Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/
I. GENERAL INFORMATION
1. SOLICITATION NO.: USAID 72048621R10008
2. ISSUANCE DATE: March 26, 2021
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: April 15, 2021/11:59 PM Bangkok, Thailand local time
4. POSITION TITLE: REXO Supervisory Administrative Management Specialist
5. MARKET VALUE: THB 1,340,075 – 2,345,127 per annum equivalent to FSN-11 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 Supervisory Administrative Management Specialist is a member of the Regional Executive Office (REXO) and serves as an advisor, with responsibility for overseeing and managing logistical and administrative support services for USAID/RDMA and client Missions in the Asia region.
The incumbent serves as the expert on administrative and management matters and is responsible for day-to-day administrative operational supervision and oversight of activities in the field of Procurement, Travel Management, Communication and Records (C&R), ICASS and Property Management and Inventory and Operating Expense (OE) budget planning
9.2 Statement of Duties to be Performed
A. EXECUTIVE OFFICE ADMINISTRATION AND SUPPORT: (80%)
- Maintains cognizance and awareness of administrative operational and oversight activities of Procurement, Travel Management, C&R and Property Management Teams.
- Attends Senior Staff Meetings and other meetings, when appropriate, in the absence of the Executive Officers (EXOs) and ensures that actions assigned during these meetings are carried out in a timely manner.
- Assists employees in resolving problems. Also monitors performance of tasks assigned by the EXO. Recommends employees for awards, writes performance evaluation reports for all staff under his/her direct supervision.
- Reviews all documentation for the signature of the EXO(s); ensures documents are properly completed and all supporting documentation necessary to make a decision is included. Rejects or corrects documentation prior to passing to the EXO(s).
- Conducts studies and advises the EXO(s) on ways to improve the overall performance of the Office to ensure the most effective utilization of personnel, for example, office reorganization, realignment of duties or work schedule.
- Coordinates the drafting and issuance of Mission Orders and Mission Notices on policies and procedures in all areas. Drafts Mission Order and Mission Notices related to REXO and proposes changes to the EXO(s) for review and clearance.
- Informs and advises employees on USAID administrative policy and procedures. In the absence of the EXOs, approves the routine operational requirements of the USAID office; and approves vouchers for payments of previously obligated operating funds for supplies or services.
- Assists Mission Management in the preparation of current year and two-year workforce projections for USAID/RDMA's annual resource request to USAID/Washington (USAID/W). Plays a major role in (a) the development of the OE budget in collaboration with the EXO and the Controller, (b) subsequent monitoring of expenditures and continuous evaluation of mission activities to ensure efficient and effective utilization of U.S. Government (USG) resources.
- Keeps fully cognizant of all regulations pertaining to travel, shipment, housing, leasing, maintenance, and local support services. In the absence of the EXO(s), ensures the continued effective operation of the office in virtually all areas except signatory authority involving commitment of the USG funds, or Mission policy issues.
- Maintains liaison with the Embassy Administrative Offices and monitors the quality and quantity of services provided and agreed upon between the agencies under the ICASS system. Reviews and ensures accuracy for ICASS Subscription of Services, MOUs and invoices for RDMA and client missions.
- Conducts on-the-job training and cross-training for EXO staff as needed to enable staff to perform the necessary on-going tasks of the position. Assesses training needs of supervised staff.
B. SUPERVISION: (20%)
- Supervises and manages the Travel Management, Procurement, C&R and Property Management teams.
- C&R – supervises the Administrative Management Assistant and provides guidance as needed. Monitors and keeps to date of the operations for regulatory compliance. Ensures reports are submitted in a timely manner and continually assesses the training requirements of Mission administrative professional staff to complete records management tasks accurately.
- Property Management – supervises the Property Management Team, provides guidance on major projects, such as renovation of office space and remodeling in residences, and resolves escalated problems, such as continuous residential maintenance concerns. Directs the analysis of bills (cellular, office phones, utilities, and facsimile) and makes recommendations for mission policies based on best practices, administrative oversight, and fiscal responsibility. Ensures reports are completed in a timely manner such as vehicle inventory/usage and the Mission Director's Residence inventory. Conducts periodic checks to ensure property is properly managed such as bar coded, stored, inventoried, disposed of.
- Procurement – supervises the Procurement team and ensures the annual procurement plan is developed, approved, and executed in a timely manner, as well as managing at hoc procurement requests
- Travel Management – supervises the Travel Management team and provides guidance on all travel related responsibilities on a regular basis based on the USG and USAID regulations, policies, and procedures.
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 incumbent reports directly to the USPSC Supervisory Administrative Management Specialist (S/AMS) or his/her designee.
9.4. Supervisory Controls
The incumbent provides full supervision to one Administrative Management Assistant (FSN-8), two Supply Assistants (FSN-8), two Procurement Agents (FSN-9), and two Travel Assistants (FSN-8).
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: Bachelor’s degree in Business Administration, Public Administration, Liberal Art, Social Science and/or other related fields is required.
2. Experience: A minimum of five (5) years of progressively responsible experience in the areas of administrative/logistics management, personnel, management/leadership, or business administration in an international organization is required. At least three (3) years of experience leading team projects or mentoring junior staff 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 direct experience in supervising and leading teams, and relevant experience in development agencies, and/or international organizations.
2. Knowledge (35 points):
- Demonstrates a comprehensive knowledge of host-country labor laws, as well as prevailing personnel management customs and practices.
- Demonstrates a sound understanding of financial resource management specifically related to operating budgets.
- Demonstrates an ability to learn and apply knowledge of regulations and policies on USG and USAID policy and procedures.
- Demonstrates an ability to research, locate, understand, and interpret regulations and apply these to specific cases in the areas of Personnel, Acquisition regulations, travel, property management, and correspondence and records management. Must be able to obtain, analyze and evaluate data of a complex nature and to prepare factual and analytical reports.
3. Skills and Abilities (35 points):
- Demonstrates an ability to serve as the Mission’s recognized “in-house” expert in the areas of administrative management, processes and policies and provides scarce technical expertise.
- Demonstrates an ability to guide and work with a multidisciplinary team in the administration of a full-service, customer focused management office for a complex regional assistance program.
- Demonstrates an ability to research, locate, understand, and interpret regulations and apply these to specific cases in the areas of personal, acquisition regulations, travel, property management, and correspondence and records management.
- Demonstrates an ability to obtain, analyze and evaluate complex data and prepare factual and analytical reports.
- Demonstrates an ability to be a dynamic self-starter – able to work calmly, tactfully, and effectively under pressure. Must be able to establish priorities, meet deadlines, and perform responsibilities and duties with minimal guidance and little or no follow-up.
- Demonstrates an ability to multitask and be flexible to manage more than one activity at a time in the performance of daily administrative management related actions while maintaining a high energy level is essential and required. The ability to maintain strict confidentiality relating to sensitive management areas.
- Demonstrates excellent communication and interpersonal skills. Must have demonstrated clear and effective use of language appropriate to the context of the situation.
- Demonstrates knowledge and skills of using computers and office software such as Google Suite Application, as well as Microsoft Office. Ability to learn and use Agency specific software related to work area with efficiency.
- Demonstrates an ability to solve problems and make sound decisions effectively, especially absence of regulations. Must have excellent negotiation skills and ability to defend a position.
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. 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.
เจ้าหน้าที่ประจำสำนักงาน / Officerผู้ช่วย / Assistant