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REXO Supply Assistant (Building/Property Management), FSN-8

: USAID/RDMA

: Nonprofits / องค์กรไม่แสวงหาผลกำไร

: 830

: 12 September 2023

28 September 2023

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

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72048623R10022

2. ISSUANCE DATE: August 18, 2023

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: September 28, 2023/11:59PM Bangkok, Thailand local time

4. POINT OF CONTACT: Kevarin Phirakansakun / Human Resources Assistant

5. POSITION TITLE: REXO Supply Assistant (Building/Property Management), FSN-8

6. MARKET VALUE: THB 647,007 – THB 1,132,269 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.

7. 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.

8. 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 Duties.

9. ELIGIBLE OFFERORS: This position is opened 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 offerors for a Thai residency permit.

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

11. STATEMENT OF DUTIES 

11.1. General Statement of Purpose of the Contract
The Supply Assistant is located in the Regional Executive Office (REXO), USAID/RDMA. S/he is responsible for the overall management of RDMA Personal Property Management (PPM) of United States Government (USG) owned non-expendable and expendable property and ancillary inventory systems. S/he is responsible for managing personal property records for RDMA offices in Bangkok and client missions/offices. The PPM responsibilities include both non-expendable (NXP) and expendable (EXP) properties. S/he ensures the personal property records are current and properly maintained for the management of USG owned property resources. The duties also include overall management of building facilities and services including coordination with the landlord and Mechanical and Electrical (M&E) contractors on repair/maintenance services. S/he is responsible to ensure the security service and equipment are properly equipped and provided per USG standard.

11.2. Statement of Duties to be Performed
 

A. BUILDING/PROPERTY MANAGEMENT: 50%

• Maintains inventory property records on furnishings and equipment for RDMA offices including Asia Regional Training Center (ARTC) and RDMA’s client missions. 
• Uses the BarScan System to record and enter data into computer databases concerning any changes in location; utilizing transaction documents such as issue, turn-in transfer, disposal, and loan information. Uploads receipt data from the scanner into the automated NXP System-Bar Scan. 
• Compares property information with the missions, functions, and property requirements of various activities. 
• Plans for the repair or rehabilitation of property and inspects disposal locations to make sure the mission complies with property utilization regulation. 
• Searches surplus property inventories for requested items. 
• Ensures property is used for accepted purposes. Ensures the proper handling, storage, and accountability of excess or surplus property to prevent damage or loss and develops and interprets property disposal policies and procedures. Collects and updates Mission’s vehicles’ information into Fleet Management Inventory System (FMIS). 
• Provides office management services, coordinates with the landlord and Embassy’s Facilities Management Office on office management services to ensure daily operations in appropriation, safety program, air conditioning and lighting system and schedule the repair/maintenance. 
• Works with the Deputy Executive Officer on office space planning and ensures adequate office space for mission staff and plans for additional space if needed. 
• Coordinates with the contractor on office and equipment maintenance, office furniture, Air conditioning in Uninterruptible Power Supply (UPS) room, Security Interface Cabinet (SIC) room, Conference rooms in RDMA and ARTC and the lighting system maintenance (C-Bus System). 
• Plans and coordinates with the contractor and the landlord for any office renovation project including supervises and escorts the contractor when performing work inside the office. 
• Coordinates with the General Service Office (GSO)/Housing on preparing residences for newcomers. Follows up on make-ready procedures and ensures housing is ready. Provides the final inspection before the new occupant moves in. 
• Coordinates with different offices for the arrangement of workstation, official cell phones, office equipment and office supply for newcomers. 
• Supervises the janitors to make sure the office spaces are clean, including arranging for office carpet cleaning when required. 
• Coordinates and plans the office plant ornamental delivery schedule. 
• Responds to requests submitted in EXO Service Portal for inquiries related to property management, maintenance, and office relocation. 
• Coordinates with the Regional Security Office (RSO) on the need for additional guard staff in the event of new office configurations or renovation projects and when special events are held in RDMA and ARTC. Collaborates with the guard office to ensure the guards provide high grade services. Coordinates on the background check of contractors who plan to perform work in the compound. 
• Works with USAID/Security Office and Engineering Service Center (ESC) on the office security improvement program to ensure the security equipment works properly and sufficient material provided per USG standard. Coordinates with the landlord to ensure their building security programs include up-to-date technology and meet USG standards. 
• Coordinates with offices on voluntary Floor Wardens to support the overarching emergency incident.      

B. INVENTORY/OFFICE SUPPLY MANAGEMENT: 40%

• Conducts periodic inventories of NXP and EXP for RDMA offices including ARTC and RDMA’s client missions/offices. This includes employees’ residences and warehouses. 
• Provides training for staff in client missions on appropriate methods for personal property management of owned USG resources. Conducts periodic reviews of these records by completing spot check inventory reconciliation assessments.
• Prepares and ensures the accurate completion of personal custody records, inventory findings and disposal action documentation. Accounts for the design development of systems to improve and maintain records and accountability of NXP and EXP automated systems.
• Prepares all periodic, quarterly, and annual EXP and PPE reports to USAID/Washington D.C. (USAID/W) for all RDMA offices for signature by the Regional Supervisory Executive Officer. During the annual inventory exercise, the incumbent is responsible for providing instructions and training for personnel on the use of the bar scanner and tally sheets used for inventory and reconciliation purposes.
• Investigates and prepares appropriate reports and recommendations to the Property Survey Board for damaged, not found/missing or lost items recorded as part of the (BarScan) inventory process conducted annually or more frequently as may be required by other circumstances.
• Travels to all relevant non-presence countries within the region is required to perform these actions.
• Works with the Procurement Agents (REXO/Procurement) to recommend and to provide input into RDMA’s procurement plan based on replacement cycle precepts.
• Prepares and submits relevant documents e.g., Receiving and Inspection Report (RIR), Certificate of Completion to Agency Secure Image and Storage Tracking (ASIST) system.
• Provides specific information and non-expendable procurements for RDMA and non-presence countries. Holds a purchase card holder with authorization to procure office supplies & equipment of local currency.

C. ADMINISTRATIVE: 10%

• Provides a briefing for the Mission’s newcomers and ensures the check-out process is completed upon the employee’s departure according to the USAID Personal Property Management on the functions and the property management system of USAID/RDMA.
• Provides procurement assistance in office reconfiguration and renovation plans that occur periodically.
• Prepares purchase requests and works as a requestor role on GLAAS system.
• Coordinates on specifications and quotations with vendors, monitors work to ensure specifications are met, and submits Service Completion documentation to the Executive Officer to close out the procurement file.

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.
 

11.3. Supervisory Relationship
This position reports to the Supervisory Administrative Management Specialist or his/her designee.

11.4. Supervisory Controls
Supervision of other USAID staff is not contemplated.

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


II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: College or University Studies is required.
2. Experience:  A minimum of three (3) years progressively responsible work in warehousing management, commodities control, asset management or stock inventory management, or building/property management is required.
3. Language: Level IV – Fluent in Thai and English with a valid TOEIC score of 855 is required.

 

III. EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far

Application Rating System
The application rating system factors are used to determine the competitive ranking of qualified offerors in comparison to other offerors. offerors 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 stated in Section II which may include experiences in government agencies, NGOs, regional and international organizations.

2. Knowledge (30 points):

• Demonstrates good working knowledge of supply and property management including bar scan system.
• Demonstrates knowledge of inventory control’s principles and tools.
• Demonstrates strong knowledge of building management including mechanical and electronic maintenance.

3. Skills and Abilities (40 points):

• Demonstrates an ability to read, analyze and interpret technical procedures, regulations, or documents with similar degree of complexity in Thai and English.
• Demonstrates an ability to understand various property records and reports maintained in the computer programs covering the NXP and EXP.
• Demonstrates excellent interpersonal and teamwork skills with the ability to establish and maintain effective working relationships with others at all levels of the organization.
• Demonstrates professional maturity and the ability to work in diverse cultures.
• Demonstrates a good time management skill and the ability to work accurately and meet deadlines with frequent interruptions.
• Demonstrates strong diagnostic, problem-solving, and analytical skills. Demonstrates an ability to exercise good judgment and discretion in handling confidential materials and matters.
• Demonstrates an ability to explain procedures and requirements tactfully to Mission personnel. Demonstrates clear and effective use of language appropriate to the context of the situation.
• Demonstrates detail and process orientations but being flexible and adaptable to organization’s 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 an ability to learn and apply a variety of policies and procedures. Demonstrates an ability 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. Demonstrates an ability to effectively learn and use Agency specific software related to the work area.

Application Rating: 100
Recruitment Test: 100
Interview Performance: 100
Total Possible Points: 300

SELECTION PROCESS: 

To be considered for candidacy, offerors 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 offeror 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. Offerors in a competitive range will be given a recruitment test. Offerors with passing marks from the recruitment test and a valid TOEIC score 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 offeror 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 offeror.

Only offerors within a competitive range will be contacted. No response will be sent to unsuccessful offerors.

IV. TO APPLY
Please follow the check lists and submission guidelines, posted on the official website:  carefully and submit complete application package before the deadline.

  Failure to follow the instructions will invalidate your application.

Contact : RDMArecruitment@usaid.gov

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ผู้ช่วย / Assistantธุระการ / Administrative