Facilities Management Officer

• Qualified female applicants, qualified nationals of non-and under-represented member countries and person with disabilities are encouraged to apply for this position
• FAO does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

• 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.

The 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.

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

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

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

• 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 and evaluates 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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• Advanced University degree in civil engineering, architecture or related fields;

• Five years of relevant experience in facilities management including maintenance contracts;

• Working knowledge of English and limited knowledge of another FAO official language (Arabic, Chinese, French, Russian or Spanish);

• Results Focus

• Teamwork

• Communication

• Building Effective Relationships

• Knowledge Sharing and Continuous Improvement

• Work experience in more than one location or area of work, particularly in field positions is desirable;

• Extent and relevance of experience in maintenance works, office space determination and allocation, ground maintenance, as well as other services and maintenance contracts;

• 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 management of cleaning, gardening and waste disposal contracts of large buildings;

• Extent of knowledge of the UN system rules, policies and practices related to procurement of outsourced facilities management is considered an asset;

• Working knowledge of Italian is considered a strong asset.