Guesthouse Services Coordinator - UNICEF | Port Sudan

 Guesthouse Services Coordinator - UNICEF | Port Sudan

Guesthouse Services Coordinator - UNICEF | Port Sudan
 Guesthouse Services Coordinator - UNICEF | Port Sudan

منسق خدمات دار الضيافة

Guesthouse Services Coordinator

Advertisement end date:23/05/2024


Description of the assignment title

Guesthouse Services Coordinator

Assignment country


Expected start date


Sustainable Development Goal

9. Industry, innovation and infrastructure

Volunteer category

National UN Volunteer Specialist

Host entity




Expected end date


Number of assignments


Duty stations

Port Sudan


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, and 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 policymakers to help all children realize their rights—especially the most disadvantaged.


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 work plan and performance


• 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

the assignment needs to be formalized with the United Nations Volunteer Programme;

• Investigate misconduct: sharing reports with the UNV;

• Provide emergency assistance, e.g. the death of a 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 room 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.


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


• 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


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


• Ensure compliance with accounting policies and procedures.

19. Continuous Improvement:

• Continuously assess guest feedback, reviews, and suggestions to identify areas for


• Develop and implement initiatives to enhance guest experiences and exceed their


• 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


Eligibility criteria


27 - 80


Candidate must be a national or legal resident of the country of assignment.


Required experience

5 years of experience in 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 the 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 a 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.

Area(s) of expertise

Business management, Administration, Facility management

Driving license



Arabic, Level: Fluent, Required

English, Level: Fluent, Required

Required education level

Bachelor's degree or equivalent in Guest service or hospitality roles, preferably in a guesthouse or hotel setting.

Competencies and values

• 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 judgment; 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

behaviors while acting without consideration of personal gains; resist undue political pressure in decision-making; stand by decisions that are in the organization’s interest even if they are unpopular; take prompt

action in cases of unprofessional or unethical behavior; 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 the area of expertise; ability to adapt to changes in the 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;

Other information

Living conditions and remarks

As this is a national UN Volunteer assignment, the UN Volunteer will be responsible for arranging his/her own

housing and other living essentials.

Inclusivity Statement

United Nations Volunteers is an equal opportunity program that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, and protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.

Reasonable accommodation

UNICEF offers reasonable accommodation for UN Volunteers with disabilities. This may include, for example, accessible software, travel assistance for missions, or personal attendants. We encourage you to disclose your disability during your application in case you need a reasonable accommodation during the recruitment process and afterward in your assignment.

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