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

I. GENERAL INFORMATION

 1. SOLICITATION NO.: 72048624R10012

 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: RDMArecruitment@usaid.gov

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

 6. MARKET VALUE:  THB 540,234 – THB 945,418 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 an Administrative Assistant in the Regional Executive Office (REXO), USAID/RDMA. The position is responsible for providing secretarial and administrative assistance Mission-wide as the need arises to ensure continual office operations. The job holder will also work on special projects and provide daily support to REXO when workload exceeds capacity.  The job holder must understand 1) basic technical aspects of all programs within the Mission and act as a liaison, specifically with respect to program and outreach coordination; and 2) basic REXO operations to provide administrative support to REXO. 

 11.2. Statement of Duties to be Performed 

The job holder works closely with the Office Director/Deputy Office Director and office staff members to plan, establish priorities, organize, and carry out the full spectrum of secretarial/administrative/clerical functions within the assigned offices. Duties include the following:

A. SECRETARIAL AND OFFICE ADMINISTRATION (30%)

• Manages and maintains the Office Director’s and the Deputy Office Director’s working calendars. Responds to incoming and outgoing invitations regarding official functions 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 and/or provides requested information. 
• Schedules appointments prepares agendas and meeting arrangements. Ensures office staff members remain cognizant of the date/times of schedules and appointments. 
• Reads and screens incoming correspondence and documents; 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.
• Drafts, 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.
• Maintains official/working files in compliance with Agency-specific File Management guidelines and maintains up-to-date document tracking system to ensure that all data, information, and records can be easily access. Responsible for the office’s annual file plan and vital record submission.
• Serves as the Office Timekeeper. Ensures Time and Attendance (T&A) data is submitted correctly and in a timely manner. Ensures post differential for offshore staff is opened and closed accurately when employee performs international travel. Coordinates with the main Timekeeper in the Regional Office of Financial Management (ROFM) to resolve T&A issues.
• Monitors and fulfills office supplies and equipment requests on a regular basis to ensure a constant stock of office supplies and equipment.  Prepares Procurement Request (PR) including supporting documents to procure products and/or services for the office.
• Serves as a Requestor role in GLAAS; completes GLAAS actions for other offices as needed.
• Supports REXO/Procurement for close-out; coordinates de-obligations with the Office of Financial Management; performs close-out actions in GLAAS.
• Prepares all documentation for reimbursements to office 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 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 trips, for the office members. The duties include – prepare documents and coordinate actions to obtain Travel Authorization (TA) prior to all official travels; facilitate the process of obtaining visas, travel and Country Clearance (eCC) and other required travel documents for travelers; reserve flights and accommodations according to the approved itinerary; ensure Health and Accident Coverage Insurance (HAC) or travel insurance are made for local staff before travels;  and provide 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. LIAISON AND OUTREACH COORDINATION (20%)

• Serves as an office liaison relaying information about the office ensuring the information is distributed correctly, on timely basis and in a professional manner.
• Maintains contact with the office members traveling on official duty. Forwards and/or relay 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.
• Provides administrative assistance in organizing meetings, conferences, seminars, and workshops which may include preparing briefing materials and/or packages; reserving rooms; ensuring the meeting facility fulfills the requirements and functions effectively; and provides 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 on occasion.  Sources and recommends translation and interpretation services as assigned.
• Participates and represents in an event, meeting, or working group on the new Agency/Mission/Office’s policies, or initiatives as assigned. Provide inputs pertaining to his/her area of expertise.

D. REXO OFFICE SUPPORT (20%)

• Provides back up support during the absence of REXO Administrative Assistant and during times when REXO secretarial/admin workload exceeds normal amounts. 
• Serves as a Receptionist as requested by REXO during staff shortages. Duties include:
  • Greeting visitors and directs authorized visitors to the proper offices, verifying appointments and arranging as necessary. 
  • Answering the phone and directing callers to appropriate staff person, taking complete and accurate messages.
  • Responding to inquiries concerning a wide variety of topics, utilizing personal knowledge of USAID, U.S. Embassy and associated agency organizations, functions, programs, services, and personnel.

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 REXO Administrative 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: Completion of a minimum of two years College or University Studies in Business Administration, Human Resources, or relevant studies in Arts or Social Sciences is required.

 2. Experience: A minimum of three (3) years of experience in the field of secretarial, office administration, human resources, 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

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. Experience (35 points): 

Additional points will be given for relevant experience above the minimum requirement stated in Section II which may include experiences in government agencies, NGOs, regional and international organizations.

 2. Knowledge (30 points):

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

 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 excellent communication and interpersonal skills, and ability to demonstrate clear and effective use of language in appropriate to the context of the situation.
• Demonstrates an ability to multitask, identifying priorities and readjusting them as needed; allocating the 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 flexibility and adaptability to organization needs and readiness to be deployed to different work environments, assignments, and/or changes in priorities.
• Demonstrates an ability to exercise good judgement and discretion in handling HR confidential materials.
• Demonstrates excellent customer service skills. 
• Demonstrates an ability to learn and use office software such as Word, Excel, Power Point, e-mail, Google applications and Agency specific software.

1. Application Score: 100 points

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.