Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/
I. GENERAL INFORMATION
1. SOLICITATION NO.: USAID 72048619R10024
2. ISSUANCE DATE: September 17, 2019
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: October 14, 2019/ 11:59PM Bangkok, Thailand local time
4. POSITION TITLE: Supervisory Executive Specialist
5. MARKET VALUE: THB 1,288,038 – 2,254,063 per annum equivalent to FSN-11
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
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
The Supervisory Executive Specialist serves as an advisor, with responsibility for overseeing and managing logistical and administrative support services for United States Agency for International Development/Regional Development Mission Asia (USAID/RDMA) USAID/RDMA Mission. The incumbent shall directly supervise Travel Management, Records Management, Property Management, and Procurement. The USAID/RDMA staff serviced consists of approximately 200 employees, including U.S. Direct Hire (USDH), U.S. Personal Services Contract (USPSC), and Country National Personal Service Contractor CCN PSC employees. USAID/RDMA provides support to several USAID Missions in the region, such as USAID/Vietnam, USAID/Burma, and USAID/East Timor, and USAID Offices in China and Laos. The incumbent serves as the senior CCN expert on administrative and management matters. In the absence of the American Executive Officers (EXOs), the incumbent shall perform all duties of that position except those which require a direct hire signature.
9.2. Statement of Duties to be Performed
The incumbent is responsible for day to day administrative operational supervision and oversight of activities in the field of Procurement, Travel, International Cooperative Administrative Support Services (ICASS), Communications and Records (C&R), property inventory and control, and Operating Expense (OE) budget planning. The work includes assisting employees of the relevant divisions in resolving problems, assigning tasks, providing guidance, and monitoring performance. The details of duties and responsibilities are listed below:
A. Executive Office Administration and Support : 80%
- Maintains cognizance and awareness over all programs and functions of the Executive Office (Information Systems, Travel, Records Management, Property Management, Human Resources, and Procurement). In areas other than those directly supervised, monitors work assigned and advises the EXO on any anomalies or problems observed, after discussion with the responsible supervisor. Attends Senior Staff Meetings and other meetings, when appropriate, in the absence of the American EXOs, and ensures that actions assigned during these meetings are carried out in a timely manner. Assists employees in resolving problems. Also monitors performance of tasks assigned by the EXO. Recommends employees for awards, writes performance evaluation reports for all staff under his/her direct supervision.
- Reviews all documentation for the signature of the EXO; ensures documents are properly completed and all supporting documentation necessary to make a decision is included. Rejects or corrects documentation prior to passing to the EXO.
- Conducts studies and advises the EXO on ways to improve the overall performance of the Office to ensure the most effective utilization of personnel; e. g., reorganization of Divisions, realignment of duties or work schedules, scheduling of staff meetings to facilitate communications, or realignment of personnel.
- Coordinates the drafting and issuance of all Mission Orders and Mission Notices on policies and procedures in all areas, and drafts them in those areas related to the Executive Office. Proposes to the EXO revisions or changes to Mission policies and procedures concerning those matters.
- Informs/advises employees on Mission administrative policy. In the absence of the American EXOs, approves the routine operational requirements of the USAID office; approves vouchers for payments of previously obligated operating funds for supplies or services; and approves travel compensatory time and compensatory time in accordance to policy.
- Assists Mission Management in the preparation of current year and two-year workforce projections for USAID/RDMA's annual resource request to USAID/Washington. Plays a major role in (a) the development of the OE budget in collaboration with the EXO and the Controller, (b) subsequent monitoring of expenditures and continuous evaluation of mission activities to ensure efficient and effective utilization of USG resources.
- Keeps fully cognizant of all regulations pertaining to travel, shipment, housing, leasing, maintenance and local support services. In the absence of the American EXOs, ensures the continued effective operation of the Office in virtually all areas excepting signatory authority involving commitment of U.S. Government funds, or Mission policy issues.
- Maintains liaison with the Embassy Administrative Offices and monitors the quality and quantity of services provided and agreed upon between the agencies under the ICASS system.
- Conducts on-the-job training and cross-training for EXO staff as needed to enable staff to perform the necessary on-going tasks of the position. Assesses training needs of all EXO staff.
B. Supervision – EXO/Team Leaderst: 20%
- Records Management – Supervises the Communications and Records Assistant and provides guidance as needed and monitors the operations for regulatory compliance. Ensures reports are submitted in a timely manner and continually assesses the training requirements of Mission administrative professional staff to complete records management tasks accurately.
- Property Management – Supervises the Property Management Team Leader, provides guidance on major projects, such as renovation of office space and remodeling in residences, and resolves escalated problems, such as continuous residential maintenance concerns. Directs the analysis of bills (cellular, office phones, utilities, and facsimile) and makes recommendations for mission policies based on best practices, administrative oversight, and fiscal responsibility. Ensures reports are completed in a timely manner (e.g., vehicle inventory/usage and MD residence inventory); conducts periodic checks to ensure property is properly managed (e.g., bar coded, stored, inventoried, disposed of).
- Procurement – Supervises the Procurement Agent, ensures annual procurement plan is developed, approved, and executed in a timely manner.
- Travel – Supervises the Travel team leader, provides guidance on all travel related responsibilities on a regular basis based on the U.S. Government regulations, policies and procedures.
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.
9.3. Supervisory Relationship
The incumbent reports directly to the Supervisory Executive Officer.
9.4. Supervisory Controls
The incumbent directly supervises Team Leaders of the following Sections – Travel, communications & Records, Property Management, and Procurement.
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
- Education: Bachelor’s degree in Business Administration, Public Administration, Management, or related studies in Art, Sciences or Social Science is required.
- Experience: At least seven years of progressively responsible experience in the areas of administrative/logistics management, personnel, management/leadership, or business administration in an international organization is required. Out of this at least three years should have been in a supervisory role. Must have demonstrated direct experience related to the functions outlined in the scope of work, most notably in administrative management of property and procurement.
III. EVALUATION AND SELECTION FACTORS
- Experience (45 points): Experience in the areas of administrative/logistics management, personnel, management/leadership, or business administration in an international organization is required. Experience in a supervisory role is required. Must have demonstrated direct experience related to the functions outlined in the scope of work, most notably in administrative management of property and procurement.
- Knowledge (25 points): A comprehensive knowledge of host-country labor laws, as well as prevailing personnel management customs and practices is required. A sound understanding of financial resource management specifically related to operating budgets is required. Must have the ability to research, locate, understand and interpret regulations and apply these to specific cases in the areas of Personnel, Acquisition regulations, travel, property management, and correspondence and records management. Must be able to obtain, analyze and evaluate data of a complex nature and to prepare factual and analytical reports.
- Skills and Abilities (30 points): The incumbent must have the ability to guide and work with a multidisciplinary team in the administration of a full-service, customer focused management office for a complex regional assistance program. Excellent communication and interpersonal skills and the ability to work effectively as a team member in a culturally diverse team environment and understand the needs of, a wide range of internal clients and external suppliers is required. The incumbent must be a dynamic self-starter – able to work calmly, tactfully and effectively under pressure. Extreme flexibility to manage more than one activity at a time in the performance of daily administrative management related actions while maintaining a high energy level is absolutely essential and required. The ability to maintain strict confidentiality relating to sensitive management areas is required. Must be proficient in the Microsoft suite of applications and navigation of the Internet. Must have the ability to solve problems and make sound decisions effectively, especially absence of regulations. Must have excellent negotiation skills and ability to defend a position.
Language: Level IV – Fluent in Thai and English with a valid TOEIC score of 855 is required.
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://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.
เจ้าหน้าที่ประจำสำนักงาน / Officer