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USAID 72048620R10008 General Service Clerk

We do not accept application submit via JobsDB.co.th

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

 I. GENERAL INFORMATION

1. SOLICITATION NO.:  USAID 72048620R10008

2. ISSUANCE DATE:  December 6, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: January 2, 2019/ 11:59PM Bangkok, Thailand local time

4. POSITION TITLE:  General Service Clerk

5. MARKET VALUE:  THB 423,963 – 741,944  per annum equivalent to FSN-6

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 incumbent is responsible for performing routine administrative duties for USAID/RDMA, mainly involving Correspondences and Records; Mail, Cable and Facsimile; Administrative and Transportation Management for the Executive Office (EXO). S/he will classify code, organize, and maintain official office files, which include personnel records, travel files, memoranda, cables, procurement files and other office records according to the established system and incompliance with the U.S. Government (USG) filing/records management requirements. The incumbent is required to provide administrative and mailing support to EXO such as assembling documents, handling building pass card, typing, hand carrying/picking up and distributing mail/documents/courier deliveries, backing up receptionist and assisting EXO team member as assigned.

 9.2.   Statement of Duties to be Performed

A) Correspondences & Records (C&R):  (35%) 

 The incumbent establishes and maintains files and records for C&R library, and Executive Office division – the duties include adding new materials into file records and creating new records as necessary; classifies information according to guideline such as content, purpose, user criteria; chronological order, etc.

  • Organizes, upkeeps and maintains file records in alphabetical or numerical order or established RDMA/USG filing procedures and policies; eliminate outdated or unnecessary materials, destroying them or transferring them to an active storage according to file maintenance requirements; find and retrieve information from files in response to requests from authorized users; perform periodic inspection of material or files to ensure correct placement, legibility and proper condition; convert documents to electronic file for office file storage; answer questions about office records and files; search files and records for information and references.
  • Support the Executive Assistant on correspondence and records management, advising staff of requirements, advising the EXO on issues, and ensuring compliance with regulations and policies. Plans, administers and submits Mission’s file plan, manages the vital records program, and serves as the regional expert for client Mission/Offices’ submission.
  • In the absent of the Executive Assistant, provides briefing for the Mission’s newcomers and file custodians, periodic classroom training to all USAID/RDMA staff and all client Mission/Offices’ staff on the USAID Record Management filing system including the Annual file plan and vital record report. This includes training on proper classification and labelling; maintenance and filing of program, case and subject files; and procedures for archiving, storage, destruction and/or shipment of records to Washington for storage.

 B) Mail, Cable, and Facsimile:  (30%)

The incumbent assists the Executive Assistant in processing all incoming and outgoing mail including postal, special courier, diplomatic pouch and Diplomatic Post Office (DPO) including: 

  • Pick-up, delivery, and distribute of all in-house mail, mail from Embassy, DPO, Pouch or other distribution locations
  • Liaises with Department of State DPO; process all incoming and outgoing mail including postal, special courier, diplomatic pouch and DPO; insure they have current lists of those authorized to pick up or deliver DPO mail;
  • Reviews all billings for pouch and courier services; tracks packages for customer. 

 In the absent of the Executive Assistant, provide the following services: 

  • Retrieves unclassified cables for the Mission and distributes to appropriate personnel or office. Draft or review for correct format outgoing cables and timely transmit through the Clout system.
  • Working with Embassy Bangkok Information Technology (IT) staff coordinates postal and courier mail delivery, and coordinates cable searches, comeback copies, and retrieval to resolve technical problems. 

 C) Administrative Duties: (20%) 

The incumbent provides administrative support for EXO for routine clerical tasks such as assembling documents, welcome packet, training material, briefing books; backing up documents, typing, data entry, copying, distributing/hand carrying office documents such as employee pay slips, urgent documents, assisting HR/EXO secretary/Procurement in file maintenance. 

  • Provides reproduction services, including printing of materials, binding and laminating of mission publication such as temporary business cards, quick emergency directory cards and warden cards, and bomb threat report signs.
  • Handling building pass card stock.
  • Programs telephone system; trains staff on telephone features.
  • Oversees and maintains Emergency phone listings; warden tree and Regional Security Office contact database.
  • Updates Short Message Service (SMS) database for emergency dissemination of text messages.
  • Oversees the distribution and payment of home telephone bills.
  • Provides coverage as a back-up receptionist and EXO Secretary
  • Perform other ad hoc requests as assigned. 

 D) Transportation Management: (15%) 

Assist the Executive Assistant, provide the following services: 

  • Manages the Mission’s ‘motor pool’ by scheduling and tracking according to Mission’s needs.
  • Distributes and prioritizes the daily work of drivers.
  • Reviews and certifies monthly driver timesheet including fuel, Overtime and expressway expense, and ensures that proper authorizations are in place for each and every transportation action.
  • Prepares relevant reports on all motor pool activities. 

 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 Supervisory Executive Specialist 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: Completion of secondary school is required.
  1. Experience: A minimum of 2 years in an office setting that includes secretarial/ administrative duty is required.

 IIIEVALUATION AND SELECTION FACTORS 

       1. Experience (25 points): Experience in an office setting that includes secretarial/ administrative duty.

       2. Knowledge (25 points):  

  • An understanding of filing principals and records management.
  • Knowledge of secretarial duties.

       3. Skills and Abilities (50 points): 

  • High degree of filing/records administration is required.
  • Must have proficiency in Microsoft Office (Word, Excel and Power Point), and Google applications.
  • Ability to work in a team environment and adapt to the existing work environment is required.
  • Must possess good communication and interpersonal skills 

       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  thru RDMArecruitment@usaid.gov before the deadline.

  Failure to follow the instructions will invalidate your application.

Contact : RDMArecruitment@usaid.gov


ผู้ประสานงาน / Coordinatorเจ้าหน้าที่ประจำสำนักงาน / Officer

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