Business Support Assistant (Guesthouse Management) G5

Job Description

ORGANIZATIONAL CONTEXTThese jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders performing front office management functions typically report to the Deputy Directors or Head of Offices. In cases where these positions support a specific business stream, the reporting line may be to the Head of Unit, Chief, or the designate.At this level job holders are expected to take responsibility for completion of a range of business support activities requiring some interpretation of standard guidelines/practices. Job holders are able to recommend a course of action to staff at various levels and may allocate tasks to more junior colleagues.JOB PURPOSEUnder the direct supervision of Administrative Associate, the Administration Assistant (Guesthouse Management) will work in WFP Accommodation facilities in Sana?a and shall perform the following duties:KEY ACCOUNTABILITIES (not all-inclusive)

• Collate information for inclusion in reports, documents and correspondence, to support the effective work of other staff.
• Respond to standard queries and provide timely and accurate guidance.
• Process and manage routine administrative and financial tasks in various functional areas, to contribute to the effective and timely management of resources.
• Manage and maintain records and databases, to ensure information is organised and readily available for staff.
• Maintain relationships with a range of individuals through provision of business support to assist in information sharing and service delivery to staff.
• Proof-read reports, documentation, correspondence, etc., making changes in line with established guidelines where appropriate.
• Contribute to improvement of business procedures and processes.
• Collect and perform basic analysis of data to contribute to quality business information management.
• Provide guidance to junior colleagues in performing their duties.

SPECIFIC KEY ACCOUNTABILITIES? Serve as WFP accommodation focal point for WFP provided accommodation facilities, ensuring thatrooms are properly maintained and guests are assisted before and during their stay, maintainappropriate and close coordination with external parties and contractors;? Supervise and manage the performance of external suppliers to ensure high quality and reliable servicesto the residents- housekeeping, catering, etc.? Ensure full inventory and management of NFIs in WFP rooms, apartments and common areas andperform regular physical inventory;? Ensure proper management of apartments? access cards and keys;? Ensure timely maintenance and cleaning of meeting rooms, office and terrace areas, ensuring fullreadiness for events;? Communicate and coordinate any support required from contractors and ETC staff throughout theevents, and timely attend to any urgent needs.? Provide regular reports to the Supervisor on the AOR.General Administration:? Manage occupancy and efficient allocation of rooms; ensure booking requests are received/processedthrough the Humanitarian Booking Hub;? Define service requirements (cleaning, catering, maintenance and sanitation, security, utilities,transport, NFIs, etc.);? Work in close collaboration with Engineering and Security Units to ensure efficient management of thepremises as well as adequacy and safety of fixtures;? Use the Digital Office within the Humanitarian Booking Hub for booking, occupancy and reporting;? Maintain records of all accommodation management-related income and expenditures.Maintenance:? Conduct regular inspections to ensure quality standards are met, proper supplies and services areavailable, and furniture and equipment are in good working order;? Work closely with the contractors and ensure adequate infrastructure maintenance schedules are inplace and adhered to;? Ensure regular supply, treatment and servicing of all water and sanitation related equipment, includingseptic tanks;? Perform regular checks of emergency food/hibernation kit, fire extinguishers, first aid kits, ETBs, etc.;? Ensure that contingency food stocks are properly stored and keep a tracking system updated andmonitored; plan for the timely replenishment of the stocks.? Oversee and coordinate the maintenance of equipment with relevant units;? Explore possible green waste disposal options.Contract Management:? Propose solutions for cost-effective and high quality and timely services; perform market searchas/when required;? Monitor and evaluate contracted work ensuring that contractors? performance is in accordance withprescribed requirements and deliverables; apply Key Performance Indicators to monitor anddemonstrate achievement of agreed service levels and lead improvement initiatives;? Timely address all inconsistencies and, as/when required, escalate issues to the direct supervisor.Customer Service:? Establish a solid feedback mechanism with the residents;? Keep good communication with the residents and address any concern in a polite and timely manner;? Take swift actions on complaints and recommend improvements;? Maintain record of all incidents and ensure timely remedial actions.Perform other Units as required by the Administration Officer.

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