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: Administrative Assistant (Training)

SALARY:   FSN-7 ฿514,115 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 an Administrative Assistant (Training) in the U.S. Agency for International Development/Regional Development Mission for Asia (USAID/RDMA), located at Athenee Tower, Wireless Road, Bangkok.

JOB SUMMARY:

This incumbent is one of the three identical administrative positions under Asia Regional Training Center (ARTC) of the Executive Office (EXO), USAID/RDMA. The Administrative Assistant (Training) will oversee all aspects of participant tracking and roster management, coordinate printing of training materials, and act as a point-of-contact for all invoicing for printed materials, catering and course procurement. The incumbent will likely be the first point of contact for the hundreds of students, visitors, and trainers who arrive to the center for training on an annual basis. The incumbent will serve as an operator for the training facility, answering the phone, resolving issues/questions when possible, and directing calls appropriately. The incumbent will be supervised by ARTC Program Manager.

MAJOR RESPONSIBILITIES:  

Training Administrative Support (75%)

• Oversees the ARTC calendar, including managing all classroom reservations, ensuring space, setup and breakout room requirements are met, ensuring ARTC’s internal calendar is accurate at all times, and will also be responsible for updating the ARTC public calendar and booking meeting rooms outside of ARTC, as requested.
• Liaises with Washington, DC-based course organizers (both USAID staff and contractors), worldwide participants and local staff to coordinate training events, involving heavy email correspondence and potential telephone calls or video-teleconferencing.
• Manages all aspects of participant and instructor logistics such as sending detailed logistics information for each course, providing visa support both for arrival to Thailand, drafting of visa letters and arranging courier service and communications with Ministry of Foreign Affairs, recording flight and hotel details and assisting with associated questions/issues, and country clearance approval.
• Tracks all travel and administrative details for Temporary Duty (TDY) visitors to the ARTC who are attending courses, conferences, meetings and other events.
• Manages all aspects of course advertising, ensuring announcements are sent out at regular intervals to the appropriate audiences, and develops innovative advertising solutions when course registration is low. 
• Provides guidance and support in emergency situations (contacting hospital, police station, Embassy, visitor’s Mission, Regional Security Office (RSO) and may be requested to translate or accompany the visitor as necessary.
• Ensures all ARTC resources are consistently updated.  This includes a facility logistics guide and Frequently Asked Questions (FAQ) as well as several Standard Operating Procedures (SOP) manuals, Embassy and emergency phone numbers (hospitals, police and other important contacts), tourist information (dining and shopping options, local travel agents and other tourist information).
• Serves as the receptionist for the Asia Regional Training Center (ARTC) and the first point of contact for hundreds of students, trainers and visitors who enter ARTC daily to attend or lead classes and other gatherings.
• Registers visitors and provides and maintains ARTC leaflets/documents and welcome materials located at the reception area, and provides recommendations concerning on-site logistical matters.  He/she manages the updates of weekly classroom signage at the reception area and classroom area.
• Ensures check-in and check-out procedures are completed for all instructors, and will also ensure that all classrooms have been set up properly with appropriate stationary and that all equipment is in good working order upon class completion. 
• Opens training events by providing briefings on the ARTC, Bangkok, events, issue, as well as providing information on points of contact within the training center and USAID/RDMA Mission as needed.
• Be the first level of trouble shooting when participant requests are submitted. 

General Office Support (25%)

• Provides efficient and effective administrative support to ARTC team members to ensure efficient operations, including acting as back-up other ARTC team members when absent.  This may include assisting with classroom setup, reproduction and review of course materials for accuracy, and troubleshooting IT problems.
• Manages all ARTC staff travel including completing travel requests, country clearance requests, flight reservations, hotel reservations, visa applications, diplomatic notes, health insurance, registration forms, cash advances and travel vouchers, as well as completing all necessary documentation and providing receipts for reimbursement upon completion of travel.
• Performs general administrative assistance tasks such as keeping track of weekly drinking water usage, daily newspapers.
• Coordinates VIP visits to ARTC, including completing computer access request forms or other required documentation, ensuring office space is available, and requested meetings are arranged.
• Manages all reporting requirements, including facility utilization, participant origin, meeting minutes and other requests as needed. 
• Manages all time and attendance actions for ARTC staff.  This includes submission and maintenance of time and attendance data for each pay period including leave records.
• Maintains all files, documentation and databases for ARTC in accordance with the government rules and regulations.

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

(2) Experience (35 points): A minimum of three (3) years of progressively responsible experience in the field of administrative management or training/staff development service with government or international organization is required.

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

(4) Knowledge (30 points): Solid knowledge of secretarial and office administration’s best practice, and related-clerical functions within an office setting such as record management, travel arrangement, and correspondence management is required. Good knowledge and understanding of host country’s operational environment such as culture, transportation and government/non-governmental entities are required.

(5) Skills and Abilities (35 points): The incumbent must possess the following;

• Ability to effectively perform a board range of administrative function especially in filing/records administration with high accuracy for data entry is required.
• Ability to process information quickly and mange several tasks simultaneously; identifies priority activities and assignments; adjusts priorities as required.
• Ability to work effectively in a team environment is required with excellent interpersonal and communications skills.
• Ability to work calmly, tactfully, and effectively under pressure and be flexible to multi-tasking is required.
• Be proficient with computer and office software such as Microsoft Word, Excel, PowerPoint, Google, and Gmail. Have intermediate knowledge of computer operations, video teleconferencing, and A/V equipment. Ability to learn and use Agency-specific software designed to enhance work area efficiency.

 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/ and submit complete application package before the deadline.

 Failure to follow the instructions will invalidate your application. 

CLOSING DATE FOR THE POSITION: October 15, 2018