ThaiNGO

We do not accept application submit via JobsDB.co.th

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

 I. GENERAL INFORMATION

1. SOLICITATION NO.: USAID 2019/20

2. ISSUANCE DATE: July 2, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: July 15, 2019/11:59PM Bangkok, Thailand local time

4. POSITION TITLE: Secretary

5. MARKET VALUE: THB 514,115 – 899,709 per annum equivalent to FSN-7 In accordance withAIDAR 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 incumbent will provide administrative assistance on a broad variety of operational and information supports to the Regional Controller as well as the Office of Financial Management (OFM) staff, and maintain a positive relationship with colleagues in Regional Development Mission for Asia (RDMA) and client missions by responding to queries.  To accomplish these responsibilities, the incumbent requires strong communication and coordination with client missions, USAID/Washington, RDMA technical offices and the Executive Office (EXO).  The incumbent will be the Payroll, Time and Attendance Coordinator for RDMA and its client missions.  S/he plans and organizes OFM staff travel within the region and to the US, and performs other related duties.  The incumbent will be expected to ensure that efficient and effective administrative office operations are maintained and exercise discretion with respect to any activities outside OFM.  S/he also logs, tracks requests for funding and clearance actions from other offices, and client missions.  Further, the incumbent ensures that documents for funding and clearance submitted to OFM are properly prepared prior to forwarding them to Accounting section of OFM for action.

9.2. Statement of Duties to be Performed  

Administrative/Secretaries: 35% 

• Supports Regional Controller in strategic planning to establish, maintain and improve document and data tracking and storing systems to ensure the effective and efficient overall operation of OFM;
• Routes and tracks documents within OFM, and documents sent to other offices for action;
• Provides administrative and secretarial supports to OFM staff including, but not limited to, typing, filing, arranging and coordinating meetings, and maintaining supplies;
• Ensuring that stationery and office supplies are full stocked.
• Working with EXO files, archives, stores and disposes of files and records in accordance with United states Government (USG) policy;
• Serves as the point of contact for travel and prepares travel plan, prepares travel requests and travel vouchers (E2 travel); arranges transportation, accommodations, flight itineraries, visas etc. for OFM team and temporary duty (TDY) staffs; 
• Serves as the mission declining balance card (DBC) coordinator and Subject Matter Expert (SME) responsible for all administrative actions related to the DBC including: activating cards and setting up PINs, administering quiz, loading and removing balances, printing statements and checking all transactions, verifying them against supporting documents provided by travel arrangers, consolidating and preparing all supporting documents submitting to payment team for processing each month;
• Creates IT access forms for new employees: network access, E2, ASIST, Phoenix, WebTA etc.;
• Provides other duties as assigned and deemed necessary in OFM, including but not limited to back-up support for other administrative assistants and the Phoenix data control clerk.  

Payroll, Time & Attendance: 35% 

• As the Payroll, Time & Attendance (T&A) Coordinator accumulating data and reporting T&A every two weeks, for CCNs, United States Direct Hire (USDHs), and Us Citizen Personal Service Contractor (USPSCs) for USAID/RDMA and client Missions in WinTA and WebTA;
• The incumbent will be the Subject Matter Expert (SME) supporting other time keepers of each of the offices in RDMA and its client missions (Vietnam, Burma, China and East Timor); 
• Liaise regularly with Payroll and Human Resources Divisions of USAID/Washington to resolve USDH and USPSC payroll and leave issues including, but not limit to, initiation and termination of post differentials at post, leave adjustments, access to WebTA, initialization of home leave hours, and creates/updates to USDH and USPSC profiles in WebTA;
• For CCN PSC time and attendance, the incumbent verifies the accuracy of each employee's timesheet submitted by time keeper of each division, ensuring that supporting documents for each type of leave or premium pay is correct and properly approved;
• The T&A Coordinator must resolve any discrepancies identified by the verification before the data is entered in WinTA. After confirming all data are correct in WinTA, the incumbent then transmits the information to FSC for payroll processing;
• The incumbent also collects, verifies and resolve the payroll information of each USPSC and then transmits the information within WebTA or to USAID/El Salvador for processing; 
• The incumbent will provide training to all newly hired/assigned timekeepers in basic timekeeping procedures (WebTA for USDHs and USPSCs, WinTA for CCN PSC).   

Accounting Services: 30%  

• Serves as the first point of contact for all related to OFM operations including funding and clearance services. For the Accounting and Financial Analysis sections of OFM;
• Logs and tracks (using electronic control log) each document submitted by other divisions or client missions for funding or clearance action. Typical documents include, but not limited to, Purchase Orders, Travel Requests/Authorizations, SF1190, Representation Allowances, Leases, Program Contracts, Modified Acquisition and Assistance Request Document (MAARDS), Employee Contracts (CCN PSC and USPSC), and program-related financial documents;
• Sorts and then forwards request documents to the appropriate OFM staff for proper actions.  Funding requests that are not properly prepared and/or supported are returned to their originators for correction before acceptance.  Takes the lead in the issuance of Notice of Payment Due (NPD) to staff in RDMA and client missions.Accurately reflecting fund cites and regularly checking to see if payments have been rendered. 
• Provide monthly update report to the Chief Accountant; 
• Ensures that proper filing and forwarding actions are conducted after all necessary actions are completed.     

The contractor is eligible for 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 

Under the supervision of Regional Controller.

9.4. Supervisory Controls  

None.

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: Benjamaporn/RDMA HR Assistant. 

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: A minimum of Bachelor degree in Business/Public Administration, Financial, Accounting, Economics, Arts or Social Science is required.

2. Experience: A minimum of three (3) years of specific and progressively responsible experience in the field of secretarial/ administrative management in multi-national company, and/or other international organization(s) is required.

III. EVALUATION AND SELECTION FACTORS

1. Experience (50 points): Experience in the field of secretarial/administrative management in multi-national company, and/or other international organization(s) is required.

2. Knowledge (25 points): Good working knowledge of computer programs and systems. Working knowledge of the agency regulation, procedures and policies. 

3. Skills and Abilities (25 points): Proficiency in Microsoft Office (Words, Excel, Access and PowerPoint). High accuracy for data entry is required.

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

SELECTION PROCESS:

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 for eligibility in accordance with the evaluation factors and points mentioned in Section III, item 1-3. 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 mentioned in Section III, item 4 will be invited for an interview. Only shortlisted candidates for final interview will be notified of the selection result. The recruitment test and the interview will be structured around the evaluation factors mentioned above and will be conducted in USAID/RDMA Bangkok, Thailand. Reference checks will be conducted once the applicant pool is narrowed down to the top candidate(s). References may be obtained independently from other sources in addition to the ones provided by an applicant.

USAID/RDMA reserves the right to select additional candidates if vacancies become available during future phases of the selection process.

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.