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USAID 2018/10 Supply Assistant (Property Management)

USAID 2018/10 Supply Assistant (Property Management)

Organization : U.S. Agency for International Development/Regional Development Mission for Asia (USAID/RDMA)

POSITION: FSN-8

 

SALARY: FSN-8 ฿628,040 per annum (Starting salary)

 

APPLICANTS MUST HAVE THE REQUIRED RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

 

The U.S. Embassy in Bangkok is seeking an individual for the position of Supply Assistant (Property Management) in the U.S. Agency for International Development/Regional Development Mission for Asia (USAID/RDMA), located at Athenee Tower, Wireless Road, Bangkok.

 

JOB SUMMARY: 

 

The incumbent is responsible for the overall management of RDMA Personal Property Management (PPM) of United States Government (USG) owned non-expendable and expendable property valued at approximately $ 5.5 million and ancillary inventory systems. S/he is responsible for managing personal property records for RDMA offices in Bangkok, client missions/offices in Vietnam, Burma, Lao and China. The PPM responsibilities include both non-expendable (NXP) and expendable (EXP) property. The incumbent ensures the personal property records are current and properly maintained for the management of USG owned property resources. The duties also include overall management of building services includes coordination with the landlord and Mechanical & Electrical (M&E) contractors on repair/maintenance services. The incumbent reports to the Supervisory Executive Specialist in the Executive Office (EXO).

 

MAJOR RESPONSIBILITIES:

 

  1. Building/Property Management  (50%)                                                                                                 

 

  • Maintains and inventory property records on furnishings and equipment for RDMA and Asia Regional Training Center (ARTC) offices in Bangkok, Hanoi, Ho Chi Minh City, Rangoon, Vientiane and Beijing. Uses the BarScan System to record and enter data into computer databases concerning any changes in location; utilizing transaction documents such as issue, turn-in transfer, disposal and loan information. Uploads receipt data from the scanner into the automated NXP System-Bar Scan. The incumbent is responsible for comparing property information with the missions, functions, and property requirements of various activities. Plans for the repair or rehabilitation of property and inspects disposal locations to make sure the mission comply with property utilization regulation. Searches surplus property inventories for requested items. Ensures property is used for accepted purposes. Ensures the proper handling, storage, and accountability of excess or surplus property to prevent damage or loss and develops and interprets property disposal policies and procedures.

 

  • The incumbent provides office management services, coordinates with the landlord on office management services to ensure daily operations in appropriation, safety program, air conditioning and lighting system, and schedule repairs/maintenance. He/she works with the Deputy Executive Officer on office space planning and ensures adequate office space for mission staff. Coordinate with the contractor on office and equipment maintenance, office furniture, air conditioning in Uninterruptible Power Supply (UPS room, Security Interface Cabinet (SIC) room, Conference rooms in RDMA and ARTC and the lighting system maintenance (C-Bus System). The duties include planning and coordinating with the contractor and the landlord for any office renovation projects including supervising and escorting the contractor when performing work inside the office. The incumbent coordinates with the General Service Office (GSO)/Housing on preparing residences for newcomers, follows up on make-ready procedures and ensures housing is occupiable. Provides the final inspection before new occupant moves in. The incumbent supervises the janitors to make sure the office spaces are clean, including arranging for office carpet cleaning when required. Coordinates and plans the office plant ornamental delivery schedule.

 

  • The duties include coordination with the Regional Security Office (RSO) the need for additional guard staff in the event of new office configurations or renovation projects and when special events are held in RDMA and ARTC. These duties include coordinating with the guard office to ensure the guards provide high grade services. He/she coordinates on the background check of contractors who plan preform work in the compound. The incumbent works with USAID/Security Office and Engineering Service Center (ESC) on the office security improvement program to ensure the security equipment work properly and sufficient material per USG standard. The duty includes coordinating with the landlord to ensure their building security programs include up-to-date technology and meet standards.

 

  1. Inventory/Office Supply Management (40%)                                                                                                                                          
  • The incumbent directs and conducts periodic inventories of NXP and EXP for RDMA & ARTC offices in Bangkok, and client missions/offices in Hanoi, Ho Chi Minh City, Rangoon, Vientiane, and Beijing, including the expatriate employees’ residences and warehouses. Responsible for training staff in Vietnam, Burma, Lao and China on appropriate methods for personal property management of owned USG resources, and conducts periodic reviews of these records by completing spot check inventory reconciliation assessments. Prepares and ensures the accurate completion of personal custody records, inventory findings and disposal action documentation. The incumbent is responsible for the design development of systems to improve and maintain records and accountability of NXP and EXP automated systems.

 

  • Prepares all periodic, quarterly and annual EXP and PPE reports to USAID/W for all RDMA offices for signature by Supervisory Executive Officer. During the annual inventory exercise, the incumbent is responsible for providing instructions and training for personnel on the use of the bar scanner and tally sheets used for inventory and reconciliation purposes. The incumbent is also responsible for investigating and preparing appropriate reports and recommendations to the Property Survey Board for damaged, not found/missing or lost items recorded as part of the inventory process conducted annually or more frequently as may be required by other circumstances. Periodic travel to all relevant non-presence countries within the region is required to perform these actions.

 

  • Working with the Acquisition Specialist, the incumbent is responsible for recommendations and input into RDMA’s procurement plan based on replacement cycle precepts. The incumbent provides specific information and non-expendable procurements for RDMA and non-presence countries. The incumbent is a purchase card holder with authorization to procure office supplies & equipment of local currency equivalent up to $ 3,500 per transaction and up to $42,000 per year.

 

  1. Administrative (10%)
  • Provides briefing for the Mission’s newcomers on the USAID Personal Property Management on the functions and the property management system of this USAID RDMA office.

 

  • Duties: The incumbent provides procurement assistance in office reconfiguration and renovation plans that occur periodically. Incumbent prepares purchase requests, places them into a USAID specific database (training included with position) coordinates on specifications and quotations with vendors, monitors work to ensure specifications are met, and submits Service Completion documentation to the Executive Officer to close out the procurement file.

 

QUALIFICATIONS REQUIRED AND SELECTION CRITERIA:

All applications must address each selection criterion detailed below with specific and comprehensive information supporting each item in DS-174 block no.19-22. 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.

  • Education: College or University Studies is required.

 

  • Experience (10 points): Three years progressively responsible work in warehousing management; commodities control; Asset management or stock inventory management; or building/property management is required.      

 

  • Language: Level IV speaking/reading and writing English and Thai are required.

 

  • Knowledge (40 points): Good working knowledge of supply and property management system is required. Knowledge of inventory control’s principle and tools are required. Strong knowledge of building management including of mechanical and electronic maintenance is required.

 

  • Skills and Abilities (50 points):
    • Ability to read, analyze and interpret technical procedures, regulations or document with similar degree of complexity in Thai and English is required.
    • Ability to understand various property records and reports maintained in the computer programs coving the NXP and EXP.
    • Proficiency in Microsoft Office (Word, Excel and Power Point) is required.
    • Self-starter, team player and attention to detail are required.
    • Strong customer services and interpersonal skills required.
    • Ability to lift up to 50 lbs standing, sitting, walking and occasional climbing.
    • Ability to work extended /flexible hours weekend is required.
    • Must be able to obtain fit for travel clearance and ability to travel to client missions to provide services are required.

 

SELECTION PROCESS

Applications will be initially screened and scored for eligibility in accordance with the required qualifications and points mentioned above. To be considered for candidacy, applicants must address each criterion in their application as to how they meet the minimum qualifications for this position.  Top-ranked candidates who meet the minimum qualification will be given a recruitment test. Applicants with passing marks from the recruitment test and with a valid TOEIC score of 855 or above will be invited for an interview. The recruitment test and the interview will be structured around the selection criteria above and will be conducted in USAID/RDMA Bangkok, Thailand. Only shortlisted candidates for final interview will be notified of the selection result. Reference checks will be conducted once the applicant pool is narrowed down to the top candidate(s). Internal candidates must have successfully completed a one year probationary period of employment before being eligible to apply. USAID/RDMA will screen for nepotism/conflict of interest in determining successful candidacy.

 

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 thru RDMArecruitment@usaid.gov before the deadline.

 

Failure to follow the instructions will invalidate your application.

 

CLOSING DATE FOR THE POSITION: July 2, 2018

Contact : RDMArecruitment@usaid.gov


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