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ROAA Acquisition and Assistance 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 72048620R10032
 

2. ISSUANCE DATE: June 9, 2020
 

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:  June 29, 2020/11:59 PM Bangkok, Thailand local time
 

4. POSITION TITLE: ROAA Acquisition and Assistance Assistant
 

5. MARKET VALUE:  THB 640,601 – 1,121,058 per annum equivalent to FSN-8

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 Acquisition and Assistance (A&A) Assistant position is in the Regional Office of Acquisition and Assistance (ROAA), at USAID/RDMA).The incumbent will provide a full range of A&A support services and administrative support to the ROAA team. A&A support duties will be most of the incumbent’s duties.
 

9.2   Statement of Duties to be Performed
 

      A. Acquisition and Assistance Support:                                   75%

The A&A Assistant, under the close guidance and direction of the ROAA Contracting Officers (CO) and A&A Specialists, is responsible for providing A&A support. The activities that he/she supports are implemented through complex U.S. Governmentcontracting and grant mechanisms, requiring the incumbent to become familiar with the full range of USAID’s A&A terminology, instruments and approaches.
 

Past Performance:

  • Tracks and manages contractor performance information for ROAA acquisition mechanisms.
  • Serves as Mission Focal Point for the Contractor Performance Assessment Reporting System (CPARS), and is responsible for the collection, distribution, and control of contractors’ performance reports. As Focal Point, the incumbent will coordinate CPARS access (create User IDs/passwords) for all Contracting Officer’s Representatives (COR) in the Mission, client missions and contractor points of contact for all ROAA contracts, properly register new contracts/orders in the system, and track all interim and final performance reviews to ensure they are initiated and completed within required timeframes.
  • Upon the launch of the past performance reporting system, the incumbent willperform a similar role as the Mission focal point for that system.
  • Conducts a first-line review of draft past performance reports with Contracting/Agreement Officer’s Representatives (C/AORs) prior to forwarding the report to the A&A Specialists. Checks the CPARS draft narratives, provides accurate and satisfactory information to support the rating, reviews document grammatically, readability and logic.
  • Develops and delivers presentations/training on past performance to USAID staff.
     

GLAAS and ASIST:

  • Ensures ROAA documentation compliance and continuously monitors compliance with the Agency Secure Image and Storage Tracking System (ASIST). Files awards and modifications in ASIST after an award/modification is executed for his/her designated actions.
  • Serves as the Mission’s ASIST POC and coordinates with the Office of Acquisition and Assistance’s ASIST point of contact to resolve any issues, report on records status, and responds to data calls as necessary.
  • In coordination with the Administrative Assistant, the incumbent is responsible for maintaining and streamlining ROAA’s electronic award folders (ROAA shared drives) to ensure a logical, current, and consistent storage of data. The incumbent will be expected to monitor changes to the ASIST system and regulations and provide presentations/training to update USAID C/AORs on any significant changes.
  • Processes A&A actions in the Global Acquisition and Assistance System (GLAAS), as needed. Trains new A&A staff at client missions or new RDMA C/AORs as requested.
     

Procurement Actions:

  • Assists the A&A Specialists in completing low-complexity procurement actions including incremental funding, administrative modifications, activity extensions, small grants, simplified acquisitions, and other minor actions under the direction of a Contracting Officer (CO) or A&A Specialist.
  • 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.
     

Closeout:

  • Monitors the closeout status of RDMA awards through a tracking system and coordinates the closeout of awards with the A&A Specialists. Applies regulatory guidance for award closeout to ensure RDMA compliance with USAID goals for timely and proper award closeout.
  • Works with requesting offices, implementing partners (IPs), and financial office staff in fulfilling closeout duties. As directed by the supervisor, the incumbent will closeout USAID/RDMA activities and perform closeout support for client missions as requested.
     

ROAA Knowledge Management:

  • Maintains and updates the ROAA site on RDMA Intranet and any other internal/external online platforms developed by ROAA or RDMA.
  • Serves as the ROAA point of contact for RDMA’s customer service platform and assists the ROAA Director with tracking and responding to service requests from customer missions.
  • Serves as a facilitator or recorder role for ROAA meetings. Monitors relevant USG and USAID rules and regulations and USAID systems for issuance of updates relevant to ROAA and flags these updates for discussion in ROAA meetings. Develops and updates a repository of supporting information for C/AORs, COs and A&A Specialists, such as a FAQ for common C/AOR questions or database of activity cost elements.
     

Customer Outreach:

  • Acts as a point of contact (POC) between ROAA and C/AORs, other RDMA offices, Implementing Partners (IPs), and client missions.
  • Serves as a leading administrative role for the USAID regional A&A Lab based in Bangkok. Drafts internal USAID ROAA A&A notices and announcements as directed by the ROAA Director.
  • Serves as ROAAs main POC with the Asia Regional Training Center (ARTC) and USAID/RDMA institutional support contractors to arrange ROAA outreach events such as targeted trainings, pre-solicitation conferences, IP meetings, and activity co-creation activities. This work may also include development of newsletters, compiling best A&A practices from the region, and organizing A&A events.
     

B. Administrative Responsibilities:                                                    25%
 

Records Management:

  • Manages existing A&A paper files and vital records and reporting. Coordinates closely with the Administrative Assistant to ensure filing is complete and appropriate.
  • Conducts the annual file inventory and review. The incumbent must have a complete knowledge of official files’ retention and destruction rules mandated by the Federal Acquisition Regulations (FAR) and other internal Agency guidelines and must ensure retention and destruction of official files is completed in an appropriate and timely manner.
     

Distribution:

  • Distributes new awards and modifications to existing awards to designated points of contact at RDMA, client missions and IPs. Drafts and distributes COR/AOR designation letters and other letters and memoranda, as necessary.
     

Tracking:

  • Maintains and streamlines ROAA’s tracking systems including various A&A databases, Excel sheets and documents.
  • Monitors, updates and tracks active awards and associated tally sheets, expired awards, completed A&A actions, planned procurements, status of CPARS reports, audit reports and contact list of IPs.
  • Manages the list of RDMA’s Contracting/Agreement Officer’s Representatives (COR/AORs) and support documentation regarding their certification.
  • Generates reports for ad-hoc data calls such as the obligated amount under certain period, report on the type of awards and organizations. This requires that the incumbent has a familiarity with USAID’s Business Objects Enterprise (BOE) reporting system.
     

General Administrative Support:

  • As an alternate to the ROAA Administrative Assistant and in service of client missions as requested, the incumbent is responsible for providing administrative support in the areas of travel arrangements for ROAA staff, maintaining records of incoming communications and correspondence.
  • Serves as an alternate timekeeper in WebTA and works with the ROAA Director and Administrative Assistant to establish, organize, and carry out the administrative needs of ROAA and any requested clients.
     

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 directly to the ROAA Supervisory Contracting Officer 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: A minimum of two years of College or University studies.
  2. Experience: A minimum of three years of progressively responsible administrative support experience.
  3. Language: Level IV – Fluent in speaking/reading/writing in Thai and English with a valid TOEIC score of 855 is required.

IIIEVALUATION AND SELECTION FACTORS 
 

Application Rating System
The application rating system factors are used to determine the competitive ranking of qualified applicants in comparison to other applicants. Applicants must demonstrate the rating factors outlined below within their application and/or resume, as they are evaluated strictly by the information provided. The rating factors are as follows:
 

1.Experience (30 points): Additional points will be given for relevant experience above the minimum requirement which may include relevant experience working in an administrative, knowledge management and/or procurement support function with development agencies/organization. 
 

2.Knowledge (30 points):   

  • Demonstrated knowledge of public or private sector business processes including general office operations and management;
  • Demonstrated knowledge of professional office research, writing and analysis techniques;  
  • Demonstrated understanding of general procurement knowledge and procedures, or the ability to gain such knowledge. 
    ​​​​​​​

​​​​​​​​​​​​​​3.Skills and Abilities (40 points) 

  • Demonstrated ability to provide administrative support;
  • Demonstrated ability to understand, apply, and educate staff on regulations, policies, and procedures of a company or agency;
  • Demonstrated ability to prioritize tasks and schedule priorities to ensure that due dates are met;
  • Demonstrated ability to interact with high-level representatives, staff and client missions and host government officials;
  • Demonstrated excellent interpersonal skills, attention to details;
  • Demonstrated detail oriented and ability to obtain, analyze, and evaluate a variety of data;
  • Demonstrated excellent project management, analytical, organizational, time management skills and the ability to meet deadlines and manage multiple priorities;
  • Demonstrated ability to meet standards of conduct and manage procurement sensitive documents in this position;
  • Demonstrated excellent computer skills to use office software such as Microsoft Office, emails and Google Applications.
     

Total Application Rating: 100
Recruitment Test: 100
Interview Performance: 100
Total Possible Points: 300
 

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 in accordance evaluation factors and points mentioned in Section III, item 1-3. Shortlisted candidates will be given a recruitment test. Applicants with passing marks from the recruitment test and with a valid TOEIC score mentioned in Section II, item 3 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. The successful candidate will be selected based on a review of his/her qualifications, work experience, knowledge, skills and abilities; a written test; an interview; and the results of reference checks. 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


เจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistant

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