Guesthouse Coordinator

Volunteering Admin Logistics & Procurement

Overview

Manage all aspects of the guesthouse’s operations and ensure resident satisfaction.

You have:

• Oversee daily operations of the guesthouse and ensure smooth functioning.
• Supervise check-in and check-out processes for guests.
• Ensure compliance with health, safety, hygiene, and security standards.
• Coordinate maintenance and repairs with external vendors.
• Maintain records on guest activities and incident reports.
• Foster resident wellbeing and address their concerns.
• Demonstrate strong collaboration and teamwork abilities.
• Ability to adapt to and work in challenging environments.
• Strong interpersonal and communication skills.
• Familiarity with computer programs, including MS Office.
• Commitment to UNICEF values and volunteerism.

Contract

This is a UNV National Specialist contract. This kind of contract is known as National UN Volunteer. It is normally only for nationals. More about UNV National Specialist contracts.

• UN Volunteers should be provided equal duty of care as extended to all host entity personnel. Host entity support to the UN Volunteer includes, but is not limited to: •Introductory briefings about the organisation and office-related context including security, emergency procedures, good cultural practice and orientation to the local environment; •Support with arrival administration including setting-up of bank accounts, residence permit applications and completion of other official processes as required by the host government or host entity. •Structured guidance, mentoring and coaching by a supervisor including a clear workplan and performance appraisal. •Access to office space, equipment, IT support and any other systems and tools required to complete the objectives of the assignment including a host entity email address. •Access to shared host entity corporate knowledge, training and learning; •Inclusion of the volunteer in emergency procedures such as evacuations. •Leave management. •DSA for official travel, when applicable. •All changes in the Description of Assignment occurring between recruitment and arrival or during the assignment need to be formalized with the United Nations Volunteer Programme; •Investigate misconduct: sharing reports with the UNV; •Provide emergency assistance, e.g. the death of volunteer or medical evacuation, in collaboration with UNV. Accept letters of guarantees or potential liabilities for covering medical costs not claimable under medical insurance in extraordinary situations (e.g. isolation facilities` services during pandemics).

1. Oversee Daily Operations: Manage all aspects of the guesthouse’s day-to-day functioning, including accommodation arrangements, housekeeping, catering coordination, and maintenance to ensure a safe, clean, and welcoming environment for residents.
2. Resident Services & Check-in/Check-out: Supervise guest arrivals and departures, maintain updated guest registers, allocate rooms according to UN bookings hub, and ensure residents are briefed on guesthouse rules and policies, emergency procedures, and amenities.
3. Facility Maintenance & Upkeep: Regularly inspect the premises to ensure rooms, common areas, and equipment are in good condition; coordinate timely repairs and preventive maintenance with the ancillary service providers; maintain an inventory of furniture, fixtures, supplies, and consumables.
4. Health, Safety, and Security Compliance: Ensure all health, hygiene, fire safety, and security (in coordination with the security section) standards are met in line with UNICEF guidelines; conduct periodic safety drills; coordinate with the Security Section to address risks and emergencies.
5. Vendor & Service Coordination: Liaise with external contractors for services such as cleaning, catering, laundry, pest control, and minor repairs; monitor quality and compliance with agreed standards and timelines.
6. Budget & Cost Control: Track and report on guesthouse-related expenses; ensure cost-efficient use of resources while maintaining service quality; support procurement processes for supplies and services.
7. Record Keeping & Reporting: Maintain up-to-date records on occupancy, maintenance requests, incidents, and supply usage; prepare periodic reports for the Administration Section, highlighting trends, issues, and recommendations for improvement.
8. Resident Wellbeing: Address resident concerns promptly and professionally; foster a respectful and cooperative atmosphere; ensure communal facilities are safe, functional, and inclusive.
9. Policy Compliance & Communication: Enforce UNICEF guesthouse policies, including rules on visitors, use of facilities, and quiet hours; communicate updates or changes in procedures to residents in a timely manner.
10. Collaboration: Work closely with the Administration, Security, and Operations Sections, as well as other UNICEF sections and field offices, to ensure smooth coordination and effective service delivery in line with organizational objectives.

Furthermore, UN Volunteers are encouraged to integrate the UN Volunteers programme mandate within their assignment and promote voluntary action through engagement with communities in the course of their work. As such, UN Volunteers should dedicate a part of their working time to some of the following suggested activities:

• Strengthen their knowledge and understanding of the concept of volunteerism by reading relevant UNV and external publications and take active part in UNV activities (for instance in events that mark International Volunteer Day); • Be acquainted with and build on traditional and/or local forms of volunteerism in the host country; • Provide annual and end of assignment self- reports on UN Volunteer actions, results and opportunities. • Contribute articles/write-ups on field experiences and submit them for UNV publications/websites, newsletters, press releases, etc.; • Assist with the UNV Buddy Programme for newly arrived UN Volunteers; • Promote or advise local groups in the use of online volunteering or encourage relevant local individuals and organizations to use the UNV Online Volunteering service whenever technically possible.

The incumbent demonstrates strong professional competencies aligned with UNICEF values, including: • Professionalism & Integrity: Applies sound judgment, maintains confidentiality, and upholds UN/UNICEF ethical standards. • Collaboration & Partnerships: Works effectively with diverse teams, builds strong partnerships, and respects cultural and gender diversity. • Results & Strategic Thinking: Drives impactful results, embraces change, and manages complexity. • Communication & Learning: Communicates clearly, transfers knowledge effectively, and adapts to evolving environments. • Flexibility & Commitment: Operates independently in challenging conditions, willing to travel or relocate, and embodies UNICEF’s mission and voluntary engagement principles.

• UN or other international development organization. • Excellent oral and written skills; excellent drafting, formulation, reporting skills. • Excellent interpersonal skills; culturally and socially sensitive; ability to work inclusively and collaboratively with a range of partners, including grassroots community members, religious and youth organizations, and authorities at different levels; familiarity with tools and approaches of communications for development; • Ability to work and adapt professionally and effectively in a challenging environment; ability to work effectively in a multicultural team of international and national personnel; • Solid overall computer literacy, including proficiency in various MS Office applications (Excel, Word, etc.) and email/internet; familiarity with database management; and office technology equipment; • Self-motivated, ability to work with minimum supervision; ability to work with tight deadlines; • Sound security awareness. • Have affinity with or interest in humanitarian volunteerism as a mechanism for durable development, and the UN System.

UNICEF is currently expanding its operations in different states across the country, and in some states like PortSudan, Kassala, Gadarif, Wad Medani, Omdurman, Dongola and Atbarah National staff and NUNVs are expected to find accommodation Road networks are also opening, especially in the Eastern and northern states of the country. There also UNDSS approved flights both UNHAS and other commercial flights providing air services to different states. Sudan is predominantly Muslim country and Alcohol is prohibited; candidate will need to familiarize themselves with the cultural normal of the country. Sudan being a semi desert, the weather is usually

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Potential interview questions

Added 7 months ago - Updated 6 months ago - Source: unv.org