Administration Officer, (Guesthouse Manager) NOA at World Food Programme (WFP)

Requisition: # 60563
Location: Maiduguri, Borno

Job Purpose

• To support the delivery of quality, customer-focused, value for money administrative services that enable staff in country/location operations to deliver food assistance to beneficiaries, in line with WFP’s strategy.

Organzational Context

• These jobs are found in Country Offices (COs), Regional Bureaux (RBs), and Headquarters (HQ). Job holders in the field typically report to the Country Director or the designate. Job holders in RBs or HQ typically report to a more senior Administration Officer. Job holders are likely to be working under the supervision of a more experienced staff member, receiving guidance and regular feedback on work performed.
• The Guest House Manager will manage the two guest houses in Maiduguri and to provide support to Damaturu guesthouse.

Key Accountabilities (not all-inclusive)

• Supervise support staff at the guest house, such as chefs, cleaners/housekeepers, and direct their daily duties;
• Keeping track of lodging inventory;
• Ensure e-booking accommodation is carried out timely.
• Ensure monthly rent for guesthouse occupants is communicated to finance unit timely.
• Keep proper record of guesthouse revenues and expenditures.
• Control daily guesthouse purchases food and NFIs.
• Carry out physical inventory of all guesthouse assets, food and NFIs.
• Maintain sufficient fuel stock and proper record of fuel supply.
• Keep proper records of Gen set maintenance.
• Keep inventory record of guesthouse assets by sticking item list on each room.
• Prepare guesthouse staff duty roster list, and staff attendance.
• Check guesthouse security guards attendance books.
• Prepare guesthouse monthly financial report.
• Train guesthouse cleaners.
• Liaise with all service providers on service related to guesthouse.
• Report any major faults related to the premises to the landlord timely.
• To ensure that SOPs governs the guesthouse is properly communicated to the guests and implemented.
• To provide weekly guesthouse operational report to CO Admin unit which will be shared with HQs Global accommodation.
• Others as required and as assignerd by supervisors.

Functional Capabilities
Purpose:

• Understand and communicate the Strategic Objectives: Understands WFP’s Strategic Objectives and the link to own work objectives.
• Be a force for positive change: Flexibly adapts individual contributions to accommodate changes in direction from supervisors and internal/external changes (such as evolving needs of beneficiaries, new requirements of partners).
• Make the mission inspiring to our team: Recognizes and shares with team members the ways in which individual contributions relate to WFP’s mission.
• Make our mission visible in everyday actions: Sets own goals in alignment with WFP’s overall operations, and is able to communicate this link to others.

People:

• Look for ways to strengthen people's skills: Assesses own strengths and weaknesses to increase self-awareness, and includes these in conversations on own developmental needs.
• Create an inclusive culture: Participates in open dialogue, and values the diverse opinion of others, regardless of background, culture, experience, or country assignment.
• Be a coach & provide constructive feedback: Proactively seeks feedback and coaching to build confidence, and develop and improve individual skills.
• Create an “I will”/”We will” spirit: Participates in accomplishing team activities and goals in the face of challenging circumstances.

Performance:

• Encourage innovation & creative solutions: Shows willingness to explore and experiment with new ideas and approaches in own work.
• Focus on getting results: Consistently delivers results within individual scope of work on time, on budget and without errors.
• Make commitments and make good on commitments: Commits to upholding individual accountabilities and responsibilities in the face of ever-changing country or functional priorities.
• Be Decisive: Makes rational decisions about individual activities when faced with uncertain circumstances, including in times of ambiguity regarding information or manager direction.

Partnership:

• Connect and share across WFP units: Seeks to understand and adapt to internal or cross-unit teams’ priorities and preferred working styles.
• Build strong external partnerships: Demonstrates ability to understand and appropriately respond to and/or escalate needs of external partners.
• Be politically agile & adaptable: Portrays an informed and professional demeanor toward internal and external partners and stakeholders.
• Be clear about the value WFP brings to partnerships: Provides operational support on analyses and assessments that quantifies and demonstrates WFP’s unique value as a partner.

Stardard Minimum Qualifications
Education:

• University Degree in Business/Public Administration, Engineering, or other relevant field relating to Office Management and Administration.
• Language: Fluency (level C) in English language

Experience and Skills:

• 3-5 years’ experience in hospitality/facility management business.
• Computer literate (basic knowledge only)
• Able to operate effectively and efficiently in a high-pressure and fast-paced department in which often involves rapid change
• Strong communication skills and willingness to follow-up with individuals and departments to achieve goals
• Able to operate effectively and efficiently in high security environments
• Knowledge and experience of field emergency operations, particularly with WFP, the United Nations or International Organisations
• Demonstrable experience in working in multi-disciplinary teams
• Be physically fit and mentally resilient
• Has gained experience in administration.
• Has demonstrated a high level of proficiency in WFP administrative operating standards in day to day work.
• Has provided coaching or training to new staff members within area of expertise.

Other Specific Job Requirement
Special Skills:

• Has gained experience in administration.
• Has demonstrated a high level of proficiency in WFP administrative operating standards in day to day work.
• Has provided coaching or training to new staff members within area of expertise.
• Patient personality able to deal with guesthouse occupants;
• Good communication skills, able to create clear and open lines of communication between self and residents to ensure that all needs and problems are handled quickly and efficiently;
• Strength of character and high level of responsibility, able to provide guidance regarding house rules and regulations.
• Ability to work in flexible time schedules.

Desired Experience for entry into the Role
Capability Name:

• Description of the behaviour expected for the proficiency level
• Business Support Services & Reporting: Applies strong ability to identify country level requirements and develop customer focused solutions and action plans. Communicates data-based findings in a highly impactful way that is tailored to the audience.
• Internal Controls & Risk Management for Administration and Engineering: Utilises understanding of risk management approaches and internal controls to monitor projects and programmes to confirm regulatory compliance, ensure data integrity and ensure client satisfaction.
• Resource Management for Administration and Engineering: Monitors trends in staffing and resource usage to anticipate and escalate potential issues to programme leaders and key clients.
• Specialised Knowledge in Administrative Services: Applies advanced theoretical understanding of administration best practice, concepts and principles and thorough knowledge of WFP standards, processes and infrastructure to ensure continuous improvement in the provision of efficient and effective administration services, resolving complex issues as they arise.
• Customer Focus: Proactively monitors performance and delivers high quality service to meet the needs of customers, requesting customer feedback and taking ownership of customer problems that arise. Pre-empts needs of customers based on experience.

Terms and Conditions

• Qualified female candidates are encouraged to apply.
• Only Nigerian national are eligible to apply for this position.
• Applications are to be submitted online only (in English).
• Only shortlisted candidates will be contacted at each stage of the process.
• Canvassing of any form is strictly prohibited.
• Candidates gound engaging in the practice will be disqualified immediately.