Guesthouse Manager - Aden

Aden

Organization: UNDP - United Nations Development Programme
Location: Aden
Grade: Administrative support - GS-7, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Operations and Administrations
- Managerial positions
Closing Date: Closed

Background

UNDP has acquired a new compound in Khormaksar in Aden in which it has offices and guesthouse located. The guesthouse will be residence for its international staff based in Aden, and those on mission. For effective and efficient management of the guesthouse, UNDP will recruit a national Guesthouse Manager to administer the guesthouse.

Under the overall guidance of the Resident Representative (RR), direct supervision of the Operations Manager in Aden Sub-Office, the Guesthouse Manager will be rendering the administrative support to the management of the UNDP guesthouse in the UN Enclave in Aden. The Guesthouse Manager promotes a client, quality and results-oriented approach.

The Guesthouse Manager works in close collaboration with the Operations, Programme and projects staff in the Aden Office and other UN agencies staff to ensure consistent service delivery at the UNDP guesthouse.

Duties and Responsibilities

1) Ensures effective and efficient provision of administrative support services, focusing on achievement of the following results:

Supports the day to day management of the guesthouse
Ensure standards of cleanliness, hygiene and tidiness in all bedrooms, corridors, living rooms and bathrooms and kitchen areas are maintained.
Supervising the daily cleaning of bedrooms, bathrooms, corridor areas to the highest standards. This includes changing bed linen, replacing towels, cleaning bathrooms thoroughly, vacuuming, mopping and dusting daily.
Ensuring the upkeep of vacant rooms, guest property left behind is logged and stored in a secure location.
Resolve guests’ problems or complaints when possible and ensuring management is kept informed.
Maintain the log book for permanent residents, residents on short term missions and ensure international staff get allocated rooms according to the criteria set by office.
Conduct inspection of guesthouse and report to the management the need for upgrades and renovations.

2) Provision of effective and efficient administrative and financial control of the guesthouse, focusing on achievement of the following results:

Implementation of the control mechanism for administrative services, maintenance of administrative control records such as income, commitments and expenditures for the guesthouse.
Maintain log of short-term residents and bills issued in their names to the respective agencies for payment, reconcile the bills against deposits received in the bank for the guesthouse.
The efficient functioning of the online booking system for the guesthouse.
Support in the monthly reconciliations of the guesthouse income with the occupancy records.
Assist in the preparation of the guesthouse budget, audit and other report

3) Provides support to proper supply and assets management, focusing on achievement of the following results:

Proper inventory control, supervision of proper issuance of inventory items and supplies.
Coordinate maintenance and repairs to electrical systems, AC systems, heating/cooling, water and power supply.
Coordination of the provision of reliable and quality supplies.
Coordination of assets management in the guesthouse, timely preparation and submission of periodic inventory reports, coordination of physical verification of inventory items.
In close collaboration of the Security team to ensure safety of the guesthouse residents.

4) Support knowledge building and knowledge sharing in the CO, focusing on achievement of the following results:

Participation in the training for the operations/projects staff on administration.
Sound contributions to knowledge networks and communities of practice.

5) Supports the implementation of operational strategies, focusing on achievement of the following results:

Full compliance of administrative activities with UN/UNDP rules, regulations, policies and strategies;
Provision of inputs to the Guesthouse guidelines on a regular basis;
Provision of inputs in the preparation of administrative team results-oriented work plans
Elaboration of proposals and implementation of cost saving and reduction strategies in consultations with office management.

6) The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that

Human rights and gender equality is prioritized as an ethical principle within all actions;
Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP”;
Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
Differentiated needs of women and men are considered;
Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
Necessary arrangements to provide gender parity within all committees, meetings, trainings etc. introduced.

Competencies

Core
Innovation Ability to make new and useful ideas work	Level 3: Adapts deliverables to meet client needs
Leadership Ability to persuade others to follow	Level 3: Proactively seeks and recognizes contributions of others
People Management Ability to improve performance and satisfaction	Level 3: Appropriately involves team in different stages of work and decision-making
Communication Ability to listen, adapt, persuade and transform	Level 3: Expresses information and views with adaptive reasoning and appreciation for complexity and variation
Delivery Ability to get things done while exercising good judgement	Level 3: Takes responsibility for addressing critical situations and delivering core value

Technical/Functional
Knowledge Management Ability to capture, develop, share and effectively use information and knowledge	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Operational Efficiency Ability to identify and execute opportunities to improve operational efficiency	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Team Building Ability to work effectively with diverse groups of professionals towards common goals	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Communication Ability to effectively communicate intensions and requirements to internal and external stakeholders	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Relation Management Ability to engage and foster strategic partnerships with other parties, Inter-Agency Coordination and forge productive working relationships	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work
Service Delivery Coordination Ability to coordinate and deliver services in line with service level agreements and standards of excellence in UNDP	Level 3: Implement & Manage: Exercises skills and knowledge independently, demonstrating ability to manage self and team responsibilities, in area of work

Required Skills and Experience

Education:

High School Certificate or bachelor’s degree in business administration, hotel management, hospitality or related field.

Experience:

Holder of High School Certificate requires 7 years of management experience in hotel management, planning, budgeting, arrangement and coordination of operational services (Holder of bachelor’s degree require 4 years of experience).
Prior experience with UNDP/UN system would be an advantage.
Experience in the usage of computers and office software packages (MS Word, Excel, etc) and advance knowledge of spreadsheet and database packages, experience in handling of web-based management systems

Language Requirements:

Proficiency in English and Arabic.

Disclaimer

Important applicant information

All posts in the GS categories are subject to local recruitment.

Applicant information about UNDP rosters

Note: UNDP reserves the right to select one or more candidates from this vacancy announcement. We may also retain applications and consider candidates applying to this post for other similar positions with UNDP at the same grade level and with similar job description, experience and educational requirements.

Workforce diversity

UNDP is committed to achieving diversity within its workforce, and encourages all qualified applicants, irrespective of gender, nationality, disabilities, sexual orientation, culture, religious and ethnic backgrounds to apply. All applications will be treated in the strictest confidence.

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This vacancy is now closed.
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