Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/
I. GENERAL INFORMATION
1. SOLICITATION NO.: USAID 72048620R10010
2. ISSUANCE DATE: December 13, 2019
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: January 9, 2019/ 11:59PM Bangkok, Thailand local time
4. POSITION TITLE: Administrative Assistant
5. MARKET VALUE: THB 524,397– 917,703 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.
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. The incumbent serves as an Administrative Assistant to the Regional Environment Office (REO), USAID/RDMA.
9. STATEMENT OF DUTIES
9.1. General Statement of Purpose of the Contract
The position is responsible for providing secretarial and administrative support activities for the REO to ensure smooth, effective, and efficient operations in the office. The incumbent must understand basic technical aspects of the programs and act as a liaison, specifically with respect to program and outreach coordination.
9.2. Statement of Duties to be Performed
Works closely and collaboratively with the Office Director/Deputy Office Director and office staff members in planning, establishing priorities, organizing, and carrying out full spectrum of secretarial/administrative/clerical functions within the office. Duties include the following;
A) Secretarial and Office Administration: (40%)
- Manages and maintains the Office Director and Deputy Office Director working calendars. Responds to incoming and outgoing invitation on official function on behalf of Office Director and Deputy Office Director as assigned.
- Receives and screens incoming calls and visitors, determines appropriate level of required response. Makes referrals to appropriate staff or provides requested information.
- Schedules appointments, prepare agenda and meeting arrangement. Ensures office staff members remain cognizant of the date/times of schedules and appointments.
- Reads and screens incoming correspondence, courier, and document; establishes and maintains document log-in/ log-out / tracking system for the office; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate mail/materials to office director or other office staffs.
- Reviews, proofreads, and edits correspondence/documents which must pass through/from the Office Director and Deputy Office Director. Ensures correct formatting, punctuation, capitalization, paragraphing, spelling, grammar, content, attachment and clearance are in accordance with USAID and/or Mission correspondence protocol.
- Drafts routine documents such as letters, memorandum, program cable, and reports in English and ensures documents are in proper format and compliant with USAID specific requirements.
- Maintains official/working files in compliance with Agency-specific Files Management guidelines and maintains up-to-date document tracking system to ensure that all data, information and records can be easily access. Responsible for the office annual file plan and vital record submission.
- Serves as the Office Timekeeper. Ensures time and attendance data of office staff members are submitted correctly and in a timely manner. Ensures post differential for offshore staff is open and close accurately when employee performs international travel. Coordinates with the main Timekeeper in 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.
- Prepares Procurement Request (PR) including supporting documents to procure products and/or services for the office.
- Prepares 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 document for approval and for payment processing.
- Assists office staff members, short-term contractors, student interns, US summer hire students, and /or Temporary Duty (TDY) employees on matters relating to onboarding, check-in and check-out process.
B) Travel Arrangement: (30%)
- 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; facilitates the process of obtaining visa, travel and country clearance (eCC) and other required travel documents for travelers; reserves flight and accommodation according to the approved itinerary; ensures Health and Accident Coverage Insurance (HAC) or travel insurance are made for local staff before travels; and provides 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.
- Prepares and monitors administrative and oversight budgets for travel.
C) Liaison and Outreach Coordination: (15%)
- Serves as an office liaison coordinating information about the Office and making sure that information gets to appropriate staff members, internal/external stakeholders on a timely basis and in a professional manner.
- Maintain contact with the office staff members traveling on official duty. Forward and/or relay messages, and ensures appropriate action is taken in a timely manner.
- Support office’s outreach activities such as virtual meeting arrangement, updating /maintaining information, and/or gathering/distributing/sharing information, article, or publication as assigned.
- Maintains up-to-date lists of names and contact information of Ministers, Government Officials, Implementing Partners, contractors, members of the Diplomatic Corps and any other institutions.
D) Other Office Support: (15%)
- Provides administrative assistance in organizing meetings, conferences, seminar, and workshops which may include preparing briefing materials and/or packages; reserving rooms; ensuring the meeting facility fulfills the requirements and functions effectively; and providing all related logistical support related to conferences and events and participants.
- Support office on special project such as file deposition, data entry, and research assistance.
- Provides translation and interpreting services at occasion. Sources and recommends translation and interpretation services as assigned.
- Participates and represents in an event, meeting, or working group on the new Agency/Mission/Office’s policies, or initiatives as assigned. Provide inputs pertaining to his/her area of expertise.
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
This position will be under supervision of the Development Assistance Specialist.
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
- Education: Two years of College or University Studies in Business English, Business Administration or relevant studies in Arts or Social Sciences is required.
- Experience: A minimum of 3 years in the field of secretarial, office administration, or project coordinator with Government, Non-Government Organization (NGO), Donor, or International Organization is required.
III. EVALUATION AND SELECTION FACTORS
1. Experience (25 points): Experience in the field of secretarial, office administration, or project coordinator with Government, Non-Government Organization (NGO), Donor, or International Organization.
2. Knowledge (25 points):
- Solid knowledge of secretarial and office administration’s best practice, and related-clerical functions within an office setting such as record management, travel arrangement, and correspondence management is required.
- Good knowledge and understanding of host country’s operational environment such as culture, transportation and government/non-governmental entities are required.
3. Skills and Abilities (50 points):
- Ability to deliver a broad range of secretarial and administration functions with high quality while applying critical thinking skills to solve problems is required.
- Excellent communication and interpersonal skills are required. Demonstrate clear and effective use of language in appropriate to the context of the situation are required.
- Ability to multi-task, identifying priorities and readjusting them as needed; and allocating proper amount of time and resources for each task and carry until completion is required.
- Ability to collaborate with others as a team, placing the team agenda before a personal one, truly valuing others’ inputs, and willing to take shared responsibility are required.
- Possess knowledge and skills of using computers and office software such as Microsoft Word, Excel, Power Point, e-mail, and Google applications. Able to learn and use Agency specific software related to work area efficiency.
- Excellent customer services skills is required.
4. 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