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USAID 72048620R10001 Secretary

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

 

 I. GENERAL INFORMATION

1. SOLICITATION NO.:  USAID 72048620R10001

2. ISSUANCE DATE:  October 11, 2019 

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:  October 24, 2019/ 11:59PM Bangkok, Thailand local time

4. POSITION TITLE:  Secretary

5. MARKET VALUE:  THB 415,650 – 727,396 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. 

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 incumbent is responsible for performing routine administrative duties mainly involving files and records management, secretarial, and general office support for Office of Financial Management (OFM). The incumbent also assists senior OFM Secretary in providing a wide range of administrative and secretarial support such as travel and transportation arrangement, coordinating meetings, assembling office documents, typing, copying, and scanning. S/he also serves as the Time & Attendance Coordinator, logging and tracking funding requests, preparing supporting documentation for funding requests, and conducting other administrative duties which will require discretion according to agency guidelines.

 9.2.   Statement of Duties to be Performed

A. Filing and Records Administration: 65%

  • Establishes and maintains files and records according to USAID procedures and policies for the Accounting and Budget Sections OFM such as organizing, updating and maintaining file records in alphabetical or numerical order.
  • Classifies and codes information according to guidelines such as content, purpose, user criteria, and chronological order.
  • Ensures all office files contain required documents are up to the standards per the Automated Directive System (ADS) filing and records management requirements.
  • Demonstrates initiative in reading filing records regulations and understanding the basic content of the documents and their context with regards to OFM’s operation such as adding new materials into file records and creating new records.
  • Eliminates outdated or unnecessary materials, or transfers them to an active storage according to file maintenance requirements. Converts hard copy documents to electronic file for office file storage and distributing to related functions.
  • Finds and retrieves information from files in response to requests from authorized users.
  • Performs periodic inspection of material or files to ensure correct placement, legibility and proper condition.
  • Answers questions about office records and files; searching files and records for information and references.

  B. Administrative and Secretary Support: 35%

  • Performs routine administrative duties such as assembling supporting documents (contracts, invoices, travel requests, vouchers and authorizations) for funding and payment requests to accountants and voucher examiners.
  • Backs up documents, types, data entries, copies, sorts and distributes to related offices.
  • Distributes mail and other documents to appropriate staff within OFM.
  • Answers the telephone, and provides readily available information to telephone callers and visitors refers callers and visitors to appropriate staff or takes notes.
  • Assists in arranging travel and transportation for OFM staff and TDYers, using E2 (electronic travel management application).
  • Arranges meeting and venue with other offices and partners for OFM staff.
  • Conducts document research on funding and payment issues requested by OFM staff.
  • Assists OFM secretary in providing administrative/secretarial support, Time and Attendance sheet, tracks all incoming-outgoing office document to OFM.
  • Serves as a back-up person in the absence of the OFM secretary.

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 Deputy Controller or his/her designee.

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:  Benjamaporn/RDMA HR Assistant.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION 

  1. Education: Completion of high school and at least two years of full-time post-secondary study at college or university in Business/Public Administration, Finance/ Accounting, Foreign Language, Political Science or a related field is required.
  2. Experience: A minimum of two years of progressive responsible work experience in administrative/secretarial field is required.

 IIIEVALUATION AND SELECTION FACTORS 

  1. Experience (35 points): Experience in administrative/secretarial field.
  2. Knowledge (30 points): Good knowledge of administrative office operation, computer programs and systems, and records managements systems.
  3. Skills and Abilities (35 points):
  • Ability to effectively perform a board range of administrative function especially in filing/records administration with high accuracy for data entry.
  • Must be able to process information quickly and mange several tasks simultaneously; identifies priority activities and assignments; adjusts priorities as required.
  • Must have strong people skills and ability to interact, communicate, establish and main effective work relationship with stakeholder at all levels (internal and external).
  • Ability to work in a team environment and adapt to the existing work environment.
  • Must be proficient with computer and office software such as Microsoft Word, Excel, PowerPoint, Google, and Gmail. Must also be able to learn and use Agency-specific software designed to enhance work area efficiency.

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://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.

Contact : RDMArecruitment@usaid.gov


บัญชี / Accountantผู้ประสานงาน / Coordinatorเจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistant