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ROFM Administrative Assistant

Please follow the check lists and submission guidelines, posted on the official website:


1. SOLICITATION NO.:  USAID 72048620R10029

2. ISSUANCE DATE:  May 15, 2020

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:  May 28, 2020/11:59PM Bangkok, Thailand local time

4. POSITION TITLE: ROFM 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.


8. SECURITY LEVEL REQUIRED:  The successful candidate shall be required to obtain a Security Certification for Employment from Regional Security Office. 


9.1. General Statement of Purpose of the Contract

The incumbent serves as an Administrative Assistants for the Regional Office of Financial Management (ROFM), USAID/RDMA. The incumbent is responsible for providing administrative assistance on a broad variety of operational and information supports to the Regional Controller, Regional Deputy Controller as well as the ROFM staff, and maintain a positive relationship with colleagues in RDMA and client missions by responding to queries. To accomplish these responsibilities, the position requires strong communication and coordination with client missions, USAID/Washington, RDMA technical offices and the Regional Executive Office (REXO). The incumbent will be the Payroll, Time and Attendance, and Declining Balance Card (DBC) Coordinator for RDMA and its client missions. S/he plans and organizes OFM staff travel within the region and to the U.S. The Administrative Assistant will be expected to ensure that efficient and effective administrative office operations are maintained and exercise discretion with respect to any activities outside ROFM. S/he also logs, tracks requests for funding and clearance actions from other offices, and client missions. Further, s/he ensures that documents for funding and clearance submitted to ROFM are properly prepared prior to forwarding them to the Accounting section for action.

9.2   Statement of Duties to be Performed

Works closely and collaboratively with the Regional Controller/Regional Deputy Controller 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:                                                          35%

  • Manages and maintains the Regional Controller and the Regional Deputy Controller working calendars. Responds to incoming and outgoing invitation on official function on behalf of the Regional Controller and the Regional Deputy Controller 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, prepares agenda, and arranges meetings. Ensures office staff members remain cognizant of the date/times of schedules and appointments.
  • Reads and screens incoming correspondence, courier, and document; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate mail/materials to the Regional Controller, the Regional Deputy Controller or other office staff members.
  • Reviews, proofreads, and edits correspondence/documents which must pass through/from the Regional Controller and Regional Deputy Controller. Ensures correct formatting, punctuation, capitalization, paragraphing, spelling, grammar, content, attachment and clearance are in accordance with USAID and/or Mission correspondence protocol.
  • Drafts and prepares letters, memorandum, program cable, and reports in English and ensures documents are in proper format and compliant with USAID specific requirements to other offices within the Mission on behalf of ROFM concerning financial issues.
  • 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.
  • Monitors and requests for office supplies and equipment on a regular basis to ensure the adequacy of office supplies and equipment.
  • Prepares all documentation for reimbursements for office staff members for allowances and other official expenses including petty cash reimbursement, public vouchers and travel vouchers. Submits vouchers and supporting document for approval and for payment processing.
  • Assists office staff members, short-term contractors, student interns, U.S. summer hire students, and/or Temporary Duty (TDY) employees on matters relating to onboarding, check-in and check-out process.
  • Prepares travel arrangements, both domestic and international official trips, for the office staff members. These duties include preparing supporting documents and coordinating 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. Liaises with the Program Office (PRO), Regional Executive Office (REXO) and Regional Office of Acquisition and Assistance (ROAA) for Modified Acquisition and Assistance Request Document (MAARD) preparation and Global Acquisition and Assistance System (GLAAS) actions.
  • Accounts for all administrative actions related to MAARD & GLAAS processing.

    B. Payroll, Time & Attendance Coordination:                                         35%

  • Serves as the Payroll, Time & Attendance (T&A) Coordinator by consolidating Mission's T&A including WebTA for U.S. Direct Hires (USDHs), U. S. Personal Service Contractors (USPSCs) and Cooperating Country National Personal Service Contractors (CCNPSCs) for USAID/RDMA and client Missions.
  • Serves as the Subject Matter Expert (SME) for WebTA supporting other timekeepers of each of the offices in the mission and its clients.
  • Liaises regularly with Payroll and Human Resources Divisions of USAID/Washington to resolve USDH payroll and leave issues including initiation and termination of post differentials at post, leave adjustments, access to WebTA, initialization of home leave hours, and creates/updates to USDH and USPSC profiles in WebTA.
  • Verifies the accuracy of each CCNPSC employee's timesheet submitted by timekeeper of each office.
  • Resolves any discrepancies identified by the verification before the data is entered in WinTA.
  • Transmits the information to Global Financial Services in Charleston (GFSC) for payroll processing after confirming all data are correct in WinTA.
  • Collects, verifies and resolves the payroll information of each USPSC and then transmits the information within WebTA or to USAID/El Salvador for processing.
  • Provides training to newly hired/assigned timekeepers in basic timekeeping procedures (WebTA for USDHs and USPSCs, WinTA for CCNPSCs).

    C. Accounting Services Support:                                                           30%

  • Serves as the first point of contact for all related to ROFM operations including funding and clearance services.
  • Establishes and maintains document log-in/ log-out / tracking system for the office using electronic control to log each document submitted by other divisions or client missions for funding or clearance action.
  • Sorts and forwards request documents to the appropriate ROFM staff for proper actions. Returns funding requests that are not properly prepared and/or supported to originators for correction before acceptance.
  • Ensures that proper filing and forwarding actions are conducted after all necessary actions are completed.
  • Serves as the Declining Balance Card (DBC) coordinator and provides administration of DBCs which includes maintaining accountability of the DBCs through facilitation of approval, issuance, tracking, downloading statements and serving as liaison with the Agency DBC coordinator in M/CFO.


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 position reports to the Regional 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


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

2. Experience: At least three years of specific and progressively responsible experience in the field of secretarial/administrative management with a multi-national company, and/or other international organization(s) is required.


1. Experience (30 points): Progressively responsible experience in the field of secretarial/administrative management with a multi-national company, and/or other international organization(s) is required.

2. Knowledge (30 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 (40 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 is required.

  • Must have excellent customer service skills.

  • Must possess knowledge and skills of using computers and office software such as Microsoft Word, Excel, Power Point, e-mail, and Google applications.

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


Please follow the check lists and submission guidelines, posted on the official website: carefully and submit complete application package before the deadline.


Failure to follow the instructions will invalidate your application.


Contact :

เจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistant


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