Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/
I. GENERAL INFORMATION
1. SOLICITATION NO.: USAID 72048620R10040
2. ISSUANCE DATE: September 11, 2020
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: September 24, 2020/11:59 PM Bangkok, Thailand local time
4. POSITION TITLE: PRO Development Program Assistant
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
The incumbent serves as a Development Program Assistant for the Program Office (PRO), USAID/RDMA. The position is responsible for managing information to ensure that the program support-related shared-knowledge is accurate and current. The three key aspects of the job are program coordination and information management, procurement and logistics management for PRO-supported events, and operational support. This position serves as a full member of the Program Office (PRO) and provides overall operational and program support to the team.
9.2 Statement of Duties to be Performed
A. PROGRAM COORDINATION AND INFORMATION MANAGEMENT: 50%
- Handles and coordinates responses for information requests and queries from USAID bilateral Missions and USAID/Washington while ensuring accuracy and integrity of the information provided.
- Ensures the timely production of draft responses and other documents that require the clearances of the RDMA staff, including the RDMA Front Office.
- Manages electronic resources using, for example, online databases and content management systems; selecting, managing and acquiring resources (both hard copy and electronic) to meet RDMA’s current and anticipated needs; and organizing, collating and storing program information, usually using special computer applications, for easy access and retrieval.
- Maintains communication within PRO and across RDMA Technical Offices to ensure effective information and program support-related knowledge sharing, providing quality assurance and quality control.
- Develops and maintains a tracking system for unsolicited proposals and manages the processes for routing unsolicited proposals to most appropriate contact(s) across the Mission.
- Runs effective enquiry and current awareness or 'alerting' services and drafts initial responses for general inquiries and unsolicited proposals and obtains input and clearances from relevant RDMA Technical Offices as appropriate.
- Serves as the backup Point of Contact (POC) in responding to questions pertaining to unsolicited proposals (applications which do not fall under topic areas publicized under USAID procurement mechanism) being received from an individual or organization for funding or support, and ensures that RDMA mission staff are familiar with the requirements of unsolicited proposals.
- Serves as a backstop for managing the overall aspect of the Mission’s Training and Exchanges Automated Management System (TEAMS) to document all USAID Participants training programs including coordination of all J-1 VISA processing and reporting for USAID participant training programs and the TEAMS system, and preparing and disseminating development information and lessons learned.
- Carries out oversight and data reporting, including validation of arrival, in TEAMS, in compliance with Automated Directives Systems (ADS) 252 and 253, as well as in compliance with the Sponsoring Unit’s training objectives, Agency requirements, and other applicable U.S. Government (USG) statutes.
B. OFFICE PROCUREMENT AND LOGISTIC MANAGEMENT: 30%
- Supports tracking and managing the procurement-related and other logistic management-related budget including budget preparation and execution, coordinates with both internal and external personnel involved and vendors to prepare and order goods and services, verifies the receipt of those on behalf of PRO by preparation of SF 1034 vouchers for payment to vendor.
- Resolves complex issues related to program procurement support, such as longer-term planning, negotiating, and ensuring funding ability preceding the actual Global Acquisition and Assistance Systems (GLAAS) implementation phase.
- Participates in program implementation and administration activities through the coordination of all logistical support. Provides support as a GLAAS requisitioner, establishes funding availability and implementing purchase requests for those actions that are not of the administrative support nature.
- Establishes, maintains, and continue liaison with the Regional Executive Office (REXO) pertaining to operational/administrative services for participants.
C. OTHER OPERATIONAL SUPPORT: 20%
- Supports the office administrative assistant in the preparation of time and attendance for all employees assigned to the office including USPSC and Locally Employed Staff (LES), coordinates with REXO, the Regional Office of Finance Management (ROFM) and USAID/Washington (USAID/W) for issues related to leave and pay administration.
- Works closely with administrative assistant to develops annual travel plans for the PRO team and submits for officer director’s approval.
- Supports and backups the administrative assistant in processing travels for the office and perform duties as the travel arranger under Electronic Travel Systems (E2) for the authorizations of invitational travels. Prepares travel request and coordinates directly with the PRO Budget Analyst and ROFM for the correct funding sources and fund cites, prior to obtaining clearances for travel.
- Coordinates with Travel Management Center (TMC) for developing travel itineraries and options, and coordinates for the visas through individual embassies or the TMC as appropriate. Upon conclusion of travel prepares detailed travel vouchers and processes those vouchers for payment to travelers.
- Assists in planning and executing the operational functions of a moderately complex PRO team, which operates under dynamic conditions (including VIP visits and event planning).
- Supports PRO team in managing inventory of outreach merchandize, computer, photo, and video equipment in PRO and is a backup resource for photo and video editing for the mission.
- Assists in managing the RDMA photo and video archive, as necessary, and assists with photo and video editing for RDMA external audiences.
- Contributes to the production of outreach materials and social media content.
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 Development Assistance 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: Two years of College or University study is required.
2. Experience: A minimum of three (3) years of progressively responsible experience in program support assistance and/or administrative assistance in a general office environment is required.
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 and/or program support functions with development agencies, and/or international organizations.
2. Knowledge (30 points)
- Demonstrate solid knowledge of office administration’s best practice and related clerical functions with an office setting such as record management, travel arrangement and correspondence;
- Demonstrate knowledge in the area of preparation/protocol of briefing materials and presentations.
3. Skills and Abilities (35 points)
- Demonstrate excellent communication and interpersonal skills. Demonstrate ability to clearly and effectively use language in appropriate to the context of the situation;
- Demonstrate ability to organize and coordinate information and maintain and information sharing system;
- Demonstrate ability to deliver a broad range of secretarial and readjusting them as needed; and allocating proper amount of time and resources for each task and carry until completion;
- Demonstrate 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;
- Demonstrate ability to use computers and office software such as Microsoft Word, Excel, Power Point, e-mail and Google applications. Demonstrate ability to learn and use software related to work area with efficiency;
- Demonstrate excellent customer services skills.
Total Application Rating: 100
Recruitment Test: 100
Interview Performance: 100
Total Possible Points: 300
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.
เจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistant