Administrative Assistant – USAID

Job Description

SOLICITATION NUMBER	72066722R00015
POSITION TITLE	Administrative Assistant
ISSUANCE DATE	11/06/2022
CLOSING DATE/TIME	11/19/2022 at 16:00
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.

Any questions must be directed in writing to the Point of Contact specified in the attachment 1.

Sincerely,

Susan C. Easley

Contracting Officer (CO)

1. GENERAL INFORMATION

1. SOLICITATION NO.: 72066722R00015

• ISSUANCE DATE: 11/06/2022

• CLOSING DATE AND TIME FOR RECEIPT OF OFFERS 11/19/2022 at 16:00

• POINT OF CONTACT:  USAID Human Resources Office, e-mail at [email protected]

• POSITION TITLE:  Administrative Assistant

• 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.

• PERIOD OF PERFORMANCE:  One Year, renewable as appropriate estimated to start on January 01, 2023.

• PLACE OF PERFORMANCE: Khartoum, Sudan

• ELIGIBLE OFFERORS:  Cooperating Country Nationals (CCNs)

1. SECURITY LEVEL REQUIRED:  The successful candidate will be required to obtain a security clearance “Sensitive but Unclassified” (SBU), as pre-condition for employment.

STATEMENT OF DUTIES:

1. General Statement of Purpose of the Contract

The Office of Transitions Initiatives (OTI) Administrative Assistant serves as the principal assistant to OTI’s Sudan Country Representative. The incumbent is the administrative focal point for the OTI Sudan Field Office and assists program staff in a variety of ways such as liaising with OTI and USAID’s Implementing Partner and awardees, setting up meetings and organizing events, drafting communications in English and keeping proper records and files among other administrative and clerical duties.

II.2 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 Embassy system; (4) Receiving and forwarding messages and other official and unofficial documentation to appropriate team members; (5) Preparation of letters, memos, emails and reports as required; (6) Preparation of time and attendance sheets; (7) Assisting and monitoring progress on post allowances, security clearance upgrades, and related administrative processes; (8) Assisting with financial tracking, budget planning, 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 OTI staff members in the planning, design, and development of retreats and other meetings; Preparing event calendars for OTI activities and working with others to coordinate event schedules and resource requirements; (10) Processing travel requests and travel authorizations; (11) Advising travellers 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; (13) Drafting and tracking financial and administrative-related actions in support of OTI field offices; and (14) providing assistance to OTI field offices as requested.

Program Management and Documentation – 20%

The Administrative Assistant, under the direct supervision of the Sudan Country Representative, will be responsible for providing assistance for organizing and tracking items related to ensuring successful OTI programs in Sudan. Duties include: (1) Processing administrative and program documentation; (2) Assisting OTI Sudan 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 Embassy and/or USAID program management documents, correspondence, and procurement documents, and maintain administrative and program files. In addition, the Administrative Assistant performs the following tasks related to the OTI programs: (1) Provides database reports, mapping and other reporting assistance as requested; and (2) Maintains activity files per USG regulations.

Information and Reporting – 20%

The Administrative Assistant will work closely with the OTI, USAID and Embassy Staff providing insight into the political, economic and cultural environment as they may impact the scope and direction of OTI activities. Duties may include: (1) compiling OTI program weeklies and distributing them through maintained email lists; and. Through a variety of means, makes contacts and assists OTI and Implementing Partners in broadening their access to and understanding of local actors and organizations.

Supervisory Relationship:

Supervision Received:  Work is performed under the supervision and guidance of the OTI Sudan Country Representative who will provide verbal instructions and general guidance on projects to be completed, or special work assignments.  Incumbent is expected to perform the work with considerable independence and initiative.

1. Supervision Exercised:  Full supervision of other Mission staff is not contemplated.

PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

1. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education:  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.

• Prior Work Experience:  A minimum of three years general work experience is required in clerical and administrative work.  

• Post Entry Training:  On-the-job training will be provided as necessary and as available to familiarize the incumbent with working in an administrative function within USAID for OTI.

CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship Program described in ADS 495maa.

1. Language Proficiency:  Level IV in English (fluent) – speaking, writing, and reading in order to assist in the preparation of papers and correspondence.  Knowledge of Arabic is required. 
2. Job Knowledge:  Basic knowledge of the Sudanese political, economic and cultural environment is required as the incumbent will have to interact with actors and organizations in the implementation of OTI programs. Must be completely computer literate, with excellent knowledge of Microsoft programs, including Word, Excel, Power Point and Access.  Experience with the Google platform is required.
3. Skills and Abilities:  Planning is required on a daily basis for routine functions, but planning is needed at least three (3) to six (6) months in advance for certain tasks. The position must thoroughly plan OTI’s administrative support for all team activities and must coordinate with other offices within the U.S. Embassy, USAID Mission and with OTI’s implementing partner team.  S/he must be innovative with approaches to supporting the portfolio with information and resources. The incumbent must be able to prioritize and complete tasks quickly and efficiently; must be highly motivated, dedicated, a self-starter, and able to work in challenging and stressful environments; have excellent interpersonal skills, ability to work in a team setting; and ability to easily interact with tact and diplomacy when interacting with high level officials and grassroots organizations.  Excellent organizational skills and ability to perform under pressure is a must.

   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 %):

A minimum of three years general work experience is required in clerical and administrative work.

• Skills and Abilities (20 %):

Planning is required on a daily basis for routine functions, but planning is needed at least three (3) to six (6) months in advance for certain tasks. The position must thoroughly plan OTI’s administrative support for all team activities and must coordinate with other offices within the U.S. Embassy, USAID Mission and with OTI’s implementing partner team.  S/he must be innovative with approaches to supporting the portfolio with information and resources. The incumbent must be able to prioritize and complete tasks quickly and efficiently; must be highly motivated, dedicated, a self-starter, and able to work in challenging and stressful environments; have excellent interpersonal skills, ability to work in a team setting; and, ability to easily interact with tact and diplomacy when interacting with high level officials and grassroots organizations.  Excellent organizational skills and ability to perform under pressure is a must.

• Language, Communication, and computer skills (20 %):

Level IV in English (fluent) – speaking, writing, and reading in order to assist in the preparation of papers and correspondence.  Knowledge of Arabic is 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 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 Chief of Mission Sudan are only eligible to apply upon completion of one year in their current position. 

II. 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 Offeror Information For Personal Services Contracts With Individuals (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 photo.
• A copy of transcript.
• A copy of 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.

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 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 72066722R00015

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.

• 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

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

• 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

• 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.

Applicants must follow the below:

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.
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 72066722RXXXXX

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Only Form AID 309-2 (and continuing pages if needed) will be accepted. No Other application or resume will be accepted.  You must complete the form online and print it OR print it and complete by hand. A scanned copy of the application only can be submitted as below:

• AID-309-2
• Continuous-Pages-for-AID-309-2

Additional Application Instructions

• Do not attach any additional or supporting documents such as certificates, licenses or awards.
• Resumes will not be accepted.
• Incomplete applications will not be considered.
• Completed applications must be received on or before the closing date listed on the Vacancy Announcement. Applications received after the closing date will not be considered.

Submitting Your Application

Email the completed application only once to: [email protected]. The subject line must include Position Title and Vacancy Announcement number.