REXO Administrative Management Assistant

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Organization : USAID/RDMA

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

I. GENERAL INFORMATION

1. SOLICITATION NO.:  USAID 72048621R10005

2. ISSUANCE DATE: December 11, 2020

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: January 7, 2021/11:59 PM Bangkok, Thailand local time

4. POSITION TITLE: REXO Administrative Management Assistant

5. MARKET VALUE:  THB 647,007 – 1,132,269 per annum equivalent to FSN-8 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 Administrative Management Assistant is a member of the Regional Executive Office (REXO), USAID/RDMA. The incumbent is responsible for the management of correspondence and records (C&R), mail operations and transportation management. S/he manages, monitors, and maintains RDMA and client Missions files and communications systems inclusive of the responsibility for on-the-job training of secretarial staff and technical office file custodians on USAID official record management procedures and policy. S/he manages RDMA’s mail system, maintenance and disposal of official USAID files, submission of annual file and disposition plans, maintenance of vital record. S/he supervises 1-2 C&R team members and manages coverage of the RDMA reception desk, telephone system and oversight of telephone bills to ensure proper usage and payment. S/he is also responsible for the transportation management including reviewing transportation requests, scheduling driver(s) in accordance with USAID regulations and policy, conducting performance monitoring for quality control, reconciling bills with usage, and managing the submission of vehicle records.

9.2 Statement of Duties to be Performed

A. CORRESPONDENCES & RECORDS (C&R): 50%

(1) Record Management

Serves as the Mission’s subject matter expert (SME) on correspondence and records management; advises staff and EXO on C&R requirement, regulations, and policies.
Plans, administers, and submits the Mission’s file plan. Manages the vital records program, ensures vital records are updated and submitted to USAID/Washington (USAID/W) as mandated. Serves as the regional expert for client Missions submission.
Briefs RDMA newcomers, staff, and client Missions staff on the USAID Record Management filing system. Trains RDMA and client Missions’ staff on annual file plan and vital record report. Training includes proper classification and labeling; maintenance and filing of program, case, and subject files; and procedures for archiving, storage, destruction and/or shipment of records to USAID/W for storage.
Periodically, monitors and audits Mission’s records management system to ensure it is in accordance with the U.S. Government (USG) policies, rules, and regulations. Works with file custodians to correct deficiencies; provides advice on office file structure.
Conducts a records’ self-evaluation annually in conjunction with the Federal Manager’s Financial Integrity Act (FMFIA). Manages responses and requests of Freedom of Information Act (FOIA) for information and researches file.
Manages and maintains the Mission's auxiliary file storage space including proper marking, storage, shipping to U.S. storage as appropriate, and disposal.
Keeps current on new technology related to records, files and communication systems and electronic filing systems.
Arranges meeting with departing employees to ensure proper disposition of official materials and working files. Conducts a physical inspection prior to the employee’s departure to ensure that the records are properly maintained centrally and transferred appropriately to the successor.
Biannually, organizes a File Cleanup Day that requires all staff to review, organize, and properly dispose of files, both stored electronically and in hard copy.
Establishes and maintains files and records for C&R library. Organizes and maintains file records in alphabetical or numerical order or established RDMA/USG filing procedures and policies; eliminates outdated or unnecessary materials, destroying them or transferring them to an active storage according to file maintenance requirements.

(2) Mail, Cable, and Facsimile

Uses Retrieves unclassified cables for the Mission and distributes to appropriate personnel and/or office. Drafts and/or reviews correct format of outgoing cables and timely transmit through the Clout system.
Works with the Embassy Bangkok Information Technology (IT) staff to coordinate postal and courier mail delivery, cable searches, comeback copies, and retrieval to resolve technical problem.
Liaises with the Diplomatic Post Office (DPO) for mail delivery and pick-up. Supervises the processing all incoming and outgoing mail including postal, special courier, and/or diplomatic pouch. Reviews and verifies all billings for pouch and courier services.
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.

B. TRANSPORTATION MANAGEMENT: 25%

Performs the duties of Contracting Officer’s Representative (COR) for the Vehicle/Driver Contract.
Manages the Mission’s ‘motor pool’ by scheduling and tracking according to Mission’s needs. Prepares relevant reports on all motor pool activities.
Distributes and prioritizes the daily work of drivers. Reviews and certifies monthly driver timesheet including fuel, overtime, and expressway expense. Ensures proper authorizations are in place for every transportation action.
Supervises driver(s).

C. TEAM SUPERVISION AND TELEPHONE MANAGEMENT: 20%

Performs Supervises one C&R Clerk, one receptionist, one Mission chauffeur, and one sub-contracted chauffeur. Responsible for telephone system, trains staff on telephone features and maintains RDMA Emergency phone listings; warden tree and Regional Security Office (RSO) contact database.
Updates Short Message Service (SMS) database for emergency dissemination of text messages.
Oversees the distribution and payment of home telephone bills. Distributes office telephone bills and official cell phone bills for verification of personal usage and follows up on Bills of Collection.
Oversees distribution of the Athenee Tower access badges. Develops and improve building access badges policy.
Provides coverage as a receptionist in the absence of the receptionist

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 Office or his/her designee.

9.4. Supervisory Controls

The incumbent provides full supervision of three C&R team members: one C&R Clerk (FSN-6), one Receptionist (FSN-5), one Mission Chauffeur (FSN-4)

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: Two or more years of post-secondary schooling in Social Science or Business Administration, or other related field equivalent to a US junior college or community college diploma, is required.

2. Experience: A minimum of three (3) years of progressively experience in the field of administrative support/management 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 development agencies, and/or international organizations as well as personnel supervision.

2. Knowledge (30 points):

Demonstrate a solid knowledge of general office operation with a focus on records management and maintenance.
Demonstrate an ability to learn and apply knowledge of regulations and policies on correspondence control and file management including vital records, records disposal, and unclassified record system
Demonstrate an ability to learn and apply USG mail systems, including diplomatic pouch and vehicle operation and regulations

3. Skills and Abilities (40 points):

Demonstrate an ability to organize and manage the mixed functions of C&R, drivers, and receptionists.
Demonstrate an ability to learn and apply knowledge of COR responsibility, USAID and USG policies, regulations, procedures, and documentation.
Demonstrate an ability to analyze existing systems and procedures and recommend improvements to enhance efficiency.
Demonstrate an ability to explain procedures and requirements tactfully to Mission personnel. Demonstrate an ability to train file custodians and team leaders in the establishment, maintenance, and disposition of decentralized, project and working files.
Demonstrate an ability to multi-task, identify priorities and readjust them as needed; an ability to allocate proper amount of time and resources to each task and carry these out until completion
Demonstrate excellent communication and interpersonal skills. Demonstrate a clear and effective use of language appropriate to the context of the situation.
Demonstrate an 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 excellent customer service skills.
Demonstrate knowledge and skills of using computers and office software such as Google Suite Applications, as well as Microsoft Word, Excel, and PowerPoint. Demonstrate an ability to learn and use Agency specific software related to work area with efficiency.
Demonstrate an ability and willingness to travel both domestically and internationally

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.

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

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