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REXO Administrative Management Assistant, FSN-8

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: USAID/RDMA
: 14 Nov 2023
04 / December / 2023

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

 

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72048624R10003

2. ISSUANCE DATE: November 14, 2023

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: December 4, 2023/11:59PM Bangkok, Thailand local time

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

5. POSITION TITLE: REXO Administrative Management Assistant, 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 Administrative Management Assistant is a member of the Regional Executive Office (REXO), United States Agency for International Development/Regional Development Mission for Asia (USAID/RDMA). The incumbent is responsible for the management of correspondence and records (C&R), mail operations and transportation management. S/he manages, monitors, and maintains RDMA and client Missions files and communications systems inclusive of the responsibility for on-the-job training of secretarial staff and technical office file custodians on USAID official record management procedures and policy. S/he manages RDMA’s mail system, maintenance and disposal of official USAID files, submission of annual file and disposition plans, and maintenance of vital records. S/he supervises C&R team members and manages coverage of the RDMA reception desk, telephone system and oversight of telephone bills to ensure proper usage and payment. S/he is also responsible for the transportation management including reviewing transportation requests, scheduling driver(s) in accordance with USAID regulations and policy, conducting performance monitoring for quality control, reconciling bills with usage, and managing the submission of vehicle records.

11.2. Statement of Duties to be Performed


A. CORRESPONDENCES & RECORDS (C&R): (50%)

(1)  Record Management                                                        

  • Serves as the Mission’s subject matter expert (SME) on correspondence and records management; advises staff and REXO on C&R requirements, regulations, and policies.
  • Plans, administers, and submits the Mission’s file plan. Manages the vital records program, ensures vital records are updated and submitted to USAID/Washington (USAID/W) as mandated. Serves as the regional expert for client Missions submission.
  • Briefs RDMA newcomers, staff, and client Missions staff on the USAID Record Management filing system. Trains RDMA and client Missions’ staff on annual file plan and vital record report. Training includes proper classification and labeling; maintenance and filing of program, case, and subject files; and procedures for archiving, storage, destruction and/or shipment of records to USAID/W for storage.
  • Periodically, monitors and audits Mission’s records management system to ensure it is in accordance with the U.S. Government (USG) policies, rules, and regulations. Works with file custodians to correct deficiencies; provides advice on office file structure.
  • Conducts a records’ self-evaluation annually in conjunction with the Federal Manager’s Financial Integrity Act (FMFIA). Manages responses and requests of Freedom of Information Act (FOIA) for information and research file.
  • Manages and maintains the Mission's auxiliary file storage space including proper marking, storage, shipping to U.S. storage as appropriate, and disposal.
  • Keeps current on new technology related to records, files and communication systems and electronic filing systems.
  • Arranges meetings with departing employees to ensure proper disposition of official materials and working files. Conducts a physical inspection prior to the employee’s departure to ensure that the records are properly maintained centrally and transferred appropriately to the successor.
  • Biannually, organizes a File Cleanup Day that requires all staff to review, organize, and properly dispose of files, both stored electronically and in hard copy.
  • Establishes and maintains files and records for C&R library, including digital files stored in cloud storage and physical files. Organizes and maintains file records in alphabetical or numerical order or established RDMA/USG filing procedures and policies; eliminates outdated or unnecessary materials, destroying them or transferring them to an active storage according to file maintenance requirements.

 (2) Mail, Cable, and Facsimile

  • Retrieves unclassified cables for the Mission and distributes to appropriate personnel and/or offices.  Drafts, reviews, and sends outgoing cables in the correct format through the Clout system in a timely manner.
  • Works with the Embassy Bangkok Information Technology (IT) staff to coordinate postal and courier mail delivery, cable searches, comeback copies, and retrieval to resolve technical problems.
  • Liaises with the Diplomatic Post Office (DPO) for mail delivery and pick-up. Supervises the processing of all incoming and outgoing mail including postal, special courier, and/or diplomatic pouch. Reviews and verifies all billings for pouch and courier services.
  • Provides reproduction services, including printing of materials, binding and laminating of mission publication such as temporary business cards, quick emergency directory cards and warden cards, and bomb threat report signs.

B. TRANSPORTATION MANAGEMENT: (30%) 

  • Performs the duties of Contracting Officer’s Representative (COR) for the Vehicle/Driver Contract.
  • Manages the Mission’s ‘motor pool’ by scheduling and tracking according to Mission’s needs. Prepares relevant reports on all motor pool activities.
  • Distributes and prioritizes the daily work of drivers. Reviews and certifies monthly driver timesheet including fuel, overtime, and expressway expense. Ensures proper authorizations are in place for every transportation action.
  • Supervises driver(s).

C. TEAM SUPERVISION AND TELEPHONE MANAGEMENT: (20%)

  • Supervises one Records and Correspondence Management Clerk (C&R Associate), one Mission chauffeur, and one sub-contracted chauffeur. Responsible for the telephone system, trains staff on telephone features and maintains RDMA Emergency phone listings; warden tree and Regional Security Office (RSO) contact database. 
  • Updates Short Message Service (SMS) database for emergency dissemination of text messages. 
  • Oversees the distribution and payment of office telephone bills and official cell phone bills for verification of personal usage and follows up on Bills of Collection.
  • Oversees distribution of the Athenee Tower access badges. Develops and improves building access badges policy. 
  • Provides coverage for reception-related functions in the absence of the Records and Correspondence Management Clerk (C&R Associate).

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
The incumbent reports directly to the Supervisory Administrative Management Specialist or his/her designee.

11.4. Supervisory Controls
Full supervision of other USAID staff is not contemplated.

12. PHYSICAL DEMANDS: 
The incumbent provides full supervision of two subordinates: one Records and Correspondence Management Clerk (C&R Associate), FSN-6 and one Chauffeur (Mission Director), FSN-4.


II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education:
 Two or more years of post-secondary schooling in Social Science or Business Administration, or other related field equivalent to a US junior college or community college diploma, is required.

2. Experience: A minimum of three (3) years of progressively experience in the field of administrative support/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

In consultation with the CO, the technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

BASIS OF RATING:

1. Application Rating System: 100 points
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:

1.1 Experience: (30 points)
Additional points will be given for relevant experience above the minimum requirement which may include relevant experience in government agencies, NGOs, regional and international organizations as well as personnel supervision.

1.2 Knowledge: (30 points)

  • Demonstrate a solid knowledge of general office operation with a focus on records management and maintenance.
  • Demonstrate an ability to learn and apply knowledge of regulations and policies on correspondence control and file management including vital records, records disposal, and unclassified record system.
  • Demonstrate an ability to learn and apply USG mail systems, including diplomatic pouch and vehicle operation and regulations.

1.3 Skills and Abilities: (40 points)

  • Demonstrate an ability to organize and manage the mixed functions of C&R, drivers, and receptionists.

  • Demonstrate an ability to learn and apply knowledge of COR responsibility, USAID and USG policies, regulations, procedures, and documentation.

  • Demonstrate an ability to analyze existing systems and procedures and recommend improvements to enhance efficiency.

  • Demonstrate an ability to explain procedures and requirements tactfully to Mission personnel. Demonstrate an ability to train file custodians and team leaders in the establishment, maintenance, and disposition of decentralized, project and working files.

  • Demonstrate an ability to multitask, identify priorities and readjust them as needed; an ability to allocate proper amount of time and resources to each task and carry these out until completion.

  • Demonstrate excellent communication and interpersonal skills. Demonstrate a clear and effective use of language appropriate to the context of the situation.

  • Demonstrate an 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.

  • Demonstrate excellent customer service skills.

  • Demonstrate knowledge and skills of using computers and office software such as Google Suite Applications, as well as Microsoft Word, Excel, and PowerPoint.

  • Demonstrate an ability to learn and use Agency specific software related to work area with efficiency.

  • Demonstrate an ability and willingness to travel both domestically and internationally.

2. Recruitment Test: 100 points

3. Interview Performance: 100 points

Total Possible Points: 300 points

 

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

Comments

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Beware! There are currently fake websites and unauthorised LINE groups calling for donation, falsely claiming to be associated with Save the Children Thailand. Please be informed that our official website is http://thailand.savethechildren.net. We do not authorise any individuals to call for and accept donations on our behalf, and never ask for donations through LINE. If you have concerns that you are being deceived, please report directly to the police reporting channel - https://www.pct1599.net.

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