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RLO Paralegal Assistant

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

I. GENERAL INFORMATION
 

1. SOLICITATION NO.:  USAID 72048620R10021
 

2. ISSUANCE DATE:  February 28, 2020
 

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:  March 26, 2020/11:59PM Bangkok, Thailand local time
 

4. POSITION TITLE: Paralegal Assistant
 

5. MARKET VALUE:  THB 713,648 – 1,248,882 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 
 

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
 

As a key member of the Resident Legal Office (RLO), USAID/RDMA, the employee performs tasks primarily as a paralegal, but must also dedicate significant time to administrative matters in the office. As a paralegal, the employee will perform a variety of functions in the legal office, primarily substantive legal work specifically assigned by the Resident Legal Officers (RLOs). The employee serves as a front-line reviewer of all documents that come into the legal office for RLO clearances. The employee also performs a variety of unique (not routine or recurring) legal and factual research and analytical tasks for the RLOs. These include locating difficult-to-find U.S. and USAID legal materials, performing research in non-traditional sources to identify facts on which RLOs can base their legal opinions, and careful analysis and interpretation of complex and ambiguous written material. Administratively, the employee is expected to organize and ensure the smooth operation of a busy legal office. The Paralegal Assistant is responsible for managing the annual budget for the legal office as well as solving complex administrative problems, such as making and changing complicated travel arrangements.
 

9.2   Statement of Duties to be Performed
 

A. Paralegal Duties:                                                                                               75%
 

1. Legal  research and analysis
With general direction from RLOs, identify, analyze, and summarize U.S. legal materials for RLO decision-making and RLO projects. Sources of such materials include U.S. statutes, regulations, court decisions (U.S. Supreme Court and lower courts), the Foreign Affairs Manual (FAM), applicable USAID Automated Directive Systems (ADS) provisions, the Office of General Counsel’s knowledge repository, and host country law sources such as tax and Non-Governmental Organization (NGO) registration provisions.
 

2. Preliminary review of documents

  • Screens correspondence and specific documents for RLO clearance to ensure they contain all necessary supporting documentation for RLO review.
  • Conducts a first-line review of documents for the following: accurate and sufficient necessary information; sound justification, and citation to statutes, the ADS, and the FAM; grammar; readability, and logic. Examples of documents to be reviewed may include pre-obligation packages, including pre-obligation checklists and activity checklists; various memoranda; waivers; Mission Notices; and Mission Orders.
  • Conducts "Cite check" to verify the accuracy of legal citations. (This task is often performed by first year lawyers in Wall Street law firms.)
  • Provides preliminary analysis and opinion on the documents and flags any potential issues for RLO decision making.
     

3. Legal knowledge management

  • Monitors the ADS and other sources for issuance of updates, and ensures inclusion of updates in RLOs' individual reference materials.
  • Maintains a confidential office file of RLO ethics opinions. An especially high degree of discretion and confidentiality is required for this task.
  • Provides legal materials produced by RLOs to the General Counsel (GC) legal opinion repository, such as by uploading to the GC Knowledge Management site.
  • Manages and maintains RLO electronic filing system for a single-point entry to RLO shared files among staff in RLO.
  • Maintains and updates RLO’s Knowledge Management platform on RDMA Connect, the Mission’s intranet and knowledge management platform.
     

4. Freedom of Information Act (FOIA) 

  • Serves as the Point of Contact for the FOIA program in RDMA and other missions served by the RLOs.
  • Ensures that relevant RDMA offices and bilateral missions in the region, as identified by RLOs, receives FOIA requests and are apprised of deadlines. Monitors to ensure that FOIA deadlines are adhered to or extensions are requested.
  • Advises offices or missions of FOIA processes and procedures. Coordinates with the FOIA office for clarifications on the FOIA requests.
  • Manages the production of responsive documents and proposed redactions and makes recommendations to RLOs for their final consideration.
  • Ensures that FOIA response documents are transmitted to the USAID/Washington (USAID/W) FOIA office on a timely basis.
  • Maintains log of FOIA requests, their status, and responses.
  • Provides training to missions in the region on FOIA processes and procedures.
     

5. Mission Ethics Program

  • Manages U.S. Government ethics compliance requirements for staff in RDMA and client missions in the region.
  • Assists the RLOs in organizing annual ethics training, including preparation of training announcement, scheduling multiple sessions of the training, and assisting with developing training materials.
  • Ensures that all required staff fulfill their ethics compliance requirements.
  • Keeps attendance logs and coordinates with the Office of the General Counsel (GC) in updating training attendance records.
  • Provides ethics briefings to new locally hired staff at RDMA and client missions to ensure that newcomers are aware of U.S. Government ethics compliance requirements. Flags any potential ethics issues for the RLOs' advice and determination.
     

6. Litigation and dispute resolution matters

  • Keeps familiarize with Mission procedures for receipt and/or rejection of service of legal process on RDMA, client missions, and their employees. Acts as one of the few mission employees able to appropriately respond if an attempt is made to serve legal process and no RLO is available.
  • Verifies instructions for response to service of process are maintained and readily available at reception desk, guard desk, Regional Executive Office (REXO), mail room, and Front Office desk, particularly when there are new employees.


7. General Paralegal Duties

  • Provides preliminary legal assessments on various matters, including recommendations for material policy changes.
  • Provides ad hoc training in RLO-developed training courses, as requested by RLOs.
  • Develops and manages templates for action memos and other documents that are frequently submitted to RLO for clearance in order to increase efficiency in the approval process.
     

B. Administrative Duties:                                                                               25%
 

While the primary focus of the position is on paralegal work, the incumbent also coordinates all administrative office management and support functions of the RLO office and carries out administrative duties necessary to ensure the smooth operation of the office.
 

  • Prepares and monitors RLO travel budget. Identifies applicable cost inputs. Prepares reports to the Regional Office of Financial Management (ROFM) on travel budget utilization and availability.
  • Prepares procurement requests for RLO office, including developing budgets and assisting with scopes of work (often for TDY legal services.). Liaises with REXO Procurement Team to ensure timely procurement entry, and with other Mission offices to ensure timely processing of RLO procurement requests.
  • Manages RLO travel. Prepares travel requests and makes travel arrangements, ensuring optimal detailed itineraries; obtains country clearances; liaises with other USAID Missions; ensures visas are obtained; stays abreast of USAID travel regulations; prepares travel reimbursement requests.
  • Manages RLO-provided training. Schedules training to maximize attendance; ensures that mandatory attendees attend; maintains logs of attendees and identifies non-attendees; maintains, reproduces and distributes training materials.
  • Screens correspondence and documents entering RLO office, and routes them to appropriate RLO. Screens incoming pre-obligation packages to ensure that they contain all supporting documentation needed for RLO review. Be familiar with Delegation of Authority Mission Order to assist in determining when RLO clearance is required. Maintains a log of incoming and outgoing documents. Liaises with other mission offices regarding the status of documents.
  • Assumes responsibility for smooth management and efficient operation of the RLO office. Identifies, orders, and maintains necessary office supplies and equipment.
  • Acts as liaison for external coordination between RLOs and other USAID missions and embassies. Coordinates and assists with other office directors, administrative assistants and secretaries to assure smooth workflow and cooperation.
  • Takes a lead in organizing all RLO-led events such as regional conferences or other training courses.
  • Provides support for high-level visitors and other visitors from USAID missions or USAID/Washington as needed.
  • Screens and appropriately directs incoming calls and visitors with courtesy, patience, and tact. Schedules meetings and appointments for RLOs; maintains RLOs' calendars.
  • Prepares, submits, and maintains time and attendance for each RLO. Maintains regular communication with the Financial Management Office to keep abreast of software and procedures required to ensure accuracy of payroll and leave records.
  • Translates legal and other documents as requested.
     

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 reports to the Resident Legal 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:  Benjamaporn/RDMA HR Assistant
 

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION 
 

1. Education: A minimum of Bachelor’s degree in Business/Public Administration, Law, International Development, Social Science, or Art is required.

2Experience: A minimum of five years of professional experience with a foreign government or international organization is required.
 

IIIEVALUATION AND SELECTION FACTORS 
 

1. Experience (20 points): Professional experience with a foreign government or international organization is required.
 

2. Knowledge (35 points): Knowledge of general office operations and management. Knowledge of research and analysis techniques is required.
 

3. Skills and Abilities (50 points):  

  • Must have strong interpersonal, communication, and organizational skills.
  • Must have strong English writing skills.
  • Must have a high degree of intellectual skills, judgment and attention to detail.
  • Ability to conduct internet-based research and articulate succinct opinions and/or analysis of the research, both in oral and written formats is required.
  • Ability to work effectively in a team, while also being able to complete independently assigned tasks is required.
  • Ability to work calmly, tactfully, and effectively under pressure, and to prioritize competing priorities in a very busy legal office.
  • Must have the capacity to assume increasing responsibility over time.
  • Ability to demonstrate leadership skills as well as to take initiatives to improve effectiveness and efficiency of the legal office and the Mission as a whole is required.
  • Must be proficiency in computer operations, specifically Google Suite Applications, especially Google Docs, Google Presentation, and Google Form and Microsoft Office (e.g., Word, Excel, PowerPoint).
  • Must have budgeting and travel management skills.
     

4. Language: Level IV – Fluent in speaking/reading/writing 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.
 

V. 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


เจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistant

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