Guesthouse Services Coordinator

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 and official processes as required; • 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; • Ensure that UN Volunteers are provided all necessary security measures as per the United Nations Security Management System (UNSMS); • 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).

Under the supervision of the admin specialist, the Guesthouse Assistant is responsible for managing and coordinating various aspects of guesthouse operations, including bookings and rooms occupancy, check-in/out processes, facility maintenance, housekeeping, food management, accounts and billing, and continuous improvement. This role requires excellent organizational and communication skills, attention to detail, and a strong focus on delivering exceptional guest experiences. The Guesthouse Assistant will work closely with the guesthouse management team and staff to ensure efficient operations and high guest satisfaction. Responsibilities: 13. Booking and Rooms Occupancy Management: • Manage guest bookings, reservations, and inquiries through various channels (phone, email, online platforms). • Ensure accurate and up-to-date availability of rooms and maintain reservation systems. • Monitor room occupancy, optimize revenue by managing room rates and discounts, and implement strategies to maximize occupancy. • Collaborate with the housekeeping team to coordinate room cleaning and prepare rooms for guest arrivals. 14. Check-in/Check-out Processes: • Ensure smooth and efficient check-in and check-out procedures for guests. • Greet guests upon arrival, handle registration processes, and provide necessary information about guesthouse facilities and services. • Process guest payments, including cash handling, credit card transactions, and invoicing. • Maintain accurate records of guest information, payments, and preferences. 15. Facility Maintenance: • Conduct regular inspections of guesthouse facilities to identify maintenance needs and ensure they are properly addressed. • Coordinate with maintenance staff or external contractors to resolve issues promptly. • Maintain records of maintenance activities, including repairs, inspections, and preventive maintenance schedules. • Implement procedures to ensure the safety, security, and proper functionality of all guesthouse facilities and equipment. 16. Housekeeping: Supervise and coordinate housekeeping activities, including room cleaning, laundry services, and inventory management of supplies. • Ensure high standards of cleanliness and hygiene are maintained throughout the guesthouse. • Develop and implement housekeeping procedures and standards to optimize efficiency and effectiveness. 17. Food Management: • Oversee food management operations, including menu planning, ordering, inventory control, and quality assurance. • Collaborate with kitchen staff to ensure efficient food preparation and delivery, considering guest preferences and dietary requirements. • Monitor food costs, minimize waste, and maintain appropriate stock levels. • Address guest feedback and implement improvements to enhance food quality and service. 18. Accounts and Billing: • Assist with financial operations, including accounts payable and receivable, invoicing, and billing procedures. • Maintain accurate records of financial transactions and reconcile any discrepancies. • Collaborate with the accounting department to prepare financial reports and budgets as required. • Ensure compliance with accounting policies and procedures. 19. Continuous Improvement: • Continuously assess guest feedback, reviews, and suggestions to identify areas for improvement. • Develop and implement initiatives to enhance guest experiences and exceed their expectations. • Collaborate with the guesthouse management team to identify and implement process improvements and operational efficiencies. • Stay updated with industry trends, best practices, and regulations related to guesthouse operations.

• Professionalism: demonstrated understanding of operations relevant to UNICEF Sudan; technical capabilities or knowledge relevant or transferrable to UNICEF Sudan procedures and rules; discretion, political sensitivity, diplomacy and tact to deal with clients; ability to apply good judgement; ability to liaise and coordinate with a range of different actors, especially in senior positions; where appropriate, high degree of autonomy, personal initiative and ability to take ownership; resourcefulness and willingness to accept wide responsibilities and ability to work independently under established procedures; ability to manage information objectively, accurately and confidentially; responsive and client-oriented; • Integrity: demonstrate the values and ethical standards of the UN and UNICEF Sudan in daily activities and behaviours while acting without consideration of personal gains; resist undue political pressure in decisionmaking; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt action in cases of unprofessional or unethical behaviour; does not abuse power or authority; • Teamwork and respect for diversity: ability to operate effectively across organizational boundaries; excellent interpersonal skills; ability to establish and maintain effective partnerships and harmonious working relations in a multi-cultural, multi-ethnic, mixed-gender environment with sensitivity and respect for diversity; sensitivity and adaptability to culture, gender, religion, nationality and age; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of UN operations; ability to achieve common goals and provide guidance or training to colleagues; • Commitment to continuous learning: initiative and willingness to learn new skills and stay abreast of new developments in area of expertise; ability to adapt to changes in work environment. • Planning and organizing: effective organizational and problem-solving skills and ability to manage a large volume of work in an efficient and timely manner; ability to establish priorities and to plan, coordinate and monitor (own) work; ability to work under pressure, with conflicting deadlines, and to handle multiple concurrent projects/activities; • Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports; ability to conduct presentations, articulate options and positions concisely; ability to make and defend recommendations; ability to communicate and empathize with staff (including national staff), military personnel, volunteers, counterparts and local interlocutors coming from very diverse backgrounds; capacity to transfer information and knowledge to a wide range of different target groups; • Flexibility: adaptability and ability to live and work in potentially hazardous and remote conditions, involving physical hardship and little comfort; to operate independently in austere environments for protracted periods; willingness to travel within the area of operations and to transfer to other duty stations within the area of operations as necessary;

Required Education Level: Bachelor's degree Required Experience: 5 years Bachelor in business administration or equivalent; additional education in hospitality or related field is a plus. • Experience of 10 years in guesthouse or hotel management is required. • Proven experience in guest service or hospitality roles, preferably in a guesthouse or hotel setting. • Excellent interpersonal and communication skills. • Strong organizational and multitasking abilities. • Attention to detail and problem-solving skills. • Knowledge of reservation and property management systems. • Familiarity with food handling, safety, and hygiene practices. • Proficiency in using accounting software and basic understanding of financial procedures. • Ability to work effectively in a team and independently. • Flexibility to work in shifts, including weekends and holidays. • Fluency in Arabic and English.

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own housing and other living essentials.