ThaiNGO

Please visit https://th.usembassy.gov/embassy-consulate/jobs/usaid-job-vacancies/ to submit your application.

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72048624R10011

2. ISSUANCE DATE: March 22, 2024

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

4. POINT OF CONTACT: RDMA Recruitment

5. POSITION TITLE: DIR Development Assistance Assistant, FSN-8

6. MARKET VALUE: THB 659,947 – 1,154,914 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 job holder serves as the USAID Development Assistance Assistant for the Director’s Office at the United States Agency for International Development/Regional Development Mission for Asia (USAID/RDMA). The position provides program support, secretarial, and administrative services in support of the Director’s Office’s priorities with a focus on service provided to Client Experience Operation, Indo-Pacific Hub/East Asia and Pacific (IPH/EAP), and ASEAN office. The job holder also provides coverage on USAID Administrative Assistant support for the USAID/RDMA Director’s Office and Regional Legal Office (RLO).  


11.2. Statement of Duties to be Performed

A. PROGRAM MANAGEMENT SUPPORT   (45%)

• Supports the data collection call exercise, analysis, and the preparation of the RDMA Service Provision Reports using visualization tools such as Tableau and Google sheets.
• Conducts research on Agency Customer Service policy, analytical reports, evaluations, assessments, documentation on customer service approach, in support of Client Service Operation.
• Conducts research and gathers information from within the Mission, other bilateral Missions, USAID/Washington, D.C., other sections of the U.S. Embassy Bangkok, and outside sources to support IPH/EAP in the implementation strategy for RDMA.
• Performs data analysis, and identification of key trends in support of USAID’s IPS monitoring, evaluation and learning agenda.
• Supports teams in organizing retreats, conferences, training, briefing, meeting, and learning events to include logistics, communications, and administrative support.
• Helps maintain, improve, and/or develop effective processes, presentation materials, and reports in support of Director’s Office’s priorities.
• Facilitates knowledge management efforts by notetaking, preparation of event/meeting notes, coordinates with stakeholders on knowledge management events held in the mission, region, via teleconferencing or webinars.
• Serves as a backup point of contact to provide support and liaises between RDMA offices on the RDMA Service Request Platform correspondence and data collection call exercise.
• Supports relationship management and customer service to internal and external stakeholders through proactive communication and assistance.
• Compiles reports, prepares background reading, monitors postings/blogs, and maintains/organize files and documentation related to program support activities. Presents the information in easy to digest materials such as graphs, tables, visuals presentations, and the like.
• Identifies challenges with RDMA service provision, data management, and outreach. Makes suggestions, when appropriate, on process improvement.
• Reviews service requests to ensure clarity.  Flags those that lack clarity for Client Experience Operation to review; discusses unclear requests with client Missions to ensure a smooth decision-making process within RDMA. 
• Supports special projects and mission engagement activities such as high-level visit logistic coordination and Mission special event.

B. SECRETARIAL AND OFFICE ADMINISTRATION   (40%)

• 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 arranges meetings. Ensures office staff members remain cognizant of the date/times of schedules and appointments.
• Reviews and screens incoming correspondence, courier, and documents; establishes and maintains document log-in/ log-out / tracking system for the office; obtains document clearances; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate mail/materials to staff members.
• Reviews, proofreads, and edits correspondence/documents. Ensures formatting, punctuation, capitalization, paragraphing, spelling, grammar, content, attachment, and clearance are correct and in accordance with USAID and/or Mission correspondence protocol.
• Drafts routine documents such as letters, memorandum, cables, 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. Ensures proper care, storage, handling, and distribution of office files and supports the records management including annual records and PII inventory submission.
• Serves as the Timekeeper. Ensures time and attendance data of staff members are submitted correctly and in a timely manner. Ensures post differential for offshore staff is opened and closed accurately when an employee performs international travel. Coordinates with the main Timekeeper in the Office of Financial Management (OFM) 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.
• 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, U.S. summer hire students, and/or Temporary Duty (TDY) employees on matters relating to onboarding, check-in, and check-out processes.
• Prepares travel arrangements, both domestic and international official trips. These duties include preparing supporting documents and coordinating 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 other support for official/entitlement travel when necessary such as coordinating inter-city transportation, car rental, or communicating with the traveler and his/her family members in an event of emergency on travel matters. Prepares and monitors administrative and oversight budgets for travel.
• Provides administrative support/coverage on all the responsibilities for Office of the Director and Regional Legal Office.   

C. FIELD-WASHINGTON RELATIONS, COORDINATION AND COMMUNICATION   (15%)

• Establishes and maintains collaborative working relationships with M/MPBP Customer Service Operation in Washington D.C. and missions in the field to support Customer Service Operation. 
• Establishes and maintains a network with other Regional Missions to update and exchange Agency and RDMA Customer Service/ Client Services approach.
• Liaises between support offices in RDMA and relevant divisions and teams at USAID Washington in support of office operations and program management priorities at RDMA. 
• Assists with outreach activities such as virtual meeting arrangements, updating /maintaining information on website.
• Meets with RDMA Service Providers to be aware of trends that may impact service provision. 
• Assists in the development of official documents, reports, and work products as requested by supervisor.
• Coordinates RDMA Front Office engagement in ASEAN Meetings and events. 

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 Development Assistance Specialist (Mission Engagement Advisor) or their 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: A minimum of two (2) years of College or University is required.

2. Experience: A minimum of three (3) years of professional experience in the field of program support assistance, program coordination, research support, data collection and analytical, administrative management communication and/or preparing documents in English with Government, Non-Government Organization (NGO), Donor, Private Sector, or International Organization is required.

3. Language: Level IV – Fluent in Thai and English with a valid TOEIC score of 855 is required.
 
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 (20 points):
Additional points will be given for relevant experience above the minimum requirement stated in Section II which may include direct experience in using a variety of IT systems, and the ability to learn new systems.

1.2 Knowledge (30 points):

• Demonstrates a sound, experience-based knowledge of customer service, project implementation and management; must possess thorough knowledge of development assistance and its provision.
• Demonstrates a solid knowledge of secretarial and office administration’s best practices, and related-clerical functions within an office setting such as record management, travel arrangement, and correspondence management.
• Demonstrates a good knowledge and understanding of host country’s operational environment such as culture, transportation, and government/non-governmental entities.

1.3 Skills and Abilities (50 points):

• Demonstrates an ability to deliver a broad range of program support and administrative functions with high quality while applying critical thinking skills to solve problems.
• Demonstrates an excellent communication, English report writing, and interpersonal skills. With ability to demonstrate clear and effective use of language appropriate to the context of the situation.
• Demonstrates an ability to collect and analyze sets of data/information is required. Analytical skills and the ability to interpret information from numerous sources to prepare and present reports.
• Demonstrates an ability to complete task with speed, accuracy, and detail oriented.
• Demonstrates an ability to be multi-task, identifying priorities and readjusting them as needed; ability to allocate proper amount of time and resources to each task and carry these out 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 knowledge and skills of using computers and office software such as Google Suite applications, as well as Microsoft Word, Excel, and Power Point. Ability to learn and use Agency specific software related to work area with efficiency.
• Demonstrates an excellent customer services 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.