ThaiNGO

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

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72048624R10013

2. ISSUANCE DATE: May 3, 2024

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: May 23, 2024/11:59PM Bangkok, Thailand local time

4. POINT OF CONTACT: RDMA Recruitment

5. POSITION TITLE: OTI Project Management 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 USAID Project Management Assistant provides a full range of program support functions and serves as the administrative focal point for the Bureau of Conflict Prevention and Stabilization (CPS)/Office of Transition Initiatives (OTI) presence at the United States Agency for International Development /Regional Development Mission for Asia (USAID/RDMA) to include administrative and travel support, budget formulation and management, simplified procurement planning, conference/training support, and knowledge management support for the overall Transition Initiatives office needs. S/he works collaboratively with support offices within RDMA, OTI offices in Asia, Middle East and South/East Africa as well as the Field Programs Division Management, relevant regional teams, the Program Learning and Innovation Division (PLI) and Operations Management Division of CPS/OTI in Washington D.C.


11.2. Statement of Duties to be Performed

A. ADMINISTRATIVE SUPPORT   (45%)

• Serves as the principal assistant to two Senior Regional Specialists as well as OTI Temporary Travel (TDY) staff from bilateral missions and CPS/OTI-Washington D.C.
• Serves as backup timekeeper for OTI and General Development Office (GDO) staff and provides backup administrative support to GDO in the absence of the GDO Administrative Assistant.
• Prepares travel arrangements, both domestic and international official trips, for the office staff members as well as the Economic Growth and Engineering teams that are within GDO. 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  Electronic Country clearance (eCC) and other required travel documents for travelers; reserves flight and accommodation according to the approved itinerary;  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 for GDO staff as needed.
• Prepares initial travel vouchers, ensuring all supporting documentation is legible and complete for employee/traveler review in the Travel System (E2); follows up on travel voucher processing and payments when needed. Returns original supporting documentation/prepares full copies of travel vouchers once submitted for retention by employee. 
• Obtains documents clearances and maintains files, including proper care, storage, handling, and distribution of all OTI files and supports GDO records management in coordination with the GDO Administrative Assistant; document control, determining clearance protocols and coordination; liaising with the Chief of OTI Field Programs Division in Washington D.C. and/or relevant Regional Team leaders to secure OTI-Washington D.C. clearances when required.
• Receives/forwards official and unofficial documentation to respective team members.
• Schedules and requests meetings; assists in translations (written and verbal); drafts letters, memos, emails, and reports for OTI staff members as well as GDO when requested.
• Orders services, equipment, and supplies through RDMA and/or U.S. Embassy when required. Prepares simplified procurement requests for specific supplies and equipment required for OTI Program Performance Management (PPM) events, conferences, and trainings. Works with RDMA procurement, prepares requests for high volume, large format printing from outside vendors. 
   

B. BUDGET FORMULATION & FINANCIAL MANAGEMENT SUPPORT   (25%)

• Develops and maintains OTI Field Support budget for the OTI presence at RDMA anticipates recurring and new costs necessary for supporting OTI operations at RDMA; separately maintains and tracks costs/expenses for each FA150 account for both Senior Regional Specialists. 
• Reviews weekly program Allowances Report for accuracy on utilization of all OTI accounts, conducts quarterly financial analysis, providing an update to Senior Regional Specialists and to OTI Washington. 
• Makes recommendations for more efficient management of resources at Post seeking to limit or reduce number and frequency of stand-alone transfers from OTI Washington D.C. Increases/decreases and requests de-obligation of funds within the Field Support Budget as needed. 
• Prepares quarterly field transfer requests to OTI Washington D.C. for each Senior Regional Specialist. 
• Coordinates the review of OTI’s ICASS invoices with the Operations Management Division in Washington and RDMA/Regional Executive Office (REXO); tracks ICASS transfers and obligations; prepares and sends formal request to OTI Washington for funds transfers for ICASS costs ensuring these funds are tracked separately from routine field support transfers. 
   

C. PROGRAM MANAGEMENT SUPPORT   (20%)

• Under supervision and direction of the Senior Regional Specialist, provides assistance and support related to ensuring effective OTI programs in Asia and those regions covered by Senior Regional Specialist based in RDMA. 
• Supports for new country assessments. Actively coordinates with the assigned country assessment team to assist with compilation of requested documents for desk reviews; organizes meetings/interviews agenda with internal/external contacts as requested. 
• Supports OTI retreats, conferences, training and learning events to include logistics, communications, and administrative support.
• Facilitates OTI’s knowledge management efforts by notetaking, preparation of event/meeting notes, cataloguing of OTI produced knowledge and program management products; coordinates with OTI’s PLI Division and Applied Best Practices and Coordination (ABC) team on knowledge management events held in the region, via teleconferencing or webinars. 
• Compiles and maintains files and documentation related to the development of curriculum and all course materials for OTI’s Programming Principles course, Field Based Orientation training, and other ad hoc training developed by Senior Regional Specialists in Bangkok. 
• Conducts internet research for news reports, analytical reports, evaluations, assessments, policy statements, journal articles or documentation from the community of practice on OTI watch countries in the region, political transition and stabilization, Countering Violent Extremism (CVE), problem-driven iterative program design, adaptive management, political economy analysis (PEA)/Everyday PEA (EPA) or related subject matter.
• Compiles reports, prepares background reading, monitors postings/blogs related to the Thinking and Working Politically (TWP), Doing Development Differently (DDD) in support of the Senior Regional Specialist’s engagement in communities of practice.

D. FIELD-WASHINGTON RELATIONSHIPS, COORDINATION AND COMMUNICATION   (10%)

• Establishes and maintains collaborative working relationships with administrative/project staff at OTI offices in the region and other assigned missions in support of the Senior Regional Specialists. 
• Liaises between support offices in RDMA and relevant divisions and teams at OTI Washington in support of OTI operations and program management priorities at RDMA. 

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 Senior Regional Specialist (Regional 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 study in social sciences, public/business administration, international affairs/relations or related field is required.

2. Experience: A minimum of three (3) years of professional experience in the field of administrative management, budget and/or financial management tracking, program support assistance, communication and/or preparing documents in English. A minimum of three years working with a Government Agency or other international/local organization or donor.

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 (25 points):
Additional points will be given for relevant experience above the minimum requirement stated in Section II which may include demonstrated experience meeting work objectives and applying problem solving skills in a faced paced, highly dynamic work environment.

1.2 Knowledge (25 points):

• Demonstrates a 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 knowledge and understanding of accounting practices and
  terminology as well as budgeting and reporting.

1.3 Skills and Abilities (50 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 in appropriate to the context of the situation.
• Demonstrates an ability to multi-task, 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 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 work area with efficiency.
   

2. Recruitment Test: 100 points

3. Interview Performance: 100 points

Total Possible Points: 300 points

SELECTION PROCESS:
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.

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.