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USAID 2019/16 Secretary

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Organization : USAID
Type : Nonprofits / องค์กรไม่แสวงหาผลกำไร
Date : 3 May 2019
View : 923

Deadline : 16 / 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 2019/16

2. ISSUANCE DATE: May 3, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: May 16, 2019/11:59PM Bangkok, Thailand local time

4. POSITION TITLE: Project Management Assistant

5. MARKET VALUE: THB 514,115 – 899,709 per annum equivalent to FSN-7 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.

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 serves as a Secretary in the Executive Office (EXO), United States Agency for International Development/Regional Development Mission Asia (USAID/RDMA). The position is responsible for providing secretarial and administrative assistance Mission-wide as the need arises to ensure continual office operations. The Secretary will also work on special projects and provide daily support to EXO when workload exceeds capacity. The incumbent must understand 1) basic technical aspects of all programs within the Mission and act as a liaison, specifically with respect to program and outreach coordination; and 2) basic Human Resources (HR) operations to provide HR administrative support. The position reports to HR Specialist (Recruitment and Operations Team Lead).

9.2. Statement of Duties to be Performed 

Secretarial and Office Administration   (30%)  

  • Manages and maintains the Office Director’s and the Deputy Office Director’s working calendars. Responds to incoming and outgoing invitations regarding official functions on behalf of Office Director and Deputy Office Director as assigned.
  • Receives and screens incoming calls and visitors, determines appropriate level of required response. Makes referrals to appropriate staff and/or provides requested information.
  • Schedules appointments, prepares agendas and meeting arrangements. Ensures office staff members remain cognizant of the date/times of schedules and appointments.
  • Reads and screens incoming correspondence and documents; establishes and maintains document log-in/log-out/tracking system for the office; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate mail/materials to Office Director or other office staff.
  • Drafts, reviews, proofreads, and edits correspondence/documents which must pass through/from the Office Director and Deputy Office Director. Ensures correct formatting, punctuation, capitalization, paragraphing, spelling, grammar, content, attachment and clearance are in accordance with USAID and/or Mission correspondence protocol.
  • Maintains official/working files in compliance with Agency-specific File Management guidelines and maintains up-to-date document tracking system to ensure that all data, information, and records can be easily access. Responsible for the office’s annual file plan and vital record submission.
  • Serves as the Office Timekeeper. Ensures Time and Attendance (T&A) data is submitted correctly and in a timely manner. Ensures post differential for offshore staff is opened and closed accurately when employee performs international travel. Coordinates with the main Timekeeper in the Office of Financial Management (OFM) to resolve T&A issues.
  • Monitors and fulfills office supplies and equipment requests on a regular basis to ensure a constant stock of office supplies and equipment. Prepares Procurement Request (PR) including supporting documents to procure products and/or services for the office.
  • Prepares all documentation for reimbursements to office members for allowances and other official expenses; including petty cash reimbursement, public vouchers, and travel vouchers. Submits vouchers and supporting documents for approval and for payment processing.
  • Assists office members, short-term contractors, student interns, US summer hire students, and/or Temporary Duty (TDY) employees on matters relating to onboarding, check-in and check-out process. 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;  

Travel Arrangement   (30%) 

  • Prepares travel arrangements, both domestic and international trips, for the office members. The duties include – prepare documents and coordinate actions to obtain Travel Authorization (TA) prior to all official travels; facilitate the process of obtaining visas, travel and Country Clearance (eCC) and other required travel documents for travelers; reserve flights and accommodations according to the approved itinerary; ensure Health and Accident Coverage Insurance (HAC) or travel insurance are made for local staff before travels; and provide others support for official/entitlement travel when necessary such as coordinating inter-city transportation, car rental, or communicate with traveler and family members in an event of emergency on travel matters.
  • Prepare and monitor administrative and oversight budgets for travel.

Liaison and Outreach Coordination  (20%) 

  • Serves as an office liaison relaying information about the office ensuring the information is distributed correctly, on timely basis and in a professional manner.
  • Maintains contact with the office members traveling on official duty. Forwards and/or relay messages, and ensures appropriate action is taken in a timely manner.
  • Supports office’s outreach activities such as virtual meeting arrangement, updating/maintaining information, and/or gathering/distributing/sharing information, article, or publication as assigned.
  • Maintains up-to-date lists of names and contact information of Ministers, Government Officials, Implementing Partners, contractors, members of the Diplomatic Corps and any other institutions.
  • Provides administrative assistance in organizing meetings, conferences, seminars, and workshops which may include preparing briefing materials and/or packages; reserving rooms; ensuring the meeting facility fulfills the requirements and functions effectively; and provides all related logistical support related to conferences and events and participants.
  • Supports office on special project such as file deposition, data entry, and research assistance.
  • Provides translation and interpreting services on occasion. Sources and recommends translation and interpretation services as assigned.
  • Participates and represents in an event, meeting, or working group on the new Agency/Mission/Office’s policies, or initiatives as assigned. Provide inputs pertaining to his/her area of expertise.

HR and EXO Office Support   (20%)  

  • Supports HR team in various HR projects, such as the Thai intern program, new employee orientation, and HR workshops.
  • Provides basic HR advice to internal and external customers such as HR processes and Points of Contact (POC), job openings and recruitment status.
  • Coordinates general recruitment process, such as schedule appointments for recruitment test/interview, proctor written test, escort candidates in/out of USAID premise.
  • Assists with HR filing to include new employee check-in sheets, emergency contact information sheets, Alternate Work Schedule (AWS) approval memos, telework approval memos, and certification letters. 
  • Provides back up support during the absence of EXO Administrative Assistant and during times when EXO secretarial/admin workload exceeds normal amounts. 
  • Serves as a Receptionist as requested by EXO during staff shortages. Duties include:
         o Greet visitors and directs authorized visitors to the proper offices, verifying appointments and arrangin for escort as necessary
         o Answer the phone and directs callers to appropriate staff person, take complete and accurate messages. 
         o Response to inquiries concerning a wide variety of topics, utilizing personal knowledge of USAID, U.S. Embassy and associated agency organizations,   functions, programs, services, and personnel.

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

9.3. Supervisory Relationship The incumbent reports to Human Resources Specialist (Recruitment and Operations Team Lead) or his/her designee and/or the supervisor to whom temporarily assigned.

9.4. Supervisory Controls  Full 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: Completion of minimum of two years College or University Studies in Business Administration, Human Resources, or relevant studies in Arts or Social Sciences is required.

2. Experience: A minimum of three (3) years of experience in the field of secretarial, office administration, human resources, or project coordinator with Government, non-government organization (NGO), donor, or international organization is required.

 

III. EVALUATION AND SELECTION FACTORS

1. Experience (30 points): Experience in the field of secretarial, office administration, human resources, or project coordinator with Government, non-government organization (NGO), donor, or international organization is required.

2. Knowledge (30 points): 

  • Solid knowledge of secretarial and office administration’s best practice, and related-clerical functions within an office setting such as records management, travel arrangements, and correspondence management are required. 
  • Good knowledge and understanding of host country’s operational environment such as culture, transportation and government/non-governmental entities are required.

3. Skills and Abilities (40 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.
  • Excellent communication and interpersonal skills are required. Demonstrate clear and effective use of language in appropriate to the context of the situation are required.
  • Ability to multi-task, identifying priorities and readjusting them as needed; allocating proper amount of time and resources for each task and carry until completion is required.
  • Ability to collaborate with others as a team, placing the team agenda before a personal one, truly valuing others’ inputs, and willing to take shared responsibility are required.
  • Must be flexible and adaptable to organization needs and ready to be deployed to different work environment, assignments, and/or changes in priorities.
  • Must be able to exercise good judgement and discretion in handling HR confidential materials.
  • Excellent customer service skill is required.
  • Ability to learn and use office software such as Word, Excel, Power Point, e-mail, Google applications and Agency specific software.

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://the.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 ผู้ช่วย / Assistant

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