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 72048621R10003

2. ISSUANCE DATE: November 10, 2020

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:  November 30, 2020/11:59 PM Bangkok, Thailand local time

4. POSITION TITLE: REXO Receptionist

5. MARKET VALUE:  THB 382,668 – 669,661 per annum equivalent to FSN-5 

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 switchboard operator and receptionist duties for the United States Agency for International Development/Regional Development Mission for Asia (USAID/RDMA). In addition, the incumbent provides administrative services to the Regional Executive Office (REXO).

9.2   Statement of Duties to be Performed
 

A. RECEPTIONIST/TELECOMMUNICATION TECHNICIAN: 60%

• Operates switchboard services; answers the phone and directs callers to appropriate staff person; takes complete and accurate messages; assists employees with local and long-distance calls as appropriate and setup conference calls in different locations and time zones.
• Provides reference information and responds to inquiries concerning a wide variety of topics including the Mission transportation schedules, directories, USAID fact and information sheet, programs and services. When the inquiry concerns highly specialized or technical matters, telephones the appropriate office to obtain the information sought, or makes arrangements for the visitor and/or caller to see a knowledgeable person on that day or a subsequent day.
• Greets visitors and directs authorized visitors to the proper offices/conference rooms, verifies appointments and arranges for escorts as necessary, and/or explains how to reach proper office if it is located at Asia Regional Training Center (ARTC) or another building. Manages and maintains the visitor security procedure.
• Performs highly complex telephone technician assignments involving authority for an assigned program such as programs voice mailboxes for individual users, sets up call-forwarding for individual user, manages group pick up phone call for team members; and provides hands-on assistance and troubleshoots all phone equipment failures.
• Operates call detail recording equipment and programs for all telephone extensions, mobile phone numbers, iPad package ensuring that the bills are accurate.
• Audits, sorts, and distributes monthly call detail reports to all staffs and prepare billing report for charge back on personal call.

B. ADMINISTRATIVE DUTIES: 40%

• Updates and maintains telephone directory, Short Message Service (SMS) emergency alert system and warden phone tree; and provides welcome telephone book, bomb threat procedures, quick directory card, warden phone tree card and manual briefing for new Mission staffs.
• Ensures staff/visitor movements in and out of organization. Updates staff movements within the office and when they are working away from the office.
• Coordinates with administrative assistants to update daily list of expected visitors and inform maids/guards for proper arrangements.
• Provides USAID visitors lists to the Athenee office manager.
• Receives and notifies appropriate persons of deliveries such as express couriers, financial invoice, visa & ticket, office supplies, IT equipment.
• Tracks and maintains mail deliveries and pick-up records.
• Maintains correspondence logs of incoming, letters, and Emails and forwards to proper officer and/or office departments.
• Provides and tracks visitor parking validation.
• Reconciles parking monthly invoice with appropriate payment code for each payment.
• Coordinates with U.S. Embassy travel agency (AMEX) for delivering of visa, tickets, and insurance packages; tracks weekly drinking water usage, daily newspapers, and courier services.
• Provides administrative support for the Correspondence & Records (C&R) team as needed, and serves as a substitute for mail clerk during their absence to distribute the incoming mail to the appropriate departments.
• Coordinates with the Information Technology (IT) team on Wi-Fi process for temporary duty officers (TDYs) and visitors.
• Gathers, inspects and returns lost and found in the office, keeps track of articles lost, found, and claimed.
• Maintains the reception area and 25th floor conference rooms; ensures the rooms are neat and organized.

The contractor is eligible or 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 Executive 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:  Kevarin/RDMA HR Assistant
 

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION 
 

1. Education: Completion of secondary school is required.

2. Experience: A minimum of two (2) years’ experience in a field of customer service, administrative/office support 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 (30 points) 
Additional points will be given for relevant experience above the minimum requirement which may include relevant experience in i.e. development agencies, and/or international organizations.
 

2. Knowledge (30 points): 

• Demonstrate solid knowledge of administration best practices and related-clerical functions within an office setting.
• Demonstrate good knowledge and understanding of host country’s operational environment such as culture, transportation and government/non-governmental entities.

3. Skills and Abilities (40 points)

• Demonstrate an excellent customer service, communication, and interpersonal skills.
• Demonstrate an ability to collaborate with other as a team and be willing to take shared responsibility.
• Demonstrate an ability to learn and use office software such as Word, Excel, PowerPoint, e-mail, Google Applications and Agency specific software.

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. 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.