Please follow the check lists and submission guidelines, posted on the official website:
I. GENERAL INFORMATION
1. SOLICITATION NO.: 72048621R10014
2. ISSUANCE DATE: July 30, 2021
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 19, 2021/11:59PM Bangkok, Thailand local time
4. POSITION TITLE: REXO Human Resources Assistant (Classification, Training and Awards)
5. MARKET VALUE: THB 727,921 – 1,273,860 per annum equivalent to FSN-9 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: The United States Agency for International Development/Regional Development Mission for Asia (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
This position is a Human Resources (HR) Assistant (Classification, Training, and Awards) in the Human Resources Section of the Regional Executive Office (REXO), USAID/RDMA. The incumbent is responsible for delivering a wide range of human resources activities to RDMA and client Missions/Offices and is the main Point of Contact (POC) for position classification, training and staff development, awards, and organizational management support. The incumbent provides advice and technical guidance on human resources matters and performs a variety of administrative personnel tasks. The incumbent manages a myriad of human resources duties and responsibilities for position classification processes and documentation, staff training/development policy and procedures, and the award program, including information management and customer service.
9.2. Statement of Duties to be Performed
A. POSITION CLASSIFICATION: (35%)
• Serves as the Mission Point of Contact (POC) for the FSN position classification actions.
• Advises Mission staff on position description (PD) writing and updating and provides guidance to supervisors in completing the required documents for FSN position classification.
• Reviews and analyzes position description, Job Discussion Help Sheet (JDHS) and other required documents to ensure accuracy and completeness of information, and to validate the appropriateness and consistency of job elements for the position being described.
• Conducts job interview to validate and/or obtain additional information about the position.
• Submits the PD classification request package to the assigned HR Support Unit for Asia (HRSU/Asia). Monitors progress for each action based on the established timeline.
• Develops and maintains a filing system for the master file of FSN PDs classified and ensures that the employees and supervisors have an updated copy.
• Advises supervisors on required documentation and approval process to add or delete staff positions; establishes new FSN positions in Oversea Personnel System (OPS) personnel system upon receiving the approval document. Reviews and updates position elements in OPS after PD update and re-classification are completed.
• Maintains and updates the mission FSN classification trackers; summarizes classification status for HR Management Specialist review monthly.
• Communicates with supervisors regularly throughout the classification process to ensure timely response to questions and completion of the reclassification. Establishes and maintains effective communication with HRSU.
• Notifies requesting office upon classification completion.
• Stays abreast of the latest classification guideline and provides updates to concerned parties. Ensures and regularly reviews the work process to ensure highest efficiency and compliance to the regulations.
• Serves as Alternate POC for USPSC/TCN market rate determination. The incumbent is responsible to provide advice on development of the PD and Scope of Work (SOW), reviews the PD and supporting documentation, and discusses with the supervisor to ensure information accuracy. Drafts market rate determination memorandum (evaluation and analysis) for supervisor review and EXO’s approval.
B. MISSION TRAINING AND AWARD COORDINATOR: (35%)
1) Training and Development
• Serves as the Mission Coordinator for Staff Training and Development. Provides guidance on Mission Training Plan for mission staff. Coordinates with relevant offices on training budget, office training plans, and approval process.
• Reviews proposed office training plan and confirms whether there is any in-house training opportunity at ARTC; consolidates all office training plans into a mission training plan; identifies high demand courses and makes recommendations if courses should be hosted at the mission or ARTC.
• Organizes/convenes the Training Committee meeting. Coordinates with the Training Committee Chairperson and prepares the agenda and supporting documentation, committee meeting notes/minutes and other internal communication to facilitate approval and announcement of approved training plan.
• Monitors changes to the approved training plan and budget. Prepares periodic reports for the Training Officer and Training Committee Chairperson to address concerns/ or organization issues.
• Processes Authorization, Agreement, and Certificate of Training (SF-182) form and Continue Service Agreement (CSA) while reviewing compliance with regulations and mission procedures.
• Coordinates the entire process for the Agency Leadership training program.
• Conducts a training needs survey and participates in the analysis of training needs of Mission staff. Partners with Asia Regional Training Center (ARTC) to identify training and development needs of mission staff. Prepares responses to training surveys and to other data calls.
• Keeps abreast of changes to relevant policies, regulations, and procedures at both Mission level and in the Agency; provides Mission staff and client missions with qualified advice and guidance.
• Processes and administers Continuing Education Program (CEP) Support for FSN employees.
• Develops effective induction programs and new employee orientation programs; administers and coordinates FSN rotation and promotes knowledge sharing programs.
• Promotes USAID development resources provided by the Agency, such as the online English program, staff care program, employee relations resources, and career development program.
• Coordinates with the Embassy Post Language Program Coordinator on Thai Language Program. Advises Mission staff on Thai Language Program procedure and registration process. The incumbent is responsible for administering the USAID Flexible Language Program for USDHs/USPSCs.
• Supports HR in development and delivery of homegrown training and knowledge sharing sessions. Communicates, interprets, and reinforces HR policy. Implements new initiatives and improve/streamline processes.
• Maintains up-to-date records of each employee’s training. Maintains an up-to-date training database for all training for RDMA and client Mission staff. Produces training reports, training material, and presentations as required.
2) Awards Program Administration
• Serves as the Mission Awards Program coordinator for RDMA and client missions. Processes and administers all award nominations including USAID Agency Award program, Inter-Agency Award Program (Embassy Award), and Mission In-House Award Program (Special Acts/ On The Spot Award/Time Off/Certificate of appreciation) – plans and calls for nominations; ensures the eligibility of employee aligns with each award category and no duplication of recognition for the same accomplishment, ensures the award justification meets award criteria; ensures cash
amount proposed is aligned with Embassy and Agency policy and cash is obligated; ensures award is submitted on time; organizes, communicates, and/or facilitates award presentation; follows-up on award payment, procures supplies for award purposes and reviews payments of supplies purchased.
• Remains informed of the applicable regulation and processes, both at Posts and in the Agency, to be able to provide Mission staff with qualified advice and guidance on awards.
• Maintains and updates the employees’ awards database and tracks cash awards to ensure that the approved amounts are within the limit for each employee per fiscal/calendar year; ensures all Post approved awards for USDH are sent and recorded in employee file in Washington.
• Monitors years of service of local employees and ensures that those who are due to receive length of service awards are included in the Embassy’s biannual awards ceremony.
• Facilitates client missions’ award process, funding action and records keeping.
C. INFORMATION MANAGEMENT, SPECIAL PROJECTS, AND CLIENT SUPPORT SERVICE: (30%)
• Reviews position data in the OPS system and ensures accuracy and consistency of data maintained in OPS.
• Provides response to OPS data exercises. Responds HR position/staffing data exercises from State/HR, HCTM and/or the Asia Bureau in Washington.
• Provides support in maintaining, collecting, updating individual office/mission organization charts/staffing pattern.
• Provides support in reviewing requests for organizational changes, develops reorganization plans and prepares required documentation.
• Supports special HR projects, prepares ad-hoc HR reports, presentation, and communication material to support the implementation of new project roll-out or new Mission’s initiatives.
• Provides cross over HR support to other teams during the peak season of workload or implementation of new project as assigned.
• Provides ad-hoc support and/or surge support to client missions seeking for classification POC services.
• Provides technical assistance to client missions seeking for SME advice in CCN classification, Award Administration, Training Administration, and OPS.
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 directly to the Regional Human Resources Management Specialist.
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: Kevarin/RDMA Human Resources Assistant, e-mail RDMArecruitment@usaid.gov
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
1. Education: A minimum of bachelor’s degree in Human Resources Management/Development, Business/Public Administration, Social Sciences or Arts is required.
2. Experience: A minimum of three (3) years of progressively responsible for human resources management or development functions in an international organization is required.
3. Language: Level IV – Fluent in speaking/reading/writing in Thai and English (a valid TOEIC score of 855 or USAID-administered English Level IV is required)
III. EVALUATION AND SELECTION FACTORS
Application Rating System
The application rating system factors are used to determine the competitive ranking of qualified applicants in comparison to other applicants. Applicants must demonstrate the rating factors outlined below within their application and/or resume, as they are evaluated strictly by the information provided. The rating factors are as follows:
1. Experience (30 points):
Additional points will be given for relevant experience above the minimum requirement of 3 years of experience in human resources management or development functions in an international organization.
2. Knowledge (35 points):
Demonstrates broad HR knowledge and organization management, such as job evaluation, recruitment, employment, compensation, training and development, or employee engagement and relations. Familiar with standard concepts, practices, and procedures within a scope of work.
3. Skills and Abilities (35 points):
• Demonstrates excellent interpersonal skills with the ability to establish and maintain effective working relationships with others.
• Demonstrates good presentation skills and proven ability to communicate and manage well at all levels of the organization.
• Demonstrates an ability to have professional maturity and to work with diverse cultures; must have respect for people and must be a team player.
• Demonstrates strong organizational, time management, and customer service skills, and has an ability to work accurately and meet deadlines with frequent interruptions.
• Demonstrates strong diagnostic, problem-solving, and analytical skills. Must be able to exercise good judgment and discretion in handling confidential materials and matters.
• Demonstrates detail and process-oriented abilities but flexible and adaptable to organization needs. Demonstrates an ability to adapt to changes in work environment, work assignments, and/or changes in priorities. Demonstrates an ability to maintain productivity in a fast-paced environment undergoing organizational changes.
• Demonstrates abilities to learn and apply a variety of policies and procedures, to enforce compliance to applicable laws, regulations, guidelines, policies, procedures and practices.
• Demonstrates knowledge and skills of using computers and office software, such as Microsoft word, Excel, power point, e-mail, and Google applications. Must be able to effectively learn and use Agency specific software related to the work area.
Total Application Rating: 100
Recruitment Test: 100
Interview Performance: 100
Total Possible Points: 300
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 in accordance with evaluation factors and points mentioned in Section III, item 1-3. Shortlisted candidates will be given a recruitment test.
Applicants with passing marks from the recruitment test and either 1) a valid TOEIC score or 2) USAID-administered English Level IV mentioned in Section II, item 3, will be invited for an interview. The recruitment test and the interview will be structured around the evaluation factors mentioned above. The successful candidate will be selected based on a review of his/her qualifications, work experience, knowledge, skills and abilities; a written test; an interview; and the results of reference checks. References may be obtained independently from other sources in addition to the ones provided by an applicant.
Contact : RDMArecruitment@usaid.gov