Logistics Management Officer

Rome

Organization: FAO - Food and Agriculture Organization of the United Nations
Location: Rome
Grade: Junior level - P-2, International Professional - Internationally recruited position
Occupational Groups:
- Logistics
- Supply Chain
- Corporate Services Department, CSD
Closing Date: Closed

1A031A03

IMPORTANT NOTICE\: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

The length of appointment for internal FAO candidates will be established in accordance with applicable policies pertaining to the extension of appointments.

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• FAO is committed to achieving workforce diversity in terms of gender and nationality
• People with disabilities are protected from any type of discrimination during any stage of employment, including the recruitment phase
• All applications will be treated with the strictest confidentiality
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.

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Organizational Setting

Infrastructure Services (CSDI) is responsible for the maintenance of the entire Headquarters premises and for providing services to staff. CSDI also assists Decentralized Offices in maintenance activities for spaces of FAO and those related to FAO technical projects. CSDI also coordinates the special infrastructure projects of the Italian Government which involves upgrading the structure of Headquarters premises, including updating the buildings to current safety norms.

Reporting Lines

The Logistics Management Officer reports to the Facilities Management Officer, CSDI.

Technical Focus

Plan and coordinate Headquarters corporate space allocation according to space policies; support and procure office furniture in accordance with internal policies and procedures. Monitors the cleaning, portering, gardening and the waste and recycling contracts, as well as some concessionaires.

Key Results

Plan and coordinate programmes/projects for the administration of physical operations, and contributes to the safety of organization's staff and premises.

Key Functions

determines appropriate space allocation at FAO headquarters in cooperation with departmental space coordinators;
makes recommendations on organization-wide space allocation, providing alternative scenarios to meet user and corporate evolving needs; identifies functional improvements in the office space management system and coordinates their implementation;
prepares advanced planning and timely provision of furniture, supplies and resources required for major corporate meetings and other events;
monitors divisional purchase requests for office furniture and equipment; liaises with suppliers and requesting Divisions to organize the logistics involved in the delivery and assembly;
reviews and coordinates the submission of tender specifications and requirements for office furniture, cleaning and waste disposal contracts as well as other special items, supplies and equipment;
ensures accurate and complete tracking of all CSDI's assets, reporting and internal control systems are functioning and that all relevant records are maintained;
monitors contracts, including the cleaning, portering and gardening contract, the waste removal contract, the office furniture contract, laundry and other services and monitors contractors' performance;
coordinates and supervises daily operations and activities of the CSDI Stockrooms; defines and implements appropriate procedures for the inventory system;
coordinates the daily activities related to office moves and office space activities;
contributes actively to the FAO Corporate Environmental Strategy action plan related to cleaning, gardening, waste management and furniture performs other related duties as required;
performs other duties as required.

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CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Advanced University degree in business administration, design, logistics, civil engineering, architecture or related fields;
Three years of relevant experience in office management administration or related logistical support;
Working knowledge of English and limited knowledge of another FAO official language (Arabic, Chinese, French, Russian or Spanish).

Competencies

Results Focus
Teamwork
Communication
Building Effective Relationships
Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

Work experience in more than one location or area of work, particularly in field positions is desirable;
Extent and relevance of experience in office and facilities management administration, space allocation, logistical support;
Extent and relevance of experience in reading architectural layouts, interior design and maintenance related issues in large office buildings;
Extent and relevance of experience in reviewing and monitoring cleaning, gardening and waste disposal contracts of large buildings;
Extent of knowledge of the UN system rules, policies and practices related to procurement is considered an asset;
Extent and relevance of experience in budget management, accounting and or procurement of outsourced facilities management services.