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USAID 2019/04A Project Management Assistant

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Organization : USAID
Type : Nonprofits / องค์กรไม่แสวงหาผลกำไร
Date : 30 Apr 2019
View : 1575

Deadline : 28 / May / 2019

Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/

 

I. GENERAL INFORMATION

1. SOLICITATION NO.: USAID 2019/04A

2. ISSUANCE DATE: April 30, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: May 28, 2019/11:59PM Bangkok, Thailand local time

4. POSITION TITLE: Project Management Assistant

5. MARKET VALUE: THB 628,040 – 1,099,076 per annum equivalent to FSN-8 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/RDMA. Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE: Five (5) years initial contract. The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to continued need of the position and availability of funds.

7. PLACE OF PERFORMANCE: USAID/RDMA, Bangkok, Thailand with possible travel as stated in the Statement of Work.

8. SECURITY LEVEL REQUIRED: The successful candidate shall be required to obtain a Security Certification for Employment from Regional Security Office.

9. STATEMENT OF DUTIES

9.1. General Statement of Purpose of the Contract  

The incumbent is responsible for providing a full range of administrative, office management, and general service activities in support of the Office of U.S. Foreign Disaster Assistance (OFDA)/East Asia and Pacific Region (EAP) Regional Office. The position is expected to report to the Senior Regional Advisor (SRA) for the EAP region. In the event that OFDA responds to a natural disaster or complex emergency, the incumbent may deploy to the field or Washington, D.C. to serve as an Administrative Officer on USAID Disaster Assistance Response Teams (DARTs) or Response Management Teams (RMTs). Work on a response can be complex and requires a higher level of knowledge and skills and can occur in a challenging work environment at a much faster pace than in a typical office environment. Given that disasters can happen at any time and anywhere, the incumbent should be prepared to assist the OFDA team in the region to respond to a disaster at any time, seven days a week, and be prepared to deploy as necessary. The incumbent position requires an individual to work effectively under extreme pressure with little to no oversight and maintain/retain the strictest confidence.

9.2. Statement of Duties to be Performed 

Office Administration and Management  (40%)  

  • Oversees and coordinates administrative office management and support activities for the Regional Office, and performs a wide variety of office management and administrative duties to ensure the smooth, effective and efficient operation of the office;  
  • Implements and manages an up-to-date official and filing system in compliance with Agency and OFDA-specific requirements;
  • Coordinates all travel-related documents, leave schedules, and arranges Travel Authorizations and travel voucher processing for OFDA/EAP Staff;
  • Oversees and provides logistical support for OFDA temporary duty (TDY) staff and other OFDA visitors;
  • Manages the requisition of office supplies and routine maintenance of office equipment;
  • Assists in translations (written and verbal); draft letters, memos, emails and reports as required.
  • Prepares the relevant data for Purchase Order (POs) for procurement of local services, equipment and office supplies, follows up with the appropriate functional office in the processing of POs, and liaises with USAID/RDMA service providers as required.
  • Provides backstop support for the OFDA/South Asia (SA) Regional Office.

Budget Development and Financial Management  (30%)

  • Responsible for maintaining and tracking the OFDA/EAP Regional Office’s Operating Budget and Administrative Funds, inclusive of International Cooperative Administrative Support Services (ICASS), and preparing all the OFDA/EAP Regional Office’s financial transactions (car rental, local procurement, official cell phone bills), ensuring proper approvals have been obtained and thoroughly documented, and rules and regulations concerning the functions of financial management are strictly followed, including the timely submission of cash vouchers to the Office of Financial Management (OFM).
  • In conjunction with the Program Operations Assistant from the OFDA/SA Regional Office, maintains and tracks the OFDA/Bangkok’s operating budget and administrative funds, inclusive of ICASS, and prepares all of the OFDA/EAP’s financial transactions.
  • In conjunction with USAID staff in the Philippines, provides administrative support and maintains and tracks operating budget and administrative funds, inclusive of ICASS, for additional OFDA staff based in Manila.
  • In conjunction with the Administrative Assistant from the OFDA/Jakarta Sub-Regional Office, provides administrative support and maintains and tracks operating budgets and administrative funds, inclusive of ICASS, for additional OFDA staff based in Jakarta, Indonesia, and Majuro, Republic of Marshall Islands, and provide backstop support for the OFDA/Jakarta Sub-Regional Office.

Field-Washington Relationships, Coordination adn Communication  (20%) 

  • Overrsees management responsibility for organizing all seminars and meetings sponsored by the OFDA/EAP Regional Office, such as Mission Disaster Relief Officer Consultations and OFDA Proposal Guidelines Workshops. Prepares drafts and/or reviews of official invitation letters; completing participant travel arrangements and organizing and preparing briefing materials and/or packages.
  • Identifies appropriate meeting/conference facilities and the principal liaison with the hotel staff at conference sites. The incumbent may also travel to the site, when/as appropriate, to review/inspect facilities and finalize requirements for the conference package contracts.

OFDA Response Developments  (10%) 

  • Ensures availability to work extra hours and travel on an urgent basis during OFDA disaster responses in the Region.
  • Works in situations of urgency and stress during disaster events providing high levels of administrative support.
  • Serves as an Administrative Officer on a Disaster Assistance Response Team (DART), for short-term and long-term deployments which could exceed two months.
  • Manages an OFDA motor pool operation and supervise the driver(s) assigned during time of emergencies whenever a DART is activated.
  • Serves as an Administrative Officer on a Response Management Team (RMT) in the OFDA Operations Center in Washington, D.C., for short-term and long-term deployments which could exceed two months.
  • While serving on an RMT, provides technical guidance to RMT and DART members regarding staffing, travel, contracting and fiscal requirements and procedures.
  • Transmits fund-cite cables as needed to the relevant embassy for use by the DART in funding administrative expenses.
  • Coordinates security clearances, country clearances, visas, travel authorization, transportation, lodging and communications equipment for DART staff. 

The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

9.3. Supervisory Relationship The incumbent reports to Senior Regional Advisor (SRA) for East Asia and Pacific or his/her designee. 

9.4. Supervisory Controls  The supervision of other USAID staff is not contemplated.

10. AREA OF CONSIDERATION: This position is open to Cooperating Country National (CCN). Thai citizen or other country citizen lawfully admitted for permanent Thai residence is eligible to apply. Please note that USAID is not able to sponsor candidates for a Thai residency permit.

11. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

12. POINT OF CONTACT: Natthika Changprasert/RDMA HR Assistant.

 

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: College or University Studies in social sciences, public/business administration, international affairs/relations or related field is required.

2. Experience: A minimum of three (3) years of specific and progressively more responsible experience in the field of secretarial, administrative or office management with a Foreign Assistance Agency and/or other international organization(s). 

 

III. EVALUATION AND SELECTION FACTORS

1. Experience (40 points): Experience in the field of secretarial, administrative or office management with a Foreign Assistance Agency and/or other international organization(s)..

2. Knowledge (30 points): Solid knowledge of secretarial and office administration best practices and related-clerical functions within an office setting such as record management, travel arrangement, and correspondence management is required. Knowledge and understanding of accounting practices as well as budgeting and reporting are also required.

3. Skills and Abilities (30 points): Ability to deliver a broad range of secretarial and administration functions with high quality while applying critical thinking skills to solve problems is required. The ability to work effectively in a team environment is required. The incumbent must be able to work calmly, tactfully, and effectively under pressure and to demonstrate extreme flexibility to manage more than one activity at a time in the performance of daily administrative office management duties and responsibilities. Strong organizational, communications, and inter-personal skills are required for the maintenance of productive working relationships within the Regional Office and the interaction with appropriate individual(s), offices and departments within USAID/RDMA and USAID/Washington (as appropriate) on a myriad of subjects and/or issues pertaining to office administration and management. Must possess knowledge and skills of using computers and office software such as Microsoft Word, Excel, Power Point, e-mail, and Google applications. Able to learn and use Agency specific software related to the work area with efficiency is required.

4. Language: Level IV – Fluent in Thai and English with a valid TOEIC score of 855 is required .

SELECTION PROCESS:

To be considered for candidacy, applicants must address each criterion in their application as to how they meet the minimum qualifications required for the position mentioned in Section II, Item 1-2. If the application submitted fails to demonstrate eligibility, the application will be marked unqualified. It is the responsibility of the applicant to provide all pertinent information.

Applications will be initially screened and scored for eligibility in accordance with the evaluation factors and points mentioned in Section III, item 1-3. Top-ranked candidates who meet the minimum qualification will be given a recruitment test. Applicants with passing marks from the recruitment test and with a valid TOEIC score mentioned in Section III, item 4 will be invited for an interview. Only shortlisted candidates for final interview will be notified of the selection result. The recruitment test and the interview will be structured around the evaluation factors mentioned above and will be conducted in USAID/RDMA Bangkok, Thailand. Reference checks will be conducted once the applicant pool is narrowed down to the top candidate(s). References may be obtained independently from other sources in addition to the ones provided by an applicant.

USAID/RDMA reserves the right to select additional candidates if vacancies become available during future phases of the selection process.

 

IV. TO APPLY

Please follow the check lists and submission guidelines, posted on the official website:https://th.usembassy.gov/embassy-consulate/jobs/usaid-job-vacancies/ carefully and submit complete application package thru RDMArecruitment@usaid.gov before the deadline.

  Failure to follow the instructions will invalidate your application.

Contact : RDMArecruitment@usaid.gov

เจ้าหน้าที่ประจำสำนักงาน / Officer

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