Administrative Assistant, GS5 (Guesthouse), Temporary Appointment (364 days), Khartoum, Sudan

Organizational Context

UNICEF works in over 190 countries and territories to save children’s lives, defend their rights, and help them fulfill their potential, from early childhood through adolescence. At UNICEF, we are committed, passionate, and proud of what we do for as long as we are needed. Promoting the rights of every child is not just a job – it is a calling.

Job Purpose

The Administrative Assistant (Guesthouse) will be responsible for managing the financial and administrative operations of the UNICEF guesthouse in Khartoum, Sudan. This role is crucial for ensuring the smooth and efficient functioning of the guesthouse, providing a comfortable and secure environment for UNICEF staff and visitors. The incumbent will handle guest accommodation fees, service charges, and maintain accurate financial records. They will also be responsible for monitoring utilities, fuel consumption, and coordinating with service providers to ensure uninterrupted services. This position requires meticulous attention to detail, strong organizational skills, and the ability to manage multiple tasks effectively in a dynamic environment. The Administrative Assistant will play a key role in supporting the guesthouse operations and contributing to the overall mission of UNICEF in Sudan.

Responsibilities

The Administrative Assistant will manage all financial transactions related to the guesthouse, including collecting accommodation fees and service charges, issuing official receipts, and maintaining a daily cashbook. They will reconcile daily occupancy with payments received, prepare draft invoices for guest stays, and track outstanding payments, reporting any delays to the supervisor. Verification of supplier invoices for services like cleaning, maintenance, and utilities against agreed rates will be a key duty. The role also involves maintaining proper filing of all financial documents for audit purposes and assisting the Finance department during periodic reconciliations. Furthermore, the Administrative Assistant will monitor utilities and fuel consumption by maintaining daily/weekly records of meter readings and generator operating hours, managing fuel logs, and coordinating fuel deliveries. They will track the availability of essential services like power, water, and internet, reporting any outages immediately and maintaining copies of utility bills for processing. Coordination with service providers to address any disruptions in service will also be part of the responsibilities. The incumbent must ensure all financial documents are complete, signed, and properly archived.

Work Experience

A minimum of three years of relevant administrative and financial experience, preferably in a hospitality or guesthouse setting. Experience with UNICEF or other UN agencies is an advantage.

Skills

Financial record keeping, Cash management, Invoice processing, Supplier invoice verification, Record keeping and filing, Utility and fuel monitoring, Coordination with service providers, Attention to detail, Organizational skills, Communication skills, Basic accounting principles, Proficiency in MS Office

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