuous improvement initiatives aligned with the Corporate Environmental Responsibility Strategy.