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 72048620R10006
 

2. ISSUANCE DATE:  January 3, 2020
 

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: January 23, 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 Administrative Assistant position is in the Regional Office of Procurement (ROP), at USAID/RDMA. The position provides a full range of administrative and Acquisition & Assistance (A&A) support to the ROP Office Director, Deputy Director and other ROP staff. Administrative duties will be most of the incumbent’s duties. In addition, s/he will support the work of the Contracting/Agreement (CO/AO) Officers and A&A Specialists in A&A related matters. The A&A tasks will fall within the following areas: Award administration including distribution, filing and compliance.
 

 9.2.   Statement of Duties to be Performed

A) Administrative Responsibilities:  (70%) 

• Works closely and collaboratively with the ROP Director, Deputy Director and ROP staff in planning, establishing priorities, organizing, and carrying out administrative support functions within the office.
• Serves as timekeeper for ROP staff; collects, reviews, prepares, and submits timesheets into the Time &Attendance system, Web‐based Time and Attendance (WebTA), as well as paper timesheets for local staff, and keeps regular communication with the Office of Financial Management (OFM) in order to keep abreast of any requirements to ensure correctness of payroll and leave records.
• Coordinates official travel arrangements for the ROP Director and ROP staff in coordination with the travel agency assistant and other concerned offices. This includes the preparation of travel requests, travel vouchers and other documents related to ROP staff travel. Provides support for official and entitlement travel for ROP Director’s and ROP staff’s authorized/eligible family members, when necessary. Provides guidance to ROP staff on the appropriate supporting reimbursement documentation, and ensures it is attached to travel reimbursements’ requests prior to submission to OFM. Obtains electronic country clearance requests for ROP.
• Maintains a record of ROP staff travel budget and coordinates with OFM on travel funds availability. Works closely with the ROP Deputy Director in the development of yearly travel budget for ROP staff.
• Coordinates meetings for the ROP Director and ROP Deputy Director and when necessary, for other ROP staff; liaises with other offices in obtaining necessary information for meetings. Attends weekly scheduled meetings, prepares minutes for approval by the ROP Director and/or her designee for distribution within the office. 
• Receives incoming phone calls and visitors. As the first point of contact for all official visitors/guests in the ROP, receives and screens visitors for the office, submits necessary access requests in advance, liaises with the Mission Executive Office (EXO) on coordinating visit, escorts visitors, and alerts meeting participants upon visitor’s arrival. Schedules all appointments tentatively, confirming and/or rescheduling as necessary. The incumbent ensures that the ROP Director, ROP Deputy Director and ROP staff are cognizant of scheduled/confirmed appointments and routinely utilizes computer programs (Google Calendar) to maintain appointments and the ROP Office calendar updated.
• Maintains record on incoming correspondence for ROP. Receives and reviews all correspondence/documents to ensure correct formatting, punctuation, grammar, spelling, language, form, and content in accordance with accepted USAID practices and ensures all correspondence, forms, charts, presentation/training materials, and official transmittals using computer in conformance with USAID policies and procedures. Reviews and tracks outgoing correspondence. Assists ROP staff in reproduction of electronic materials such as materials for ROP-led training.
• Prepares requisitions for office supplies, repairs to office equipment, and printing services to ensure supplies are readily available and equipment fully operational. Maintains adequate stocks of office supplies; requisitions supply and/or any services for ROP staff.
• Maintains various office functional databases such as ROP document file plan, shared drive, leave plan, training plan, Temporary Duty (TDY) plan and RDMA Service Tracker.
• Organizes logistics and works closely with Asia Regional Training Center (ARTC) for ROP led-trainings, events and meetings. Provides translation and interpretation services as necessary.

 B) Acquisition and Assistance Support:  (30%) 

• Serves as alternate in the administration of the tracking and management of contractor performance information for acquisition mechanisms handled by ROP. Serves as Mission Alternate Focal Point for the Contractor Performance Assessment Reporting System (CPARS) and works closely with the other A&A Assistant to ensure CPARS reporting and tracking is up to date.
• Responsible for compliance in A&A documentation through the Agency Secure Image and Storage Tracking System (ASIST) and serves as a back-up to the A&A Assistant in uploading additional documentation in ASIST. Files awards and modifications in ASIST after an award/modification is executed for his/her designated portfolios
• Manages existing A&A paper files and vital records and reporting. Coordinates closely with the A&A Assistant to ensure filing is complete and appropriate. Conducts the annual file inventory and review.
• Works with the A&A Assistant to maintain and streamline ROP’s tracking systems. Manages the list of RDMA’s Contracting/Agreement Officer’s Representatives (COR/AORs) and support documentation regarding their certification. S/he will be required to produce A&A reports for ad-hoc data calls such as the obligated amount under certain period, report on the type of awards and organizations.
• Serves as a back-up in the preparation of A&A actions for ROP in the Global Acquisition and Assistance System (GLAAS), as needed. Supports A&A Specialists with production of A&A materials to support a wide range of procurement actions such as documents for technical and cost evaluations.
• Distributes new awards and modifications to existing awards to designated points of contact at RDMA, client missions and Implementing Partners (IPs). S/he drafts and distributes COR/AOR designation letters and other A&A letters and memoranda, as necessary. 
   

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 ROP Office Director 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:  Natthika Changprasert/RDMA HR Assistant.
 

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION 

1. Education: Two years of College or University Studies is required.

2. Experience: A minimum of 3 years of progressively responsible administrative support experience is required. At least one (1) year of this experience must be with an international organization.

III. EVALUATION AND SELECTION FACTORS 

1. Experience (20 points): Experience in the field of administrative support experience is required. Some of this experience must be with an international organization.

2. Knowledge (30 points):  Excellent knowledge of administrative support services and office management in order to ensure effective and efficient operations; knowledge of office management principles, methods, and procedures to complete work assignments; basic knowledge of financial principles; knowledge of sorting/filling techniques to maintain accurate records; knowledge of database management (e.g. input, organize, track, and retrieve data).

3. Skills and Abilities (50 points): 

• Ability to effectively perform a broad range of administrative functions and apply critical thinking skills to solve work-related problems within the scope of work is required.
• Must have excellent communication and interpersonal skills.
• Ability to demonstrate clear and effective use of language in appropriate to the context of the situation 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.
• Must possess knowledge and skills of using computers and office software such as Microsoft Office and Google Applications.
• Ability to learn and use Agency specific software related to work area efficiency are required.
• Excellent customer service skill is required.

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://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.

Closing Date               :      19 April 2026 (11:59 PM, Bangkok Time)