ThaiNGO

Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/

I. GENERAL INFORMATION

1. SOLICITATION NO.: USAID 2019/11

2. ISSUANCE DATE: April 26, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: May 9, 2019/11:59PM Bangkok, Thailand local time

4. POSITION TITLE: Human Resources Assistant (Classification, Training and Awards)

5. MARKET VALUE: THB 699,655 - 1,224,394 per annum equivalent to FSN-9 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/RDMA. Final compensation will be negotiated within the listed market value.

6. 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.

7. PLACE OF PERFORMANCE: USAID/RDMA, Bangkok, Thailand with possible travel as stated in the Statement of Work.

8. SECURITY LEVEL REQUIRED: The successful candidate shall be required to obtain a Security Certification for Employment from Regional Security Office.

9. STATEMENT OF DUTIES

9.1. General Statement of Purpose of the Contract 

This position is a Human Resources (HR) Assistant (Classification, Training, and Awards) in HR Section of the Executive Office, United States Agency for International Development/Regional Development Mission Asia (USAID/RDMA). The incumbent is responsible for the delivery a wide range of HR activities to RDMA and client Missions/Offices and is the main Point of Contact (POC) for position classification, training and staff development, awards, and organizational management support. The incumbent provides advice and technical guidance on human resources matters, and performs a variety of administrative personnel tasks. The incumbent manages a myriad of HR duties and responsibilities for position classification processes and documentation, staff training/development policy and procedures, and the award program, including information management and customer service.

9.2. Statement of Duties to be Performed 

Position Classification (40%)

• Serve as the Mission Point of Contact for the Cooperating Country National (CCN) position classification actions.
• Perform advisory role to Mission staff on position description (PD) writing and updating, and provide guidance to supervisors in completing the required documents for CCN position classification.
• Review and analyze position description, Job Discussion Help Sheet and other required documents to ensure accuracy and completeness of information, and to validate the appropriateness and consistency of job elements for the position being described.
• Conduct job interview to validate and/or obtain additional information about the position.
• Assemble the PD classification request package and transmit the same to the assigned HR Support Unit for Asia. Monitor progress for each action based on the established timeline.
• Develop and maintain a filing system for the master file of CCN PDs classified and ensure that the employees and supervisors have an updated copy.
• Advise supervisors on required documentation and approval process to add or delete staff positions; establish new CCN positions in Post Administrative Software Suite personnel system (WebPASS) upon receiving the approval document. Review and update WebPASS position elements after PD update and re-classification are completed.
• Maintain and update the mission CCN classification trackers; summarize classification status for HR Management Specialist review on a monthly basis.
• Communicate with supervisors regularly throughout the classification process to ensure timely response to questions and completion of the reclassification. Establish and maintain effective communication with Regional Human Resources Support Unit (HRSU).
• Notify requesting office and US Embassy (EMB) HR upon classification completion.
• Stay abreast of the latest classification guideline and provide update to concerned parties. Ensure and regularly review the work process to ensure highest efficiency and compliance to the regulations.
• Serve as Alternate Point of Contact (POC) for US Personal Service Contractor/Third Country Nationals (USPSC/TCN) market rate determination. The incumbent is responsible to provide advice on development of the PD and Scope of Work, review the PD and supporting documentation, and discuss with the supervisor to ensure information accuracy. Draft market rate determination memorandum (evaluation and analysis) for supervisor review and Executive Officer’s approval. 

Mission Training and Award Coordinator (40%)

Training and Development

• Serve as the Mission Coordinator for Staff Training and Development.
•  Keep abreast of changes to relevant policies, regulations and procedures at both Mission level and in the Agency; provide Mission staff and client missions with qualified advice and guidance. 
• Coordinate the entire process for RDMA staff to attend the Agency Leadership training program.
• Organize the Training Committee meeting for the purpose of reviewing Annual Mission Training Plan and ad hoc training requests.
• Prepare the agenda and supporting documentation, Committee meeting notes/minutes and other internal communication to facilitate approval and announcement of approved training plan and ad hoc requests.
• Process ad hoc training requests, Authorization, Agreement, and Certificate of Training (SF-182), and Continue Service Agreement (CSA); review submitted request to ensure compliance with regulations and mission procedures.
• Process and administer Continuing Education Program (CEP) Support for CCN employees.
• Develop and update training matrix by occupational series; match core courses and selective courses to position requirements, make recommendations to supervisors and employees on designing and developing training /development plans and ensure that development programs are based on both Agency and the individual needs.
• Develop effective induction programs and new employee orientation programs; administer and coordinate CCN rotation and promote knowledge sharing programs.
• Promote and educate employees on the USAID University Learning Program and Learning Management System (LMS) including other development resources provided by the Agency, such as the online English program, staff care program, employee relations resources, and career development program.
•  Coordinate with Embassy on Post language program; incumbent is responsible for administering (USAID) Flexible Language Program for US Direct Hire/US Personal Service Contractor (USDHs/USPSCs).
• Ensure CCN employees authorized overseas training is medical cleared and covered under the Agency Health and Accidental Coverage (HAC) or post equivalent insurance.
• Support HR in development and delivery of homegrown training and knowledge sharing sessions. Communicate, interpret, and reinforce HR policy. Implement new initiatives and improve/streamline processes.
• Maintain an up-to-date training database for all training for RDMA and client Mission staff. Produce training report, training material, and presentations as required.

Awards Program Administration 

• Serve as the Mission Awards Program coordinator. Process and administer all award nominations including USAID Agency Award program, Inter-Agency Award Program (Embassy Award), and Mission In-House Award Program (On The Spot Award/Certificate of appreciation) – plan and call for nominations; ensure the eligibility of employee aligns with each award category and no duplication of recognition for the same accomplishment, ensure the award justification meets award criteria; ensure cash amount proposed is aligned with Embassy and Agency policy and cash is obligated; ensure award is submitted on time; organize, communicate, and/or facilitate award presentation; follow-up on award payment, procure supplies for award purposes and review payments of supplies purchased.
• Remain informed of the applicable regulation and processes, both at Post and in the Agency, to be able to provide Mission staff with qualified advice and guidance on awards.
• Maintain and update the employees’ awards database and track cash awards to ensure that the approved amounts are within the limit for each employee per fiscal/calendar year; ensure all Post approved awards for USDH are sent and recorded in employee file in Washington.
• Monitor years of service of local employees and ensure that those who are due to receive length of service awards are included in the Embassy’s biannual awards ceremony.
• Facilitate client missions’ award process, funding action and records keeping.

Organizational Management Support (20%)

• Prepare and maintain monthly Mission Staffing patterns – both Webpass staffing patterns and mission specific staffing patterns. Review data on the Webpass Post Personnel System (State & USAID) and ensure accuracy and consistency of data on the two WebPass systems and the mission specific staffing pattern/records.
• Maintain, collect and review individual office organization charts; prepare and update mission organization charts.
• Provide support in reviewing requests for organizational changes, develop reorganization plan and prepare required documentation.
• Provide response to routine staffing data calls from State/HR, Human Capital and Talent Management (HCTM) and the Asia Bureau in Washington.
• Support special HR projects, back up supervisor and team members as required.
• Provide cross over HR support to team members as assigned.

9.3. Supervisory Relationship The incumbent receives the supervision from Regional Human Resources Management Specialist.Officer.

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

10. AREA OF CONSIDERATION: This position is open 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 candidates for a Thai residency permit.

11. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

12. POINT OF CONTACT: Natthika Changprasert/RDMA HR Assistant.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: A minimum of Bachelor’s degree in HR Management/Development, Business/Public Administration, Social Sciences or Arts is required.

2. Experience: A minimum of three years of progressively responsible for HR management or development functions in the international organization is required.

III. EVALUATION AND SELECTION FACTORS

1. Experience (30 points): Progressively responsible experience for HR management or development functions in the international organization is required.

2. Knowledge (30 points): Broad HR knowledge and organization management, such as job evaluation, recruitment, employment, compensation, training and development, or employee engagement and relations. Familiar with standard concepts, practices, and procedures within a scope of work is required.

3. Skills and Abilities (40 points):

• Must have excellent interpersonal skills with the ability to establish and maintain effective working relationship with others. 
• Must have good presentation skills and proven ability to communicate and manage well at all levels of the organization.
• Must be able to demonstrate professional maturity and work with diverse cultures; must have respect for people and must be a team player.
• Must have strong organizational, time management, and customer service skills, and have the ability to work accurately and meet deadlines with frequent interruptions.
• Must have strong diagnostic, problem-solving, and analytical skills. Must be able to exercise good judgment and discretion in handling confidential materials and matters.
• Must be detailed and process oriented but flexible and adaptable to organization needs. Must be able to adapt to changes in work environment, work assignments, and/or changes in priorities. Must be able to maintain productivity in a fast-paced environment undergoing organizational changes.
• Must be able to learn and apply a variety of policies and procedures. Must be able to enforce compliance to applicable laws, regulations, guidelines, policies, procedures and practices.
• Must possess knowledge and skills of using computers and office software, such as Microsoft word, Excel, power point, e-mail, and Google applications. Must be able to effectively learn and use Agency specific software related to work area.

4. Language: Level IV – Fluent in Thai and English with a valid TOEIC score of 855 is required .

SELECTION PROCESS:

To be considered for candidacy, applicants 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 applicant to provide all pertinent information.

Applications will be initially screened and scored for eligibility in accordance with the evaluation factors and points mentioned in Section III, item 1-3. Top-ranked candidates who meet the minimum qualification will be given a recruitment test. Applicants with passing marks from the recruitment test and with a valid TOEIC score mentioned in Section III, item 4 will be invited for an interview. Only shortlisted candidates for final interview will be notified of the selection result. The recruitment test and the interview will be structured around the evaluation factors mentioned above and will be conducted in USAID/RDMA Bangkok, Thailand. Reference checks will be conducted once the applicant pool is narrowed down to the top candidate(s). References may be obtained independently from other sources in addition to the ones provided by an applicant.

USAID/RDMA reserves the right to select additional candidates if vacancies become available during future phases of the selection process.

IV. TO APPLY

Please follow the check lists and submission guidelines, posted on the official website:https://the.usembassy.gov/embassy-consulate/jobs/usaid-job-vacancies/ carefully and submit complete application package thru RDMArecruitment@usaid.gov before the deadline.

  Failure to follow the instructions will invalidate your application.