Hardship Level (not applicable for home-based)

E (most hardship)

Non Family with Residential Location

CONTR Local Entry and Mid-Level Support

2024-04-30

May 20, 2024

PROJECT BACKGOUND

UNHCR Sub Office in Jamjang is situated in Jamjang County, Ruweng Administrative area, South Sudan. The Office and accommodation cover an area of approximately 1.8 square kilometers. This compound is divided into 5 equal units covering Office space, National staff accommodation, international staff accommodation, rub hall office stores area and the UN peace keeping mission compound. Currently the office run a UNHCR Guesthouse with a capacity of 85 accommodation units that accommodates both International and National staff. The Office area consist of 26 office space units and 2 security Bankers. Consistent with UNHCR standards, facilities of this magnitude and capacity requires a dedicated compound manager to ensure smooth operation, hygienic cleaning and housekeeping and accountability of the resources to guarantee a healthy work and living space for staff.
In line with the above and to adequately implement this project, there is a high need to recruit a Compound Manager Assistant Individual Service Contractor to cover the duties and responsibilities listed below.

TERMS OF REFERENCE

Under the direct supervision of the Administrative Associate, the Compound Manager- Individual Service Contractor will undertake the following tasks:
Ensures that all offices and accommodation rooms are dusted and clean at least once a day specifically before occupancy by the assigned user.
Ensure that rules and regulations governing the utilization of UNHCR accommodation and office facilities are adhered to by the respective occupants.
Prepare a list of consumables required for office and guesthouse cleaning indicating quantity and specification of each item and submit to the administration for procurement.
Prepare a list of appliances, furniture, utensils, and linen required in each room as per UNHCR global staff accommodation policy and submit to admiration procurement.
Supervise the daily work of the cleaning staff and ensure that the facilities are hygienically clean and healthy for inhabitance.
Constantly liaise with the manager and or supervisor of the cleaning service provider to guarantee that there are no gaps in the provision of cleaning services and correct any shortfall that may occur.
Monitor the use of cleaning supplies and cleaning process to ensure that both cleaning material, office resources and staff personal effects are accounted for at any given time.
Participate in the preparation of memoranda of understanding for co-location and implementation between UNHCR and co-locating agencies.
Ensure that waste is timely collected at least twice a day and promptly disposed of by the contracted service provided.
Prepare annual plan for procurement of guesthouse furniture, equipment, appliances, and linen and submit to administration for inclusion in the annual procurement plan of the office.
Assist the office arrange hospitality for events, conferences, group seminars, meetings, staff recreation and donor missions.
Monitor staff movement to adequately manage available accommodation rooms and properly calculate accommodation fees for each staff.
In consultation with the position supervisor, manage reservations for the conference room and accommodation facilities on a priority basis.
Supervise minor premises maintenance activities and provide guidance on housekeeping activities.
Advice newly recruited personnel on UNHCR general premises occupancy rules and regulations.
Draft accommodation contracts between each staff and the organization.
Prepare biannual reports on UNHCR provided accommodation
Perform other duty as required by supervisor.

DESIRE EDUCATION QUALIFICATION AND EXPERIENCE
 Completion of secondary education with advanced training certificates in Business / Public Administration, Accounting, Management, Economics or Professional training in Hotel / Hospitality Management or related fields
 At least 3 years working in expertise within the private sector, International Non-Governmental Organization (INGO) or the United Nations with progressive experience in providing hospitality for big group of people or managing a huge accommodation or office facility.
 Proven ability to deal with complex situation especially last-minute demands and multiple tasks in a courteous and service-oriented manner.
 Knowledge of UNHCR or UN system, procedures, and operational activities especially within in an emergency setting would be an asset.

Standard Job Description

Required Languages

,

,

Desired Languages

English

,

,

Additional Qualifications

Skills

Compound Management, Office Administration

Education

Certifications

Other information

This position doesn’t require a functional clearance

Home-Based

No