Administrative Assistant – USAID
Job Description
| SOLICITATION NUMBER | 72066723R00002 |
| POSITION TITLE | Administrative Assistant |
| ISSUANCE DATE | 02/05/2023 |
| CLOSING DATE/TIME | 02/18/2023 at 23:59 Khartoum time. Applications received after this closing date and time will not be considered. |
| PLACE OF PERFORMANCE | Khartoum, Sudan |
SUBJECT: Solicitation for a Cooperating Country National or Third Country National Personal Service Contractor (CCN/TCN PSC – Local Compensation Plan)
Dear Prospective Offerors:
The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.
Offers must be in accordance with Attachment 1 of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.
This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers.
GENERAL INFORMATION
1. SOLICITATION NO.: 72066723R00002
2. ISSUANCE DATE: 02/05/2023
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS 02/18/2023 at 23:59
4. POINT OF CONTACT: USAID Human Resources Office, e-mail at [email protected]
5. POSITION TITLE: Administrative Assistant
6. MARKET VALUE: $19,103.00-$28,491.00 US Dollars, equivalent to FSN-07 In accordance with AIDAR Appendix J and the Local Compensation Plan of U.S. Embassy Khartoum/USAID. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: One Year, renewable as appropriate estimated to start on March 26, 2023.
8. PLACE OF PERFORMANCE: Khartoum, Sudan
9. ELIGIBLE OFFERORS: Cooperating Country Nationals (CCNs)
10. SECURITY LEVEL REQUIRED: The successful candidate will be required to obtain a security clearance “Sensitive but Unclassified” (SBU), as precondition for employment.
STATEMENT OF DUTIES:
General Statement of Purpose of the Contract
The Administrative Assistant serves as the principal administrative support person for the Office Chief and reports to him/her directly and/or his/her designee, operating independently to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, ensuring other Office staff members may be more effective.
The Administrative Assistant is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors and grantees and potential contractors and grantees, Implementing Partners (IPs), host-government officials, the U.S. Embassy, USAID/Washington, and other customers. In this capacity, the Administrative Assistant is responsible for coordinating information about the Office and making sure that information gets to customers on a timely basis and in a professional manner.
Statement of Duties to be Performed
This position has three core areas of responsibility: administrative support, program management and documentation, and information and reporting. Each of these areas is detailed below:
Administrative Support – 60%
Duties include: (1) Filing, including the proper care, storage, handling and distribution of all files; (2) Document control and determining points of clearance and coordination; (3) Ordering services, equipment and supplies as necessary through the U.S. Embassy system; (4) Receiving and forwarding messages and other official and unofficial documentation to appropriate team members; (5) Preparing letters, memos, emails and reports as required; (6) Preparing time and attendance sheets; (7) Assisting and monitoring progress on post allowances, security clearance updates, and related administrative processes; (8) Assisting with financial tracking, and financial reporting as required; (9) Scheduling meetings, assisting in translations (written and verbal), and assisting in facilitating communications with government officials, foreign donor representatives, non-government organizations, media groups, community representatives, etc., as required; Assisting Agriculture Office staff members in the planning, design, and development of retreats and other meetings; Preparing event calendars for Agriculture Office activities and working with others to coordinate event schedules and resource requirements; (10) Processing travel requests and travel authorizations; (11) Advising travelers about travel, scheduling options and making final hotel and travel arrangements, assisting with the preparation of travel vouchers, coordinating local travel, and (12) Coordinating with appropriate Embassy and USAID staff.
Program Management and Documentation – 20%
The Administrative Assistant will be responsible for maintaining a tracking system related to a performance management plan that highlights major events of the Agriculture Office such as reporting deadlines for the Agriculture Office and Implementing Partners and monitoring and program progress milestones of its implementing partners. S/he will be responsible for (1) Processing administrative and program documentation; (2) Assisting the Agriculture Office in management actions and associated processes, including clearance packages and approvals; (3) Assembling standard briefing packages which will be used to inform USG and other officials; and (4) Preparing standard U.S. Embassy and/or USAID program management documents, correspondence, and procurement documents, and maintain administrative and program files.
Information and Reporting – 20%
The Administrative Assistant will work closely with various Teams at USAID/|Sudan to ensure appropriate information sharing and develop a strong network of other Administrative Assistants to coordinate work as appropriate. Other activities may include (1) compiling Agriculture Office program weeklies and distributing them through up-to-date email lists; and (2) making contacts and assisting the Agriculture Office and Implementing Partners in broadening their access to and understanding of local actors and organizations.
Supervisory Relationship:
a) Supervision Received: Will be supervised by the Agriculture Office Director or designee.
b) Supervision Exercised: Full supervision of other Mission staff is not contemplated.
PHYSICAL DEMANDS
The work requested does not involve undue physical demands.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education: Two or more years of post-secondary schooling in Secretarial Science or Business Administration, or another related field equivalent to a US junior college or community college diploma, is required.
b. Prior Work Experience: The work requires a minimum of three years of administrative or secretarial work experience, of which two years should be in related work with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.
c. Post Entry Training: The Administrative Assistant will be provided familiarization training on USAID operations, and on specific regulations and procedures (such as records management, travel, and correspondence management). Additional training in-country may be provided from time to time, depending on course offerings and the availability of space and funds.
d. Language Proficiency: Level IV (fluent) English oral and written language is required. Level IV in Arabic is also required.
e. Job Knowledge: The Administrative Assistant should be familiar, or able to quickly become familiar with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. The Administrative Assistant should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.
f. Skills and Abilities: The Administrative Assistant must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The Administrative Assistant must be proficient in using the Internet and E-mail.
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.
The Evaluation Factors listed will be the basis for evaluation and ranking applicants for the position. Only finalists will be contacted by USAID/Khartoum with respect to their applications. Applicants must submit a supplemental document outlining their responses to the evaluation factors to be considered. USAID/Khartoum reserves the right to interview only the highest ranked applicants in person, or by phone OR not to interview any candidate.
● Education (20 %):
Two or more years of post-secondary schooling in Secretarial Science or Business Administration, or other related field equivalent to a US junior college or community college diploma, is required.
● Experience (40 %):
The work requires a minimum of three years of administrative or secretarial work experience, of which two years should be in related work with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.
● Skills and Abilities (20 %):
The Administrative Assistant must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The Administrative Assistant must be proficient in using the Internet and E-mail.
● Language, Communication, and computer skills (20 %):
Level IV (fluent) English oral and written language is required. Level IV in Arabic is also required.
Maximum points available: 100
After closing date of the receipt of applications, a committee/panel will convene to review applications that meet the minimum requirements and evaluate them in accordance with the above required evaluation factors. As part of the selection process, finalist candidates will be interviewed.
Reference check will be made for applicant considered as successful and suitable for the position.
Note: due to the high volume of applications we receive for each solicitation, we will only contact candidates who Are being considered. However, each candidate will receive an auto reply to acknowledge the receipt of his/her application.
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 a-b. 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 the evaluation factors and points mentioned above. Offerors in a competitive range might be tested for English language competency and technical knowledge. Offerors with passing marks from the recruitment and language tests will be invited for an interview. The recruitment tests 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.
Internal candidates employed under the Chief of Mission Sudan are only eligible to apply upon completion of one year in their current position.
SUBMITTING AN OFFER
Interested offerors must submit the following:
Eligible offerors are required to complete and submit the AID 309-2 (Offeror Information for Personal Services Contracts with Individuals) form. The AID 309-2 Application form can be found on the USAID website Offer or Information For Personal Services Contracts With Individuals (AID 309-2). or download it from here AID 309-2
Continuous Pages are required if your work experience description goes beyond Section C
– Continuous Pages of Section C of form AID 309-2 can be found in the following link https://drive.google.com/file/d/1RvrjVG8ga4E9FNx-OtCqYTQ4nN7FKcqv/view?usp=sharing
● A resume or curriculum vitae (CV) without a photo.
● A copy of the transcript.
● A copy of a Sudanese ID card or valid Sudanese Residency and Employment Permit. Please note that USAID is not able to sponsor offerors for the permit.
● A cover letter (optional), a certified copy for name change (if any).
All required documents must be scanned and submitted via email only. Please ensure documents are in Microsoft Word or Adobe Acrobat PDF formats. Please do not submit documents in zip files or web links.
The application must be received by the closing date and time specified in Section I, item 3, and submitted to the address in Section I, item 4.
To ensure consideration of an application for the intended position, the offeror must prominently reference the Solicitation Number in the application submission. The email subject should read: First name Last name – USAID 72066723R00002
LIST OF REQUIRED FORMS PRIOR TO AWARD
1. The CO will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award.
2. Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – Please be advised that, upon award, the contractor will be required to follow the Mission policies and/or directives from the U.S. Department of State regarding COVID-19 requirements.
BENEFITS AND ALLOWANCES
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
1. BENEFITS:
Basic Rate: $15,922.00 – $23,878.00
2. ALLOWANCES (as applicable):
COLA**: $2,866.00 – $4,298.00
Meal Allowance: $315.00
Family Allowance:
$557.00 annual per Employee’s dependent Spouse
$827.00 per annual for each unmarried, dependent child under the age of 21, up to six children
TAXES
LE staff is responsible for calculating and paying local income taxes. The U.S. Mission does not withhold or make local income tax payments.
USAID REGULATIONS, POLICIES, AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:
1. USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at
https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
2. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at
http://www.usaid.gov/work-usaid/aapds-cibs
3. Ethical Conduct.
By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See
https://www.oge.gov/web/oge.nsf/OGE%20Regulations
ALL QULAIFIED APPLICANTS WILL BE CONSIDERED REGRADLESS OF AGE, RACE, COLOR, SEX, GREED, NATIONAL ORIGIN, LAWFULL POLITICAL AFFILIATION, NON-DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER MERIT FACTOR.
