Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/
I. GENERAL INFORMATION
1. SOLICITATION NO.: USAID 72048620R10012
2. ISSUANCE DATE: January 10, 2020
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: January 30, 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 incumbent serves as the Administrative Assistant to the Deputy Mission Director in the Director’s Office (DIR), USAID/RDMA. The incumbent provides a wide range of secretarial, clerical services and various administrative duties to support the Director’s Office.
9.2. Statement of Duties to be Performed
A) Secretarial and Office Administration: (80%)
- Maintains and manages the Deputy Mission Director's calendar, develops and maintains an up-to-date leave, and travel schedule.
- Schedules appointments, prepares agenda and meeting arrangement. Ensures supervisor remains cognizant of the date/times of schedules and appointments.
- Screens and assesses incoming calls requesting information or assistance, frequently in the absence of the supervisor; refers calls received to the appropriate technical offices; determines and requests pertinent details for calls requiring a response by the supervisor; forwards action requests to appropriate members of regional office staff and/or to non-presence country managers.
- Reviews, proofreads, and edits correspondence/documents which must pass through/from the Deputy Mission Director. Ensures correct formatting, punctuation, capitalization, paragraphing, spelling, grammar, content, attachment and clearance are in accordance with USAID and/or Mission correspondence protocol.
- Drafts routine documents such as letters, memorandum, program cable, and reports in English and ensures documents are in proper format and compliant with USAID specific requirements.
- Prepares quarterly travel plans for the Deputy Mission Director including planned itineraries, projected costs for each planned trip, and arranges hotel and other logistical support requirements for each trip; provides information and administrative coordinate for the management conference, meeting such as hotel and transportation arrangement, and meetings. Monitors travel plan and keeps track for travel budget.
- Prepares time and attendance reports for the Director's Office and provides support to other management personnel as needed.
- Orders office supplies and manages the stock of expendable supplies.
B) Other Office Support: (20%)
- Coordinates and assists with administrative requirements for Mission visitors and conferences; coordinates, designates, plans events and programs with other staff, works with the travel section to arrange accommodations and coordinates country clearances for the supervisor and Very Important Personal (VIP) visitors to the USAID/RDMA. Assists in organizing meetings, conferences, seminar, and workshops which may include preparing briefing materials and/or packages; reserving rooms; ensuring the meeting facility fulfills the requirements and functions effectively; and providing all related logistical support related to conferences, events and participants.
- Supports office on special project such as file deposition, data entry, and research assistance.
- Provides translation and interpreting services at occasion.
- Participates and represents in an event, meeting, or working group on the new Agency/Mission/Office’s policies, or initiatives as assigned. Provides inputs pertaining to his/her area of expertise.
- Serves as back up to the Administrative Assistant to the Mission Director and the Paralegal Assistant to the Resident Legal Officers (RLOs) in their absence.
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 Deputy Mission 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
- Education: Minimum of two years of College or University Studies is required.
- Experience: A minimum of 3 years in the field of secretarial, office administration, or project coordinator with at least one year of this experience must be with Government, Non-Government Organization (NGO), Donor, or International Organization is required.
III. EVALUATION AND SELECTION FACTORS
1. Experience (50 points): Experience in the field of secretarial, office administration, or project coordinator with at least one year of this experience must be with Government, Non-Government Organization (NGO), Donor, or International Organization is required.
2. Knowledge (20 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. Knowledge (30 points):
- Excellent interpersonal and communication skills are required. Must be able to exercise the utmost tact and diplomacy when communicating with high ranking officials, and exercise discretion when it is necessary to process sensitive information.
- Must possess excellent customer service skills and able to work collaboratively as a team member.
- Must be able to obtain, analyze and evaluate a variety of data; organize and present information in concise written and oral formats; conceptualize, exercise sound judgment, originate ideas and develop creative solutions; handle requests for tasks with patience; organize, prioritize and follow through on all assignments.
- Must be detail oriented, work well under pressures and be able to meet strict deadlines.
- Must demonstrate the ability to multitask in the performance of daily administrative management duties and responsibilities.
- Ability to independently perform the work of a sensitive nature covering a variety of complex administrative and management duties is required.
- Must be proficient with computer and office software such as Microsoft Word, Excel, PowerPoint, Google Applications, and Gmail.
- Must also be able to learn and use Agency-specific software designed to enhance work area efficiency.
4. Language: Level IV – Fluent in Thai and English with 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.
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