ThaiNGO

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

I. GENERAL INFORMATION
 

1. SOLICITATION NO.:  USAID 72048620R10036
 

2. ISSUANCE DATE: August 21, 2020
 

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:  September 10, 2020/11:59 PM Bangkok, Thailand local time
 

4. POSITION TITLE: ARTC Administrative Assistant (Help Desk)
 

5. MARKET VALUE:  THB 529,641 – 926,880  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. 
 

9. STATEMENT OF DUTIES 
 

9.1. General Statement of Purpose of the Contract

This position is an Administrative Assistant (Help Desk) position under the Asia Regional Training Center (ARTC) of the Regional Executive Office (REXO), USAID/RDMA. The incumbent will be responsible for ensuring the physical space of the ARTC is properly maintained and supplied stock items are adequate at all times.  S/he will assist with property inventories, supply requests, purchase requests, and other related tasks.  The incumbent will also provide Tier 1 Information Technology (IT) and audio-visual (AV) support to all classrooms, manage the ARTC intranet pages, and ensure course presentations are properly set up within the IT and AV equipment environments, and stored for future reference.
 

9.2   Statement of Duties to be Performed
 

A. TECHNOLOGICAL SUPPORT:      45%

• Be the primary point of contact (POC) for information technology (IT) and audio-visual (AV) related issues at ARTC and provides Tier 1 IT and AV support to course instructors and participanlif on a daily basis, working closely with the RDMA Help Desk (REXO/IT) and the IT Assistant assigned by REXO/IT who provides more help with decidedly more complex IT issues.
• Troubleshoots classroom issues such as loss of sound, projector malfunctions, microphone problems, training materials interfaces with ARTC IT and AV equipment, and similar matters. Acts immediately to ensure minimal time lost to the class and training.
• Submits REXO/IT Help Desk tickets on behalf of ARTC as needed and follow up to ensure quick and sufficient resolution of any problems.
• Operates all technological equipment and trouble shoots IT/AV issues with little or no supervision from REXO/IT.
• Ensures all course presentations are loaded on to classroom computers prior to course commencement.
• Manages the ARTC’s intranet pages within the Agency’s recently reformed intranet platform to make sure ARTC’s content is both current and aligned with the Agency’s intranet requirements. Manages the mission’s mentoring program toolbox, along with being Subject Matter Expert (SME) for ARTC on the “My USAID” site.
• Designated photographer for all training classes and major events at ARTC, as well as outside venues on an occasional basis; he/she assists with trainer-initiated VDO recording as needed.
• Responsible for the inventory of ARTC’s technological office equipment, issuing, tracking, and maintaining all IT, AV, and other ARTC property.
• Responsible for ensuring records are current, accurate, and complete, and management of all property and equipment meets Agency policies and standards
   

B. FACILITY MANAGEMENT AND MANINTENANCE:     35%

• Sets up all training rooms, computer labs, and breakout rooms, as well as offices, cubicles and common areas, in accordance with classroom leader needs and requests.
• Ensures that each room setup is completed on time with the necessary materials, and he/she will be proactive coordinating with training providers and other leadership in determining the needs for each class and/or conference.  He/she also assists the Department of State with room configurations and room set ups, as required.
• Ensures that adequate stock levels of office and training supplies are maintained at all times.
• Assesses annual and periodic supply requirements and procurement pipelines, and prepares purchase requests for replenishment of supplies, ensuring that all required items are procured in a timely manner and immediately at hand whenever needed.
• Assess classrooms for needed repairs and coordinate with the RDMA Personal Property Management (PPM) team to design solutions for any problems.  Such work relates to all aspects for facility management, including lighting, air-conditioning, plumbing, electronics, carpeting, cleaning, and any other maintenance issues. Incumbent is responsible for escorting contractors or maintenance teams as required to complete work. 
• Prepares annual inventories for all non-expendable and expendable property located in the ARTC (furnishings, supplies, and training materials) as required by USAID/Washington.
• Assists in maintaining and updating non-expendable (NXP) stock for the Asia Regional Training Center.
• Monitors and seeks ways to improve the facility maintenance and act as main POC between property management team and building management.
   

C. GENERAL AND PROCUREMENT ADMINISTRATIVE SUPPORT:  20%

• Ensures security standards are maintained and ensures visitors do not enter the building if not properly badged, cleared, and/or escorted.
• Monitors a stock of building access cards for ARTC usage and will control access to the cards.
• Performs general administrative tasks such as organizing or printing training certificates, updating resources.
• Ensures that maid service, local guard force coverage and coffee shop staff are adequate based on the training center's hours which may vary depending on course times.
• Provides tracking and validation for visitor parking.
• Receives and notifies appropriate people of deliveries such as express mail, courier deliveries, office supplies, IT equipment and course materials. Acts as the Point of Contact for ARTC when coordinating delivery of class materials and other shipments from the United States or other overseas Posts.
• Keeps all overseas trainers up to date on the process of shipments and deliveries of training materials to ARTC.
• Leads ARTC team responsibilities for the production of ARTC training and reference materials and binders, and coordinating services provided by local printing vendors.
• Assists ARTC Manager and ARTC Participant Training Assistant in procurement process as follow: issues Purchase Requests for all ARTC procurement, maintains tracking sheet on documents submitted to Procurement Division and Acts as Global Assistance and Acquisition System (GLAAS) Requestor for ARTC.
   

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 Participant Training Assistant 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/RDMA HR Assistant
 

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION 
 

1. Education: A Minimum of two years of College or University Studies in Liberal Arts, Mass Communications, Business Administration, Education, Social Science, International Relations, or a closely related field
 

2. Experience: A minimum of three years in the field of administrative management or training/staff development service with at least one year in computer and/or help desk support role.
 

3. Language: Level IV – Fluent in speaking/reading/writing in Thai and English with a valid TOEIC score of 855 is required.
 

 III. EVALUATION 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 (35 points) 

Additional points will be given for relevant experience above the minimum requirement which may include relevant experience in administrative functions at training institute/facility or experience in computer and/or helpdesk support role.
 

2. Knowledge (25 points)

• Demonstrated Knowledge of computer systems, database management applications, Microsoft Office (Word, Excel, and PowerPoint);
• Demonstrated knowledge of standard office procedures and practices, computer programs and systems and records management.
   

3. Skills and Abilities (40 points)

• Demonstrated ability to effectively perform a board range of administrative function especially in filing/records administration with high accuracy for data entry;
• Demonstrated ability to process information quickly and manage several tasks simultaneously; identify priority activities and assignments; adjust priorities;
• Demonstrated ability to work effectively in a team environment with excellent interpersonal and communications skills.
• Demonstrated strong interpersonal skills and ability to interact, communicate, establish and main effective work relationship with stakeholder at all levels (internal and external)
• Demonstrated ability to work calmly, tactfully, and effectively under pressure and be flexible to multi-tasking;
• Demonstrated proficiency with computer and office software such as Microsoft Word, Excel, PowerPoint, Google, and Gmail.
• Demonstrated intermediate knowledge of computer operations, video teleconferencing, and A/V equipment.
• Demonstrated ability to learn and use software designed to enhance work area efficiency;
• Demonstrated ability to lift or move moderately heavy loads (15-20 kg), such as tables, A/V equipment and boxes. USAID will comply with Americans with Disabilities Act (ADA).
   

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.