Senior Guest House Assistant

Hardship Level (not applicable for home-based)

E (most hardship)

Non Family with Residential Location

UNOPS LICA5

2024-07-01

July 31, 2024

TERMS OF REFERENCE
(Individual Contractor Agreement)

Title: Senior Guest House Assistant
Project: UNHCR Guest House/Facilities Management
Duty station: Kassala, Sudan
Section/Unit: Administration
Contract/Level: Local – Specialist ICA, Level LICA-5
Duration: 01/01/2024, through to 31 December 2024
Supervisor: Administrative Officer, Rupiano Andrew

1. General Background
(Brief description of the national, sector-specific or other relevant context in which the individual contractor will operate)

The Senior Guest House Assistant will work under the direct supervision of the Administrative Officer who defines general work objectives and provides necessary advise and guidance. The incumbent will be based in Sub Office Kassala, and may undertake regular visits to FO Girba to manage Guest House/staff accommodation activities. He/She will normally support the operation in the Administration of UNHCR Guest House/ Staff accommodation, and Office including assessment of security infrastructure needs, overall coordination of facilities maintenance/repair, cleaning services, minor repairs, etc.

The Senior Guest House Assistant has, in addition, regular work relationsgip with third party service providers. He/she will provide assistance, advise, and guidance to the cleaning company and support routine and non-routine issues. Whenever needed he/she can propose to management continuous improvement of the UNHCR provided facilities in accordance to the required standards.

2. Purpose and Scope of Assignment
(Concise and detailed description of activities, tasks and responsibilities to be undertaken, including expected travel, if applicable)

• Manage the accommodation facilities by assigning rooms to guests and maintain a list of guests in the compound,
• Will be granted access to the Humanitarian Booking Hub to manage and monitor bookings,
• occupancy rates, rental income due, expenditures and conformity with Minimum Standards.
• Will be responsible to record reservations in the Humanitarian Booking Hub for Users without a UN e-mail account.
• Will be responsible to generate invoices for all guesthouse users.
• Participate in the assessment of operational and security infrastructure needs in each UNHCR office/guest house premises in the area of responsibility.
• Maintain an up-to-date inventory of all infrastructure and equipments in the facilities.
• Draft procedures and instructions to promote a better understanding of the use of the UNHCR office/guest house premises.
• Actively participate in meetings related to facilities management to ensure that all decisions taken meets the UNHCR’s operational and security requirements.
• Manage directly all related activities connected with the implementation of the required facilities management services in the facilities under his/her responsibility. These may include but are not limited to the facilities maintenance/repair, cleaning services, minor repairs, etc. and ensure upto date facilities cleanliness.
• Liaise with services providers and monitor the implementation of the contracts of external suppliers for the delivery of the above services and advise on, and negotiate if required, the improvement of said contracts.
• Prepare payment schedules for rent payments; prepare off-line requisitions and follow up with purchase orders, maintain records, and distribute invoices to managers for approval; liaise with vendors to clarify and resolve billing discrepancies.
• Undertake other tasks or assignments within his / her area of competence as directed by Supervisor.

3. Qualifications and Experience
(List the required education, work experience, expertise and competencies of the individual contractor. The listed education and experience should correspond with the level at which the contract is offered.)

a. Education (Level and area of required and/or preferred education)
• Completion of the Secondary education; Training/certificate in business administration, Office management, or related field.
b. Work Experience
• Minimum of 3 years previous relevant job experience with high school diploma; or 2 years relevant work experience with Bachelor or equivalent or higher;
• Experience in office administration, facilities management, and maintenance;
• Excellent interpersonal skills and the ability to prioritize and work with staff at all levels in other departments, divisions and vendor organizations;
• Proficiency in using Microsoft Office tools, expert knowledge of MS Excel (including pivot tables);
• Excellent knowledge of English and working language of another UN language
c. Key Competencies
• Accountability: mature and responsible; ability to operate in compliance with organizational rules and regulations;
• Communication: proven interpersonal skills; good spoken and written communication skills, including ability to prepare clear and concise reports;
• 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;
• 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.

Desirable Competencies:

• Knowledge of United Nations administrative and financial rules and procedures. Knowledge of Microsoft Office.
• Exposure to provision of support services in an International Organisation;
. The successful candidate for the a/m position needs to possess excellent communication skills, strong interpersonal skills and highly motivated to support other staff members. He/she should be approachable and a good listener, calm and controlled with ability to work under extreme pressure and handle multiple tasks. Moreover, should have hands-on experience with guesthouse management as well as solid knowledge and understanding of the administrative instruction on UNHCR provided accommodation in the field dated 10 Sept 2019 (UNHCR/AI/2019/8).

Standard Job Description

Required Languages

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Desired Languages

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Additional Qualifications

Skills

Education

Certifications

Other information

NAThis position doesn’t require a functional clearance

Home-Based

No