Premises
The FAO policy on country office premises envisages that FAO's first priority is to seek the provision of appropriate office space by the government free-of-charge. It is considered an added advantage if such premises are within the Ministry of Agriculture (and/or Forestry/Fisheries). The premises must comply with the Minimum Operating Security Standards and should be inspected and approved by the local UNDSS authority.
If the government is not in a position to provide suitable accommodation, premises can be rented on the private market upon approval by the Regional Office in view of the budgetary implications.
In case of need to move to new premises, the FAOR should immediately inform the relevant Regional Office with copy to OSD, CSDU, CIO ([email protected]) and CSAI (if necessary due to any renovation work to be carried out). Before approving the move, the Regional Office will have to verify that security clearance has been obtained and that other considerations, such as the cost of renovations and ICT requirements, have been taken into consideration. Under no circumstances can FAO become owner (or co-owner) of premises.
- IFAD Agreement
- UN Common Premises
- Equipment
- Rental Contracts
- Structural Issues
IFAD Agreement
Latest content update: 10/02/2015
The International Fund for Agricultural Development (IFAD) and FAO have entered into a broad bilateral understanding of cooperation and consultation by framework agreement in 1977.
Since 2007, the two agencies have also been in cooperation in relation to FAO willingness to provide office space and administrative/logistic support to IFAD in a number of countries.
The last global framework agreement between IFAD and FAO to set forth general principles and terms related to FAO’s Representations providing Office Space to IFAD’s Country Offices was signed on 27 February 2013. It covers the following topics:
- IFAD’s staff (internationally and nationally recruited)
- Allocation by FAO of office space and management of the premises
- FAO national staff employed in the IFAD country office
- Disclosure policy
The Framework Agreement has to be complemented by a country-specific agreement in those duty stations where FAO is hosting IFAD. A sample agreement is herewith provided in English.
The guidelines provided by the FAO Office of Support to Decentralized Offices (OSD) are meant for use by FAO Representations. They complement the principles stated in the framework agreement, by providing additional information on how the FAO-IFAD country office arrangements are to be managed, mostly in relation to the financial requirements.
UN Common Premises
Latest content update: 10/02/2015
The FAO policy on UN Common Premises can be summarized as follows: Whenever FAO enjoys free-of-charge premises provided by the government, the decision to join UN common premises should be taken after making a detailed comparative cost analysis and on condition that the government either provides financial support or compensates FAO for the loss of the free premises through an adequate contribution towards the common services costs. In case FAO rents commercial premises, the decision to join common premises should not result in a cost increase for the Organization.
Although FAO cannot own (or co-own) premises, in exceptional cases, it may agree to contribute towards the construction costs of UN Common Premises and, subsequently, rent suitable office space from the owner (usually UNDP) at a nominal value. In addition, FAO does not normally contribute to the renovation costs of UNDP's existing offices.
Equipment
Latest content update: 10/02/2015
Generator
When the provision of the Generator is a MOSS compliance requirement in a given country, the cost of the generator is shared between the FAOR Network and the Field Security (administered by CSDU) budgets, on a 70/30 basis. Funds from the FAOR network should cover running costs (fuel, maintenance and repair).
Rental Contracts
Latest content update: 10/02/2015
All Representations must record and regularly update the information on premises in COIN, and attach the contract agreement (government, UN or commercial). The Regional Offices will monitor the data quality in COIN.
Support for Infrastructure Projects, Renovations, Building Maintenance and other related structural initiatives in Decentralized Offices
Latest content update: 23/08/2016
Infrastructure and Facilities Management (CSAI) is available to provide guidance and support to decentralized offices for issues related to their premises. They are available to provide guidance on everything from construction projects and structural reviews to energy efficient initiatives and building maintenance. Please access their website here.
Key contacts:
[email protected] (CSAI Secretary)
[email protected] (Chief CSAI)
[email protected] (CSAI Field Projects Officer)