ThaiNGO

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

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72048624R10008

2. ISSUANCE DATE: February 23, 2024

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: March 14, 2024/11:59PM Bangkok, Thailand local time

4. POINT OF CONTACT: RDMA Recruitment

5. POSITION TITLE: PRO Developlment Program 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 job holder serves as a Development Program Assistant for the Program Office (PRO), United States Agency for International Development/Regional Development Mission for Asia (USAID/RDMA). The position is responsible for managing information to ensure that the program support-related shared-knowledge is accurate and current.  The three key aspects of the job are program coordination and information management, procurement and logistics management for PRO-supported events, and operational support.  This position serves as a full member of the Program Office (PRO) and provides overall operational and program support to the team.

11.2. Statement of Duties to be Performed

A. PROGRAM COORDINATION AND INFORMATION MANAGEMENT (50%)

• Handles and coordinates responses for information requests and queries from USAID bilateral Missions and USAID/Washington while ensuring accuracy and integrity of the information provided.
• Ensures the timely production of draft responses and other documents that require clearance of relevant RDMA staff, including the RDMA Front Office.
• Manages electronic resources using, for example, online databases and content management systems; selecting, managing, and acquiring resources (both hard copy and electronic) to meet RDMA’s current and anticipated needs; and organizing, collating, and storing program information for easy access and retrieval.
• Maintains communication within PRO and across RDMA Technical Offices to ensure effective information and program support-related knowledge sharing, providing quality assurance and quality control.
• Develops and maintains a tracking system for unsolicited proposals and manages the processes for routing unsolicited proposals to most appropriate contact(s) across the Mission.
• Runs effective inquiry and current awareness or 'alerting' services and drafts initial responses for general inquiries and unsolicited proposals and obtains input and clearances from relevant RDMA Technical Offices as appropriate.
• Serves as the backup Point of Contact (POC) in responding to questions pertaining to unsolicited proposals (applications that do not fall under topic areas publicized under USAID procurement mechanism) being received from an individual or organization for funding or support and ensures that RDMA mission staff are familiar with the requirements of unsolicited proposals.
• Serves as a backstop for managing the overall aspect of the Mission’s Training and Exchanges Automated Management System (TEAMS) to document U.S based Participants training programs including coordination of J-1 visa process and sharing developed information and lessons learned.
• Carries out oversight and data reporting in TEAMS, in compliance with Automated Directives Systems (ADS) 252, as well as in compliance with the Sponsoring Unit’s training objectives, Agency requirements, and other applicable U.S. Government (USG) statutes.
• Assists with the planning and execution of internal and external events related to program oversight and donor coordination, including trilateral cooperation. This includes managing guest lists and access requests, coordinating venues and event-related procurements, organizing travel, developing briefing documents, and managing event-related correspondence.   

B. OFFICE PROCUREMENT AND LOGISTIC MANAGEMENT (30%)

• Supports tracking and managing the procurement-related and other logistic management-related budget including budget preparation and execution, coordinates with both internal and external personnel involved and vendors to prepare and order goods and services, verifies the receipt of those on behalf of PRO by preparation of Certificate of Completion for payment to vendor.
• Participates in program implementation and administration activities through the coordination of all logistical support.  Provides support as a GLAAS requisitioner, establishes funding availability and implementing purchase requests for those actions that are not of the administrative support nature.
• Establishes, maintains, and liaises with the Regional Executive Office (REXO) pertaining to Operational/administrative services.

C. OTHER OPERATIONAL SUPPORT (20%)

• Serves as a backup office Timekeeper in reviewing timesheets, creating corrections, ensuring the appropriate input of leaves and premium pay for USDH, USPSC and Locally Employed Staff (LES). Coordinates with Administrative Assistant, EXO, the Regional Office of Finance Management (ROFM) and USAID/Washington for issues related to leave and pay administration.      
• Works closely with Administrative Assistant to develop annual travel plans for the PRO team, submits for officer director’s approval, and maintains the office leave and coverage tracking system.
• Supports and backups the Administrative Assistant in processing travels for the office and performs duties as the travel arranger under Electronic Travel Systems (E2) to complete the travel authorization prior to travel.                         
• Coordinates with Travel Management Center (TMC) for developing travel itineraries and options, and coordinates for the visas through individual embassies or the TMC as appropriate.  Upon completion of travel, prepares      travel vouchers and submits on E2 for traveler review for payment to travelers.
• Assists in planning and executing the operational functions of a moderately complex PRO team, which operates under dynamic conditions (including VIP visits and event planning).
• Supports PRO team in managing inventory of outreach merchandise, computer, photo, and video equipment in PRO and the Development Outreach and Communication (DOC) unit.    
• Contributes to the production of outreach materials and social media content.    
• Assists the DOC unit in managing the RDMA photo and video archive and assists with photo and video editing as necessary.
• Assists the DOC unit in developing and maintaining a list of DOC contacts.
• Assists PRO and the DOC unit with event planning and implementation.

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, FSN-8 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 Study is required.

2. Experience: A minimum of three (3) years of progressively responsible experience in program support assistance and/or administrative assistance in a general office environment 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:

1.1 Experience: (35 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/or program support functions with development agencies, and/or international organizations as well as program coordination, information management, procurement, event planning and logistics management.

1.2 Knowledge: (30 points)

• Demonstrates a solid knowledge of office administration’s best practices and related clerical functions in an office setting such as record management, travel arrangement, and correspondence. Knowledge in the area of preparation/protocol of briefing materials and presentations.

1.3 Skills and Abilities: (35 points)

• Demonstrates an excellent communication and interpersonal skills.
• Demonstrates an ability to effectively use language in an appropriate context of the overall situation.
• Demonstrates an ability to organize, coordinate information and maintain an information sharing system.
• 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 ability to balance, identify priorities and readjust them as needed; as well as allocate a proper amount of time and resources for each task and carry until completion.
• Demonstrates an ability to collaborate with others as a team, truly value others’ inputs, and willingness to accept shared responsibility and take ownership in tasks.
• Demonstrates an ability to use computers and office software such as Microsoft Word, Excel, PowerPoint, e-mail, and Google applications. As well as an ability to learn and use Agency-specific software related to work area with efficiency.
• Demonstrates an excellent customer service skill.

1. Application Score: 100 points
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.