ThaiNGO

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

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72048624R10006

2. ISSUANCE DATE: December 8, 2023

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: December 29, 2023/11:59PM Bangkok, Thailand local time

4. POINT OF CONTACT: Duanghatai Sirinuntasakul

5. POSITION TITLE: PRO Administrative Assistant, FSN-7

6. MARKET VALUE: THB 529,641 – 926,880 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.

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 incumbent serves as an Administrative Assistant for the Program Office (PRO), United States Agency for International Development/Regional Development Mission Asia (USAID/RDMA). The position is responsible for providing secretarial and administrative support activities for the office to ensure smooth, effective, and efficient operations in the office. The incumbent must understand basic technical aspects of the programs and act as a liaison, specifically with respect to program and outreach coordination.

11.2. Statement of Duties to be Performed

A. SECRETARIAL AND OFFICE ADMINISTRATION   (30%)
 

• Manages and maintains the Office Director and Deputy Office Director working calendars. Responds to incoming and outgoing invitations on official function 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 or provides requested information.
• Schedules appointments, prepares agenda and meeting arrangement. Ensures office staff members remain cognizant of the date/times of schedules and appointments.
• Reads and screens incoming correspondence, courier, and document; 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.
• 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.
• Drafts routine documents such as letters, memorandum, program cable, and reports in English and ensures documents are in proper format and compliant with USAID specific requirements.
• Maintains official/working files in compliance with Agency-specific Files Management guidelines and maintains up-to-date document tracking system to ensure that all data, information, and records can be easily accessed. Responsible for the office annual file plan and vital record submission.
• Serves as the Office Timekeeper. Ensures time and attendance data of office staff members are submitted correctly and in a timely manner. Ensures post differential for offshore staff is open and close accurately when an employee performs international travel. Coordinates with the main Timekeeper in the Financial Management Office to resolve time and attendance issues.
• Monitors and requests for office supplies and equipment on a regular basis to ensure the adequacy 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 for office staff 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 staff 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.

B. TRAVEL ARRANGEMENT   (30%)

• Prepares travel arrangements, both domestic and international official trips, for the office staff members. The duties include – prepare documents and coordinates needful actions in obtaining Travel Authorization (TA) prior to all official travels; facilitates the process of obtaining visa, travel and country clearance (eCC) and other required travel documents for travelers; reserves flight and accommodation according to the approved itinerary; ensures Health and Accident Coverage Insurance (HAC) or travel insurance are made for local staff before travels; and provides 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.
• Prepares and monitors administrative and oversight budgets for travel.

C. PROGRAMMATIC INFORMATION IMPLEMENTATION   (20%)
 

• Serves as a primary point of contact (PoC) in providing administrative support on the use of USAID's required and non-required Management Information Systems (MISs) such as managing and maintaining users access; providing guidance and trouble-shooting issues on the use of MIS(s) for implementing partners (IPs) and Agreement/Contracting Officer's Representatives (AORs/CORs); setting activities and indicators in relevant MIS(s) according to the activity monitoring, evaluation, and learning (MEL) plan.
• Supports PRO's MEL team to prepare for data entry and/or data transfer between different MISs during annual reporting.
• Provides support as in being the primary point of contact (POC) in implementing and managing the use of the Development Information System (DIS) and/or other management information systems for reporting monitoring and evaluation data information Performance Plan and Report (PPR); including managing setting the users, activities, and indicators in the system, providing training and trouble-shooting issues for implementing partners (IPs) and USAID staff including Agreement /Contracting Officer Representatives (AOR/CORs), preparing data and accounts for further integration with USAID enterprise systems for PPR/Facts Info integration as well as keeping abreast of USAID management information system training a series of DIS application training and preparatory actions for budget and reporting exercises PPR/IPS.

D. LIAISON AND OUTREACH COORDINATION   (10%)
 

• Serves as an office liaison coordinating information about the Office and making sure that information gets to appropriate staff members, internal/external stakeholders on a timely basis and in a professional manner.
• Maintains contact with the office staff members traveling on official duty. Forwards and/or relays 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.

E. OTHER OFFICE SUPPORT   (10%)
 

• Provides administrative assistance in organizing meetings, conferences, seminar, and workshops which may include preparing briefing materials and/or packages; reserving rooms; ensuring the meeting facility fulfills the requirements and functions effectively; and providing 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 at occasion. Sources and recommends translation and interpretation services as assigned.
• Provides support to the office on special projects such as file deposition, data entry, and research assistance.
• Participates and represents in an event, meeting, or working group on the new Agency/Mission/Office’s policies, or initiatives as assigned. Provides inputs pertaining to his/her area of expertise.
• Occasional back-up support to his/her supervisor to provide basic information Implementing Partners (Ips)’staff on operations related to Thailand International Cooperation Agency (TICA).

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 position reports to the Development Program Assistant or his/her designee.

11.4. Supervisory Controls
Full 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: Two years of College or University Studies in Business English, Business Administration or relevant studies in Arts or Social Sciences is required.


2. Experience: A minimum of three (3) years in the field of secretarial, office administration, or project coordinator with Government, Non-Government Organization (NGO), Donor, or International Organization 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.

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:

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 stated in Section II which may include direct experience in administrative and operation as well as managing complex travel arrangement.

1.2 Knowledge (35 points):

• Demonstrates a solid knowledge of secretarial and office administration’s best practice, and related-clerical functions within an office setting such as record management, travel arrangement, and correspondence management.
• Demonstrates a good knowledge and understanding of the host country’s operational environment such as culture, transportation, and government/non-governmental entities.

1.3 Skills and Abilities (35 points):

• Demonstrates an ability to deliver a broad range of secretarial and administration functions with high quality while applying critical thinking skills to solve problems.
• Demonstrates an excellent communication and interpersonal skills.
• Demonstrates a clear and effective use of language appropriate to the context of the situation.
• Demonstrates an ability to multitask, identifying priorities and readjusting them as needed; and allocating proper amount of time and resources for each task and carry until completion. 
• Demonstrates 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.
• Demonstrates a possess 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 learn and use Agency specific software related to the work area with efficiency.
• Demonstrates an excellent customer service skill.

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: https://th.usembassy.gov/embassy-consulate/jobs/usaid-job-vacancies/ carefully and submit complete application package before the deadline.

Failure to follow the instructions will invalidate your application.