ThaiNGO

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

I. GENERAL INFORMATION

 1. SOLICITATION NO.: 72048625R10001

 2. ISSUANCE DATE: December 3, 2024  

 3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: January 1, 2025/11:59PM Bangkok, Thailand local time

 4. POINT OF CONTACT: RDMArecruitment@usaid.gov

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

 6. MARKET VALUE:  THB 540,234 – 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 Jobholder serves as one of the two Administrative Assistants for the Regional Environment Office (REO), United States Agency for International Development/Regional Development Mission Asia (USAID/RDMA). The position is responsible for providing administrative and program support services to the REO to ensure smooth, effective, and efficient operations in the office. The Jobholder must understand basic technical aspects of the programs and act as a liaison, specifically with respect to data management, program operations, and outreach coordination.

11.2. Statement of Duties to be Performed 

A. OFFICE ADMINISTRATION : (35%)

• Manages and maintain the REO Office Calendar as well as the Office Director and Deputy Office Directors working calendars. Respond to incoming and outgoing invitations on official functions on behalf of Office Director, Deputy Office Directors, or team members. Coordinate official meetings by scheduling appointments; preparing agenda, meeting venues or virtual platforms; ensuring office staff members remain cognizant of the date/times of schedules and appointments; and requesting visitors access or reserving official transportation as necessary.

• Manage and control incoming and outgoing official correspondence/documents; maintain document tracking system for the office; make preliminary assessment of the importance of materials and organize documents to ensure that the incoming and outgoing documents are properly reviewed, and the actions are taken by appropriate person(s) in a timely manner; and correct formatting in accordance with USAID, Mission and/or U.S. Embassy correspondence protocol.

• Establish, maintain official/working records and file in compliance with Agency’s and Mission’s Correspondence and Records (C&R) guidelines and maintain 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 as well as manages official files and records disposition.

• Serve as the Office Timekeeper. Ensure time and attendance data of office staff members are submitted correctly and in a timely manner. Ensure post differential for offshore staff is open and close accurately when an employee performs international travel. Coordinate with the main Timekeeper in the Financial Management Office to resolve time and Attendance issues.

• Monitor and request for office supplies and equipment on a regular basis to ensure the adequacy of office supplies and equipment.

• Prepare Procurement Request (PR) including supporting documents to procure products and/or services for the office. Serve as a USAID Global Acquisition and Assistance System (GLAAS) requester for products and services REO plans to procure through the Regional Executive Office (REXO).

• Prepare all documentation for reimbursements for office staff members for allowances and other official expenses including petty cash reimbursement, public vouchers and travel vouchers. Submit vouchers and supporting documents for approval and for payment processing.

• Assist 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 process.

• Provide translation and interpreting services at occasion. Source and recommend translation and interpretation services as assigned.

• Participate and represent in events, meetings, or working groups that require expertise and participation from the Administrative Assistant. Provide inputs pertaining to his/her area of expertise.

B. TRAVEL ARRANGEMENT AND COORDINATION: (35%)

• 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; facilitate the process of obtaining visa, travel and country clearance (eCC) and other required travel documents for travelers; reserve flight and accommodation 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.
• Prepare and monitor the office’s travel and training budget to ensure that the office has adequate funding to support our staff travel and training throughout the year. Provide recommendations to the Office Director, Deputy Directors and/or Technical Team Leads to ensure the best use of the approved budget for official travel and training.
• Coordinate with the Office Director, Deputy Directors, Technical Team Leads and team members to establish annual travel and training plans; and update them on a quarterly basis.
• Maintain contact with the office staff members traveling on official duty. Forward and/or relay messages, and ensure appropriate actions are taken in a timely manner.

C. PROGRAM MANAGEMENT SUPPORT: (30%)   

• Serves as one of the Mission’s Development Information Solution (DIS) Operating Unit (OU) manager; establish user and activity accounts; and add activity’s performance indicators in the DIS system.  
• Serve as the REO’s DIS Point of Contact, providing guidance and technical support to the office’s Assistance and/or Contracting Officer Representatives (A/CORs) and implementing partners (IPs) when they have technical issues during the use of DIS for their activity reporting.
• Support A/CORs to monitor the reporting results submitted by the IPs in the DIS to ensure timeliness, completeness and accuracy.
• Support the REO Management and A/CORs on planning, coordination, and execution of conferences, workshops, site visits, and events.
• Support the office’s outreach activities such as updating/maintaining activity’s information; gathering, reviewing and distributing REO Monthly Bullets; and sharing relevant articles or publications as assigned.
• Maintain up-to-date lists of contact information of bilateral missions, development partners, government and regional institution counterparts, members of Diplomatic Corps, civil society organizations, and other institutions.
• Support the office on special projects such as research and document reviews.
• Serve as a USAID Global Acquisition and Assistance System (GLAAS) requester for activity procurement actions to be procured through the Regional Office of Acquisition and Assistance (ROAA).

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 (Deputy Office Director – Operations) or his/her designee.

 11.4. Supervisory Controls
Full supervision of other USAID staff is not contemplated.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: Two (2) 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. 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.