ThaiNGO

Please follow the check lists and submission guidelines, posted on the official website: https://th.usembassy.gov/embassy-consulate/jobs/usaid-job-vacancies/

POSITION: Receptionist

SALARY:   FSN-05 ฿371,450 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 a Receptionist 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 switchboard operator and receptionist duties for the United States Agency for International Development (USAID)/Regional Development Mission Asia (RDMA). In additions, the incumbent also provides administrative services to Executive Office. The incumbent reports to an Executive Assistant.

MAJOR RESPONSIBILITIES:  

Receptionist/Telecommunication Technician (60%)

The receptionist is located at the main entrance to the USAID regional mission to provide information and regulate visitor traffic. The incumbent may also provide service to the Asia Regional Training Center (ARTC) and the Regional Employees Development Center (REDC) as needed. 

• Operates switchboard services including (a) answers the phone and directs callers to appropriate staff person (b) takes complete and accurate messages; (c) assists employees who experience difficulties in placing inter- office, local and long distance calls as appropriate; and (d) sets up conference calls in different locations and time zones.
• Provides information in person or by telephone in response to inquiries concerning a wide variety of topics, utilizing personal knowledge of USAID, ARTC, Embassy and associated agency organizations, functions, programs, services, and personnel; and provides references such as directories, fact and information sheets on specific programs, services, situations, and commercial transportation schedules.
• Greets visitors and direct authorized visitors to the proper offices/ conference rooms, verifying appointments and arranging for escorts as necessary, or explaining how to reach proper office if it is located at ARTC or another building. The incumbent must ensure the procedures for visitor security are maintained at all times and remain vigilant regarding all persons who enter the company’s premises to ensure they are correctly identified.
• Provides one hour individual or group training and technical expertise on usage of phone equipment. The training covers full use of the phone system and demonstration of the phone features and conference menu.
• Uses specialized technical knowledge in performing highly complex telephone technician assignments, such as, programs voice mailboxes for individual users, sets up call-forwarding for individual users, manage group pick up phone calls 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.  

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 briefing for new Mission staff.
• Manages staff/visitor movements in and out of organization including (a) keeps track of movements of key people when in the office and when working away from the office; (b) coordinates with administrative assistant / secretary to daily update the list of expected visitors and inform Janitors/guards for proper arrangements; and (c) provide USAID visitors’ lists to Athenee office manager.
• Receives and notifies appropriate persons of deliveries such as express couriers, financial invoice, visa & ticket, office supplies, IT equipment. Maintains records of deliveries and obtain signatures from the persons receiving items.
• Maintains correspondence logs of incoming faxes, letters, and Emails in order to follow up and forward to proper officer and office departments.
• Provides primary coverage and tracking for visitor parking validation. Reconciles the monthly invoice and breaks out total per payment code for payment process.
• Performs a variety of clerical tasks, such as coordinate with AMEX travel agent for delivering the visa, ticket and insurance package; keep track of weekly drinking water usage, daily newspapers, and courier services.
• Provides administrative support within Correspondence & Records (C&R) office when required, and serves as a substitute for a mail clerk during the absence to distribute the incoming mail to the appropriate departments.
• Coordinate with Information Technology (IT) helpdesk to register an account to each device on the network individually and process Free Wifi for Temporary Duty (TDY) staff and visitors.
• Receives and returns to owner articles lost in the office, and keeps records of articles lost, found, and claimed. Inspects articles and calls or sends letters to owners when identification is known.
• Maintains the reception area and 25th floor conference rooms by regularly looking after the facility and office machines, ensuring the rooms are neat and organized.

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.

(1) Education: Completion of secondary school is required.

(2) Experience (30 points): A minimum of two years in an office setting, with at least one year must have been with an international or government organization. 

(3) Language: Level IV in both English and Thai required.

(4) Knowledge (30 points): Good general knowledge of the international or government organization. 

(5) Skills and Abilities (40 points): The incumbent must possess a strong oral communications skills and effective team working skills. S/he must demonstrate the ability to learn and understand telephone switchboard operation. Must be proficient with computer software packages (MS Office: Excel, Word, PowerPoint, and ability to learn Google applications). 

 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 applications 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: October 11, 2018