ThaiNGO

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

I. GENERAL INFORMATION

 1. SOLICITATION NO.: 72048625R10003

 2. ISSUANCE DATE: January 14, 2025    

 3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:

 4. POINT OF CONTACT: RDMArecruitment@usaid.gov

 5. POSITION TITLE: REXO Correspondences and Records (C&R) Associate

 6. MARKET VALUE: THB 445,502 – 779,638 per annum equivalent to FSN-6  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 incumbent is responsible for performing routine administrative duties in the Regional Executive Office (REXO), USAID/RDMA. The primary responsibilities are in the areas of Receptionist/Telecommunication Technician, Correspondences and Records (C&R); General Clerk, Mail, Cable, and Facsimile; Transportation Management and Administrative services for REXO. S/he stations at the reception desk and assists the REXO team with general administrative services include backing up the REXO Administrative Management Assistant and REXO Administrative Assistants. 

 11.2. Statement of Duties to be Performed 

A. CORRESPONDENCES AND RECORDS (C&R):   (55%)

- General Clerk (20%)   

● Establishes and maintains files and records for C&R library, and for the Regional Executive Office. Adds new materials into file records and creates new records as necessary. Classifies information according to guideline such as content, purpose, user criteria and chronological order.
● Ensures that records are up to date, organized, and in accordance with established filing policies and procedures, destroying outdated/unnecessary materials or transferring them to an active storage according to file maintenance requirements. Finds and retrieves information from files per requests from authorized users. Performs periodic inspection to ensure correct placement, legibility, and proper condition. Converts documents to electronic file for storage. Answers questions about office records and files.
● Supports the Administrative Management Assistant with correspondence and records management, advising staffs on requirements, reporting on relevant issues, and ensuring compliance with regulations and policies.   Assists with administering and submitting of Mission’s file plan; manages the vital records program and provides assistance to client Mission/Offices as assigned.

In the absent of the Administrative Management Assistant, provides the following services:
● Retrieves unclassified cables for the Mission and distributes to appropriate personnel or office. 
● Drafts or reviews for correct format outgoing cables and timely transmit through the Agency’s system.
● Works with the U.S. Embassy/Bangkok Information Technology (IT) staff coordinates postal and courier mail delivery, and coordinates cable searches, comeback copies, and retrieval to resolve technical problems.
● Provides briefing for the Mission’s newcomers and file custodians, periodically arranges classroom training to all USAID/RDMA staff and all client Mission/Offices’ staff on the USAID Record Management filing system including the Annual file plan and vital record report.  Provides training on proper classification and labeling; maintenance and filing of program, case, and subject files; procedures for archiving, storage, destruction and/or shipment of records to USAID/Washington, D.C. for storage.

- Transportation Management (20%)

Assists the Administrative Management Assistant by providing the following services:

• Manages the Mission’s motor pool by responding to the request to use Mission’s vehicles in USAID’s Service Portal system, scheduling and tracking according to Mission’s needs.
• Distributes and prioritizes the daily work of drivers.
• Reviews and certifies monthly driver timesheet including fuel, overtime request and expressway expense, and ensures proper authorizations are in place for each and every transportation action.
• Prepares relevant reports on all motor pool activities.

- Mail, Cable, and Facsimile (15%)                                                                                         

Assists the Administrative Management Assistant in processing all incoming and outgoing mail including postal, special courier, diplomatic pouch and APO including:

• Picks-up, delivery, and distributes of all in-house mail, mail from the U.S. Embassy, APO, Pouch, or other distribution locations.
• Liaises with the Department of State Army Post Office (APO). 
• Processes all incoming and outgoing mail including postal, special courier, diplomatic pouch and APO. Ensures they have current lists of those authorized to pick up or deliver APO mail.
• Receives mail and notifies appropriate persons of deliveries such as express couriers, financial invoice, visa and ticket, office supplies, IT equipment. 
• Tracks and maintains mail deliveries and picks-up records.
• Reviews all billings for pouch and courier services.
   

B. RECEPTIONIST/TELECOMMUNICATION TECHNICIAN: (35%)

● Operates switchboard services; answers the phone and directs callers to appropriate staff person; takes complete and accurate messages; assists employees with local and long-distance calls as appropriate.  
● Greets visitors and directs authorized visitors to the proper offices/conference rooms. Verifies appointments and arranges for e scorts as necessary.
● Performs highly complex telephone technician assignments involving authority for an assigned program such as programs voice mailboxes for individual users. Sets up call-forwarding for user, manages group pick up phone call for team members. Provides hands-on assistance and troubleshoots all phone equipment failure.
● Operates call detail recording equipment and programs for all telephone extensions, mobile phone numbers, iPad package ensuring that the bills are accurate.
● Provides and tracks visitor parking validation.  Reconciles parking monthly invoice with appropriate payment code for each invoice. 
● Audits, sorts, and distributes monthly call detail reports to all staffs. Prepares billing report for charge back on personal call.
● Handles building access card stock. 
● Programs telephone system; trains staff on telephone features.
● Oversees and maintains Emergency phone listings, warden tree and Regional Security Office contact database.
● Updates Short Message Service (SMS) database for emergency dissemination of text messages.
● Oversees the distribution and payment of home telephone bills.
 

C. ADMINISTRATIVE DUTIES: (10%)         

● Provides administrative support to REXO for routine clerical tasks such as assembling documents, welcome packet, training material, briefing books, backing up documents, typing, data entry, copying, labeling, distributing/hand carrying office documents such as urgent documents, assisting REXO in file maintenance.
● Provides reproduction services of publication materials such as temporary business cards, quick emergency directory cards, warden cards, and bomb threat report signs. 
● Provides coverage as a back-up to REXO Administrative Assistants.
 

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 Administrative Management Assistant 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 secondary school is required.

2. Experience:  A minimum of two (2) years of progressively experience in an office setting that includes secretarial/administrative duty in the multinational companies, non-government organization (NGO) or embassies 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.