Administrative Management Specialist – USAID

Job Description

SOLICITATION NUMBER	72066722R00019
POSITION TITLE	Administrative Management Specialist
ISSUANCE DATE	12/15/2022
CLOSING DATE/TIME	12/29/2022 at 11:59 pm 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 Personal Service (CCNPSC – Local Compensation Plan) ALL INTERESTED APPLICANTS

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 Attached 1.

Sincerely,

Susan Chuwa Easley

Contracting Officer (CO)

GENERAL INFORMATION

1. SOLICITATION NO.: 72066722R00019
2. ISSUANCE DATE: 12/15/2022
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: 12/29/2022 at 11:59 pm Khartoum time. Applications received after this closing date and time will not be considered.
4. POINT OF CONTACT: USAID Human Resources Office, e-mail at [email protected]
5. POSITION TITLE: Administrative Management Specialist – Executive Office (EXO)
6. MARKET VALUE: $40,983.7 – $61,317.5 US Dollars, equivalent to FSN-10. In accordance with AIDAR Appendix J and the Local Compensation Plan of US 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 January 2023.
8. PLACE OF PERFORMANCE: Khartoum, Sudan, with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Sudanese Citizens or non-Sudanese lawfully admitted for permanent residence in Sudan.
10. SECURITY LEVEL REQUIRED: The successful candidate will be required to obtain a security clearance “Sensitive but Unclassified” (SBU) a.k.a Facility Access, as a pre-condition for employment

STATEMENT OF DUTIES

BASIC FUNCTION OF POSITION

General statement of purpose of the contract This position is located in USAID/Khartoum’s Executive Office. The USAID/Khartoum Executive Office provides the full range of management services in support of USAID activities in Sudan.  The incumbent serves as the Administrative Management Specialist in USAID/Sudan’s Executive Office (EXO). The incumbent assists the Supervisory Administrative Management Specialist in overseeing delivery of effective administrative, logistical, and other support services for the Mission. The incumbent reports directly to the Supervisory Administrative Management Specialist and/or his/her designee. S/he operates independently to ensure that administrative and logistical functions are carried out properly and within appropriate time limits and customer service guidelines. S/he is directly responsible for the management of various logistics and administrative functions and serves as the Training Coordinator; Procurement Agent; Agency Secure Image and Storage Tracking System (ASIST) Manager; and Travel Assistant

MAJOR DUTIES AND RESPONSIBILITIES

Communications and Records (C&R) Management:

• Incumbent is responsible for managing the Mission Records Program by maintaining and monitoring vital records, correspondence, and filing. S/he provides technical assistance to Mission File Custodians as well as coordinates procedures for adequate classification, storage and disposition. This position also coordinates the daily receipt, processing, registration, distribution and dispatch of unclassified incoming and outgoing mail/correspondence. S/he maintains all communications and records chronological files, mail-related documentation and reproduction services. Incumbent will also verify and process monthly telephone bills/invoices and update the records database. Incumbent coordinates reproduction services such as imaging/scanning, copying, and file upload to ASIST as needed.
• Responsible for managing incoming and outgoing mail and implements procedures for prompt

and efficient handling, including proper routing and logging. Responsible for collection, sorting,

packing, distribution and delivery of international, local and express mail, as well as receipt and

dispatch via the respective mail system, including diplomatic pouch and courier services.

Ensures inbound and outbound mail is registered in the appropriate C&R logs, tracks

undelivered express mail and other registered mail, and maintains mail-related documentation

such as diplomatic pouch receipts and airway bills.

Maintains lists of current and former Mission employees for mail sorting purposes and mail

forwarding. Maintains critical liaison with the respective staff of the U.S. Embassy, to coordinate procedures and schedules for timely correspondence and mail exchange and to resolve all associated problems. Interprets the official regulations and internal instructions, regulating the communications and correspondence management associated with policy, schedule and pricing information concerning diplomatic pouch and local and express mail systems. Performs procedures related to daily processing, registration and distribution of unclassified incoming and outgoing correspondence (letters, facsimiles, etc.). Verifies and processes monthly telephone bills/invoices and updates the records database. Manages subscriptions to local and international periodicals and coordinates distribution to Mission offices. Serves as a primary liaison to vendors and verifies monthly billing. Implements and maintains the Records Management Program for appropriate classification and archive of both paper and electronic Mission documents and files. Provides technical assistance for Mission Administrative Assistants to fulfill procedures required for file station arrangement and maintenance; creates new files as needed. Participates in presentations for Mission employees regarding proper records management procedures and policies in compliance with USAID and Federal regulations. Facilitates the retirement and disposal of Mission inactive records and non-record materials prepares and registers records storage boxes; ships retired records to USAID/W Records Depository in Washington, D.C., maintains control over the records retained temporarily in

• the C&R storage area; and destroys paper materials in accordance with requisite policies and regulations. 

Provides scanning services for imaging, tracking and archiving documentation required in ASIST). Trains Mission Administrative Assistants and other personnel, as appropriate, regarding proper classification, maintenance and disposition of records and files in accordance with the new Automated Directives System (ADS).

Facilitates the retirement and disposal of Mission inactive records and non-record materials –

prepares and registers records storage boxes; ships retired records to USAID/W Records

Depository in Washington, D.C., maintains control over the records retained temporarily in the

C&R storage area; and destroys paper materials in accordance with requisite policies and

regulations.

• Provides assistance to update, copy and distribute telephone lists, as well as other Mission

documents, including contact and personal information, such as Emergency Notification List,

contact cards for American and Third-Country National personnel (if applicable). Maintains liaison with appropriate Washington, D.C. Management Bureau to exchange and maintain current contact information. Maintains the Mission Directives System, including clearance, formatting, numbering, issuance, filing, replacement and storage of original Mission Orders and Mission Notices, as well as their electronic copies. Manages copying, binding and laminating services, as required.

Travel Management: 30%

• Serves as the Mission subject matter expert on travel for USAID/Sudan, ensuring that Mission staff involved in preparing Travel Authorization (TA’s) for temporary duty (whether trip TAs or Open Authorizations) are aware of Mission, Agency and Federal regulations on travel. The incumbent also prepares all travel authorizations involving entitlement travel by international staff and serves as the Mission point of contact with the Travel Management Center (TMC) to ensure compliance with USAID travel regulations and to resolve problems encountered by Mission travelers receiving TMC services. The incumbent also serves as the Mission POC for issues with the Agency’s e2 system and maintains internal Mission trackers on travel and visitors. In connection with assignment travel for incoming staff, the Management Assistant is responsible for maintaining the EXO tracker on incoming international staff, and for issuance of the Mission welcome letter to incoming and visiting international staff.

Serves as the Mission travel point of contact and dedicated subject matter expert for all Mission travel, both domestic and international, providing timely and accurate guidance to all Mission personnel. Prepares and manages Mission policies and standard operating procedures relating to travel. Plans and implements on-the-job training of all employees involved in travel and conducts orientation sessions with new employees to ensure staff are informed on travel policies and procedures. Maintains travel authorization templates for use in connection with TDY and entitlement travel. Advises Mission travel arrangers and travelers on all aspects of travel, as needed/requested. Serves as liaison on travel-related policy issues with counterparts in the Office of Management Travel and Transportation Division (M/MS/TTD). Serves as liaison on travel issues with the Travel Management Center (TMC), ensuring compliance with Mission and agency policies, and assisting in resolving individual problems as requested. Monitors changes in travel policy (Federal, Agency, and Mission) and ensures that all relevant Mission staff are aware of changes as appropriate, issuing

• travel alerts to Mission travel arrangers as needed. Ensures that travelers are aware of the need for proper documentation in connection with travel (travel requests, itineraries, country clearances, FACT/CTAT, etc.).
• Prepares all travel authorizations involving entitlement travel for American staff, including, for example, assignment, home leave, R&R, emergency visitation, education, and medevac travel. Manages the Mission program for Health and Accident Coverage (HAC), ensuring that local staff are enrolled in the insurance program when traveling outside of Sudan, and notifying the service provider of employees to be added or dropped from coverage, as needed. 

• Establishes/maintains a master schedule of incoming and outgoing international flights for use by Mission travelers.
• Establishes and maintains a tracker to ensure that refunds are received when travel is canceled after issuance of tickets. Manages the use of the Mission travel card; assists in the reconciliation of the monthly credit card statements to ensure accuracy; coordinates with the TMC to resolve discrepancies. Upon issuance of assignment TAs to incoming staff, adds them to the onboarding tracker, sends the “welcome to post” email, and drafts the Notification of Arrival memo to the U.S. Embassy. Establishes/maintains a travel tracker for outgoing international and domestic travel by Mission employees. Establishes/maintains a visitor log for all incoming travelers visiting the Mission, whether on TDY or as supplemental staff.

Training Coordinator: 20%

The incumbent serves as a Training Coordinator for USAID/Sudan. In this capacity, he/she is responsible for the full range of in-service training activities for USAID employees and for participants from other missions. The incumbent also serves as a key resource to all USAID staff on training-related matters. This includes informing and advising employees and supervisors on available training opportunities in and out of country, coordinating all logistical arrangements for mission wide and regional group training events, processing individual training requests in accordance with training policy, providing support for the Mission Training Committee, tracking, and filing all program records and documents, and filing all program records and documents, and administrating the training database.  S/he participates in the evaluation and selection of training providers, instructors, and training courses. The Training Coordinator also provides guidance to all USAID/Sudan Offices on participant training procedures and regulations, ensuring regular updating of the training tracker to reflect up-to-date information on mission funded training, Continuous Learning Points (CLPs) projected training, etc. 

• Provides guidance on reviews and processes, employee training application process by advising staff on the selection of appropriate forms and relevant information needed from applicants. Monitors the application process to ensure the timely completion of all necessary paperwork and procedures.
• Coordinates and provides guidance on USAID University on-line training opportunities for mission staff, Learning Management System (LMS) registration and all other U.S.G training opportunities such as training hosted by the Department of State through the Foreign Service Institute (FSI). 

Tracks language participation for USAID USDH and their family members. Reviews instructor grouping and scheduling of participants based on level and training requirements.  Monitors instructor performance and attendance.  Reviews instructor’s vouchers for supervisor’s approval. Prepares announcements, schedules and provides logistical arrangements for language classes

• Organizes and coordinates the orientation of new FSN employees and new USDH arrivals at the Mission. Develops and coordinates an employee mentoring program for all new hires, working closely with employees, supervisors and mentors. Provides guidance to employees on training policies and regulations and training-related resources available to address individual training.
• Organizes and coordinates USAID team building and team training exercises which may be stand-alone events or components of larger USAID events, such as a retreat.
• Identifies private and/or commercial training sources for the full range of training approaches (classroom, on-line correspondence, after hours, e-learning) etc.
• Coordinates logistics and travel arrangements, as requested, for visiting vendors, TDY staff, including AID/Washington high level personnel, presenters of training programs, and participants from other missions. Coordinates with hotels or other outside vendors for hosting training and acts as the main POC for all logistics. 

Procurement Agent: 20%

The job holder is responsible for procurement of a variety of commodities and services for USAID/Sudan. Duties include but are not limited to Service Contracts, Blanket Purchase Agreements, Simplified Acquisition Purchase Orders, Purchase Orders, Task Orders, Delivery Orders, USG Purchase Card, and procurements not covered under ICASS. The procurement level is limited to the Simplified Acquisition warrant level of the S/EXO, currently set at $250,000.00 for any one-time purchase. Job holder reports directly to one of the senior staff either the Management Specialist or the Deputy EXO, as designated by the Supervisory Executive Officer, USAID/Sudan. Incumbent will serve as a COR/AOR on a number of mission procurement activities.

• Reviews all incoming procurement requests, establishes priorities and personally performs all appropriate preparations necessary on the basis of the type of procurement requested. Performs procurement actions for the entire Mission, and as appropriate, advises USAID staff on procurement policy and other pertinent considerations affecting procurement requests. Reviews all procurement requests for compliance with established guidelines such as AIDAR, FAR and ADS prior to initiating action. He/she determines suitable sources of supply through extended local and non-local searches and requests bids and quotations by telephone, correspondence, and advertisement for access to a wide range of public entities. He/she reviews and analyzes bids and quotations and recommends the best qualified vendor to the Executive Officer, considering offered prices and vendor capabilities, reputation, and past performance. Approves the proposed method of procurement and may participate in complex or difficult procurement actions. Continuously tracks and expedites requests to ensure procurement actions are brought to completion and mission needs are met. He/she prepares 1034s vouchers for vendor invoicing, and other standard procurement procedures such as preparing purchase order close-out requests. Organizes and coordinates technical committees for the review of proposals, and obtains technical reports for procurement actions, if necessary.

Prepares and reviews for accuracy all procurement paperwork and/or reports prior to submission to the Executive Officer for signature. Initiates Buyer and Requester procurement actions in the Global Acquisition and Assistance System (GLAAS) and Integrated Logistics Management System (ILMS) for all ICASS-supported procurements. Liaises/coordinates with the DoS Procurement Agents ensuring that procurements placed in ILMS are accurate and ordered in a timely manner. Maintains a

tracking system of all procurement documents, from purchase requests to receipt of procured goods or services by the requestor in GLAAS and ILMS. Screens and reviews bids and quotations, negotiates contracts, and reviews language in contracts and Statements of Work. Ensures and reviews status reports and keeps the EXO and the requestor aware of expected delivery or apprised of potential delay. Coordinates timely funding with the Office of Financial Management (OFM) or works with OFM to resolve funding problems. Ensures close-out of all EXO initiated procurement actions.

• Maintains awareness of market conditions, including price and availability of commonly purchased items. Maintains contact with supplier firms, in order to facilitate resolving procurement problems. Reviews all requests for cash purchases, to ensure costs are fair and reasonable prior to approving any purchase. Ensures compliance with FAR, ADS, AIDAR, and USAID policies and Notices, and with other contracting laws, policies, and procedures in the procurement of supplies and services.
• Maintenance of lists of local and international vendor contacts, procurement references, source lists, price quotations, and Federal procurement regulations and instructions and GSA Catalogs, as well as maintaining the mission’s Purchase Card Buying Log. Prepares correspondence and reports on all aspects of procurement operations. Reports procurement actions via EPICs, GLAAS and other WEB-based tools, and prepares reports in ASIST, in coordination with OFM and Office of Acquisition and Assistance (OAA). Develops and tracks the mission’s simplified acquisition procurement plan which should include current and planned procurement actions and the procurement tracking should include the different stages of pre and post initiated procurement actions. In coordination with OFM, ensures that financial information reports and phoenix reports pertaining to initiated procurements are accurate. Prepares the mission’s Purchase Card Annual Review Checklist for approval by the S/Executive Officer

POSITION ELEMENTS

1. Supervision Received: Directly supervised by the Supervisory Management Specialist.
2. Supervision Exercised: The supervision of other USAID staff is not contemplated.

• Available Guidelines: Automated Directive System (ADS); Federal Acquisition Regulations (FAR); A.I.D. Acquisition Regulations (AIDAR); U.S. Department of State Standardized Regulations; Federal Travel Regulations; Foreign Service National Local Compensation Plan, ICASS Handbook, Comptroller General Decisions, and other USAID regulations
• Exercise of Judgment: The incumbent is expected to be a self-starter, motivated, and results driven individual with a proven ability to establish and meet deadlines; exercising delegated authority. Must exercise a high level of independent judgment based on knowledge and experience within available guidelines. Within overall guidelines, the incumbent must be innovative and resourceful and in compliance with USG regulations and procedures (ADS, FAR, FAM, AIDAR, ICASS).
• Authority to Make Commitments: Incumbent may not authorize or make commitments on behalf of the USG.
• Nature, Level, and Purpose of Contacts:
• Mission Management at all levels on a frequent basis; regular contact with the U.S. Embassy and other agency personnel at management level; relevant USAID/Washington personnel in OBO, M/MS/TTD, M/MS/IRD, SEC, etc.
• Time Expected to Reach Full Performance Level:  Twelve Months

PHYSICAL DEMANDS: The work requested does not involve undue physical demands

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.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

All candidates must meet the Minimum Qualifications. Applications will be screened accordingly, and only those who meet the below, required criteria, will be moved forward in the recruitment process.

1. Education: Bachelor’s degree or equivalent in business, public administration, management, operations, and logistics management field is required.
2. Prior Work Experience: At least five years of progressively responsible experience in general administration experience with proven skills in management with general knowledge of one or more of the following areas: procurement and contracting.
3. Language Proficiency: Level IV fluency in both oral and written English and Arabic is required.
4. Job Knowledge: Good knowledge or the ability to acquire the knowledge of travel, procurement regulations/procedures as appropriate for carrying out the duties and responsibilities of the position
5. Skills and Abilities: Must be able to work with minimal supervision. Excellent demonstrated interpersonal, communications (both oral and written), leadership, and negotiation skills are essential. Theoretical and practical knowledge of the principles of customer service are crucial.

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 technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

The Evaluation Factors listed below will be the basis for evaluating and ranking applicants for the position. Applicants will be scored based on the documentation submitted within the application.

Selection Evaluation Factors	Scoring Percentage
Education/academic requirement	10 points
Experience	30 points
Job Knowledge	30 points
Skills & Abilities	15 points
Technical Writing Skills	10 points
TOTAL	100 points

As per details reflected under Qualifications above.

USAID policy specifies that a cooperating country national (CCN) is preferred over a third country national (TCN.) Therefore, CCN and TCN offers will not be evaluated together. USAID will evaluate CCN offers first and if the CO determines that there are no qualified CCNs, only then will USAID evaluate TCN offers.

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 who are shortlisted 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. 

SUBMITTING AN OFFER

Interested offerors must submit the following:

1. 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 III, and submitted to the address in Section I, item IV.

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 72066722R00018

LIST OF REQUIRED FORMS PRIOR TO AWARD

The CO will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award.

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: $34,465.00 – $51,697.00

• ALLOWANCES (as applicable):

COLA**: $6,203.70 – $9,305.50

Meal Allowance: $315.00

Family Allowance:

$557.00 annuum per Employee’s dependent Spouse (only one spouse is authorized)

$827.00 per annum for each unmarried, dependent child under the age of 21, up to six children

TAXES

In accordance with Mission policy, 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

• Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms.

• 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

1. https://www.oge.gov/web/oge.nsf/OGE%20Regulations

PSC Ombudsman

The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts- ombudsman.

The PSC Ombudsman may be contacted via: [email protected].

Important:

Please Remember: The email subject MUST include: First name Last name – USAID 72066722R00019.

Please note that only shortlisted applicants will be contacted to participate in the oral interview process.

Applications received after the closing date and time contained in this solicitation will be considered late and will not be considered