ThaiNGO

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

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72048622R10011

2. ISSUANCE DATE: June 28, 2022

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: July 25, 2022/11:59PM Bangkok, Thailand local time

4. POINT OF CONTACT: Natthika Changprasert/ RDMA Human Resources Assistant

5. POSITION TITLE: REXO/ARTC Participant Training Assistant, FSN-8 (3 Positions)

6. MARKET VALUE: THB 647,007 – THB 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.

7. 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.

8. PLACE OF PERFORMANCE: The United States Agency for International Development/Regional Development Mission for Asia (USAID/RDMA), Bangkok, Thailand with possible travel as stated in the Statement of Duties.

9. ELIGIBLE OFFERORS: This position is opened 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 offerors for a Thai residency permit.

10. SECURITY LEVEL REQUIRED: The successful candidate shall be required to obtain a Security Certification for Employment from Regional Security Office.

11. STATEMENT OF DUTIES 

11.1. General Statement of Purpose of the Contract

The Participant Training Assistant (Logistics and Operations) is located in the Asia Regional Training Center (ARTC) and is part of the Regional Executive Office (REXO), in USAID/RDMA. The incumbent is expected to take a major part in employee development initiatives through hosting training events and programs. S/he is responsible for providing full support on office and procurement administration.

11.2   Statement of Duties to be Performed

A. REGIONAL TRAINING AND EVENTS COORDINATION 60%

• Serves as a primary point of contact (POC) for ARTC training and events as assigned. Manages the events from the beginning to the end adhering to ARTC service standards. Ensures that all arrangements are ready in a timely manner. Keeps all parties informed of the latest updates on the events.
• Liaises with USAID/Washington D.C. (USAID/W) course organizers, external contractors, trainers, as well as internal event organizers on ARTC training and event arrangements. Ensures that presentation slides and/or training materials are received in a timely manner.
• Communicates ARTC training events to prospective participants in the Asia region. Prepares and sends out course announcements in a timely manner. Coordinates with the ARTC Client Outreach team to design effective communication camping for optimum registration rate.
• Manages all aspects of ARTC logistics arrangements. Ensures that trainers and participants obtain logistics information and electronic country clearance (eCC) approval in a timely manner. Prepares visa assistance letter upon request. 
• Administrates USAID Learning Management System (LMS) which include USAID University and Federal Acquisition Institute Cornerstone OnDemand (FAI CSOD). Ensures that ARTC courses are appropriately listed in the systems. Monitors registration rate regularly. 
• Sets up ARTC space to include training rooms, computer rooms, breakout rooms, and common areas for on-site events.
• Serves as a primary POC for ARTC Guest Wireless Sponsor Portal and audio-visual (A/V) equipment technician for ARTC events. Performs technological checks for online events. Provides mandatory security briefings to on-site participants. Photographs ARTC events upon request.
• Updates ARTC training calendar, course catalog, and intranet pages in RDMA Connect and MyUSAID.
• Responses to customer inquiries related to ARTC training, registration, resources, and Continue Learning Point (CLP).
• Participates in the regional training centers (RTC) and the training coordinators (TC) meetings to facilitate regional coordination. Gathers inputs from participants to improve ARTC services.

B. PROPERTY AND FACILITY MANAGEMENT SUPPORT 20%

• Coordinates with the Personal Property Management (PPM) team to complete ARTC annual inventories check for expendable and non-expendable properties. Informs supervisor on necessary replacement. Maintains up to date ARTC master inventory tracking sheet.
• Assesses and informs supervisor on necessary ARTC facility repairs to include lighting, air-conditioning, plumbing, electronics, carpeting, cleaning, and other related maintenance.
• Coordinates with the PPM team and building management to complete the facility repairs.
• Assists the supervisor in monitoring ARTC facility renovation projects. Collaborates with the PPM team and external contractors to complete the projects.
• Serves as ARTC receptionist. Coordinates with building management on visitor arrival. Escorts external contractors and visitors as needed.
• Registers visitors upon arrival and validates parking stamps as needed. Ensures welcome materials are available upon request. Updates ARTC event signage on a regular basis.
• Ensures that ARTC space including office, training room, and common areas are safe, well-maintained, and tidy at all times.

C. PROCUREMENT AND OFFICE ADMINISTRATIVE SUPPORT 20%

• Prepares and completes ARTC procurement actions such as purchase requests (PR), supporting documents, and payment certifications. Tracks procurement status to ensure all actions are completed in a timely manner. Serves as ARTC Global Assistance and Acquisition System (GLAAS) POC.
• Coordinates with PPM and Procurement teams on receiving and distributing ARTC office and training supplies. Ensures that supplies are properly kept. Tracks and maintains adequate supply level at all times.
• Coordinates with the Correspondence and Record Management (C&R) team on training material delivery. Coordinates with external vendors on printing training materials as needed.
• Serves as a timekeeper for ARTC staff. Coordinates with the Regional Office of Financial Management (ROFM) timekeeper to ensure timely submission of ARTC Time and Attendance (T&A).
• Manages ARTC staff’s official travel. Coordinates with ROFM and REXO/Travel team to ensure that all travel arrangements are completed in a timely manner. Assists with travel voucher reimbursement upon completion of travel.
• Maintains ARTC files, e-files, documentation and databases in accordance with the U.S. Government (USG) rules and regulations.
• Prepares documentations and reports such as ARTC monthly facility utilization, participant registration sheet, meeting minutes and other documents as needed.

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.

11.3. Supervisory Relationship 
The incumbent reports directly to the Participant Training Specialist (Logistics & Operations Team Leader), FSN-10 or his/her designee.

11.4. Supervisory Controls
Full supervision of other USAID staff is not contemplated.

12. PHYSICAL DEMANDS:  The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: University or College Studies in Liberal Arts, Mass Communications, Business Administration, Education, Social Science, International Relations, or related field is required.

2. Experience: A minimum of three (3) years of experience in the field of training and development or administrative management in corporate or government setting is required.

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

III. EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far

Application Rating System
The application rating system factors are used to determine the competitive ranking of qualified offerors in comparison to other offerors. offerors 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 stated in Section II which may include direct experience in coordinating international training and/or events with government agencies, NGOs, regional and international organizations.

2. Knowledge (30 points):
● Demonstrates strong knowledge in training and event planning management as a training coordinator or similar role.
● Demonstrates strong knowledge of office administration functions such as correspondence & meeting management, filing & record management, and travel arrangement.

3. Skills and Abilities (40 points):
● Demonstrates process excellent planning and organizational skills to effectively
coordinate training, events and office operations.
● Demonstrates an ability to effectively prioritize activities and assignments. Demonstrates an ability to manage several tasks simultaneously.
● Demonstrates an ability to work in a team environment with excellent interpersonal and communications skills.
● Demonstrates customer orientation and the ability to work calmly, tactfully, and effectively under pressure.
● Demonstrates proficiency with computer and office software such as MS Word, Excel, PowerPoint, Google Suite, and Gmail. Demonstrates an ability to learn and use Agency-specific software designed to enhance work area efficiency.
● Demonstrates an ability to set up audio/visual (A/V) equipment and video conference tools/applications such as Google Meet. Demonstrates an ability to lift or move moderately heavy loads (15-20 kg) such as chairs, tables, A/V equipment and training material boxes.

Total Application Rating: 100
Recruitment Test: 100
Interview Performance: 100
Total Possible Points: 300

SELECTION PROCESS: 

To be considered for candidacy, offerors 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 offeror to provide all pertinent information.

Applications will be initially screened and scored in accordance with evaluation factors and points mentioned in Section III, item 1-3.  Offerors in a competitive range will be given a recruitment test. Offerors with passing marks from the recruitment test and 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 offeror 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 offeror.

Only offerors within a competitive range will be contacted. No response will be sent to unsuccessful offerors.

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.