Guest House Assistant

Organizational Context

The World Health Organization (WHO) is a United Nations agency dedicated to promoting global health, preventing disease, and ensuring everyone has an equal chance for a healthy life. Founded in 1948, WHO connects nations and partners to safeguard health, respond to emergencies, and advance healthier lives from pregnancy through old age. This role operates within WHO's mission to achieve good health for all through science-based policies and programs.

Job Purpose

The Guest House Assistant will support the Administrative Assistant and Senior Operations Officer in ensuring efficient guest house operations and high guest satisfaction. This role involves managing bookings, coordinating housekeeping, maintaining accurate records, and overseeing facility maintenance. The incumbent will also supervise outsourced staff and service providers, assist with purchasing, and support event organization. The position requires independent work with the ability to escalate complex issues, contributing to the smooth and timely execution of guest house functions and the overall efficiency of the designated area.

Responsibilities

Manage guest bookings, reservations, and inquiries via phone, email, and online platforms. Monitor room occupancy and implement strategies to optimize revenue. Coordinate with housekeeping for room cleaning and preparation for arrivals. Maintain accurate guest records, including payments and preferences. Conduct regular facility inspections to identify and address maintenance needs, keeping records of all maintenance activities. Supervise and coordinate housekeeping, laundry services, and inventory management. Collaborate with management to improve processes and operational efficiencies. Oversee all service requests, distributing tasks to supervisees. Monitor contracted service providers for compliance and recommend corrective actions. Support purchasing of necessary items and services for building maintenance. Assist in organizing events and receptions at the Country Office. Supervise outsourced building management staff, organizing work plans and requesting additional resources. Prepare requisitions, ensure purchase orders are issued, and create receipts for delivered goods and services. Monitor service provider performance for quality and compliance. Perform other assigned tasks.

Work Experience

Requires 3 years of experience, with 4 years of relevant experience being desirable. Direct experience in a similar role is highly valued. Knowledge of WHO's mandate or experience with UN organizations, international institutions, or NGOs is an asset. Proficiency in computer skills (Word, Excel, PowerPoint) and the ability to work effectively in challenging, multicultural environments are essential.

Skills

Key competencies include effective communication, fostering teamwork and integration, producing results, and self-management. Specific skills areas include administration, communication, advocacy, public information, facilities management, and shelter. The role requires self-motivation, the ability to work with minimal supervision, and meet tight deadlines.

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