Guesthouse Services Coordinator

Details

Mission and objectives

UNICEF is a leading humanitarian and development agency working globally for the rights of every child. Child rights begin with safe shelter, nutrition, protection from disaster and conflict and traverse the life cycle: pre-natal care for healthy births, clean water and sanitation, health care and education. UNICEF has spent nearly 70 years working to improve the lives of children and their families.
Working with and for children through adolescence and into adulthood requires a global presence whose goal is to produce results and monitor their effects. UNICEF also lobbies and partners with leaders, thinkers and policy makers to help all children realize their rights—especially the most disadvantaged.

Context

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).

Task description

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.