Budget Assistant – USAID

Job Description

SOLICITATION NUMBER	72066722R00005
POSITION TITLE	Budget 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 Personal Service Contractor (CCNPSC – 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

Supervisory Executive Officer

1. GENERAL INFORMATION

1. SOLICITATION NO.: 72066722R00005

2. ISSUANCE DATE: 11/16/2022

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

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

5. POSITION TITLE:  Budget Assistant

6. MARKET VALUE:  $29,405.50-$43,947.90 US Dollars, equivalent to FSN-09
7. In accordance with AIDAR Appendix J and the Local Compensation Plan of
8. U.S. Embassy Khartoum/USAID. Final compensation will be negotiated within the listed market value.

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

1. PLACE OF PERFORMANCE: Khartoum, Sudan
2. with possible travel as stated in the Statement of Duties.

12. 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:

General Statement of Purpose of the Contract

This position is in the Program and Project Development Office (PPDO), which is responsible for providing budget support to Mission leadership and the technical teams and acts as the customer service representative for budget planning, development, and forecasting needs, as well as assisting PPDO to prepare reports to inform Congress how foreign assistance funding will be programmed.

PPDO’s work is high volume, fast-paced, highly visible, and critical for the overall implementation of the Mission’s program. PPDO carries out a variety of analytical, reporting, and other programmatic tasks and produces high quality documents within a short timeframe. For USAID appropriated accounts, the incumbent works directly with the senior budget specialist by assisting with the creation and monitoring of program management functions such as budget planning and reporting, including preparing budget tables, charts, graphs and excel tables, tracking expenditures and pipelines, and drafting responses to program budget taskers for the PPDO Director and other senior Mission officials. He/She monitors obligations and expenditures using Phoenix Viewer and develops excel spreadsheet tracking tools to assure compliance with legal and regulatory provisions and limitations and prepares periodic reports for review by Mission management.

Major Duties and Responsibilities

Budget Development Support: 40% of time

The incumbent assists the Mission in the formulation of the program budget for the Mission. The incumbent’s work is closely related to the Appropriation, Allotment, Allocation and Allowance of Federal Government money into

USAID/Sudan’s programs. Under the guidance of the Budget Specialist, the incumbent helps develop and track the Operating Year Budget, Mission Resource Request (MRR), the Congressional Budget Justification (CBJ), Congressional Budget Notification (CBN), Annual Budget Review (ABR), Change Notice (CN), requests for early release of funds from USAID/Washington, D.C., reprogramming funds between various classifications of funds, keeping track of federal earmarks, and ensuring funds are spent consistent with those earmarks and other notifications to Congress. The incumbent helps assure that budgeted funds that are obligated are fully consistent with all USAID policies and procedures. The incumbent is responsible for ensuring budget accuracy by activity/account in order to prevent budget shortfalls and/or activity demobilizations, and to maintain Agency forward-funding guidance of 12-18 months.

The incumbent ensures that any budget changes proposed by any Mission staff are approved by the appropriate, authorized officials. The incumbent also is responsible for aiding in the preparation of regular budget reports, as well as replying to ad-hoc budget information requests from the Mission’s Front Office, and USAID’s Africa Bureau. The incumbent coordinates with the USAID/Sudan’s Office of Financial Management. In particular, the incumbent verifies, in collaboration with the Financial Analyst, the de-obligations, earmarks, commitments and de-commitments, and other aspects of financial management related to the Mission’s program. He/she is responsible for planning and preparing appropriate support budgets for staffing and program design and learning. The incumbent is responsible to prepare staff and admin support MAARDs.

Program Cycle Reporting: 20% of time The incumbent prepares guidance to teams for the OP exercise in order to formulate the Mission-wide Master budget and narratives for the Mission’s annual Operational Plan (OP) coordinating across the entire U.S. Embassy community if necessary. The incumbent posts the OP narratives and budget into Foreign Assistance Coordination and Tracking System (FACTS) Info. In addition, the incumbent maintains the Mission’s Activity database and responds to data calls and taskers from USAID/Washington or Africa Bureau as necessary. The incumbent will work on data collection and analysis as it pertains to Geographic Information System (GIS) in coordination with the Monitoring and Evaluation (M&E) contractor. The incumbent also assists the Mission’s Monitoring and Evaluation Specialist with budget data for the annual Performance Plan and Report (PPR) and mission portfolio reviews

Budgeting Systems Assistance: 20% of time

The incumbent assists with data entry into multiple budgeting systems including the Global Acquisition and Assistance System (GLAAS), Mission budget logbooks, FS database, and FACTS INFO NEXT GEN computer systems, the DIS and serves as a GLAAS Requestor.

The incumbent also maintains the templates for the Country Statutory Checklist, Terrorism Assessment, and Activity Checklist forms need by the technical staff and advises on which forms to utilize based upon the year of the funding being sub-obligated. The incumbent is the Program Office’s backup point of contact with Africa Bureau’s Budget Office and USAID/Sudan’s Office of Financial Management (OFM).

The incumbent distributes budget allowances to the activity level and sees that allowances are created by OFM for activities in Phoenix. S/he utilizes Mission budget logbooks to determine the appropriate fund-site needed to fund activities. The incumbent performs the role of Requester in the GLAAS procurement system. Through this work, the incumbent enables the Program Office to create Requisitions in GLAAS for the specific Program Office-related activities (evaluations/assessments/ GDAs/ USPSC etc.).

The incumbent is also responsible for updating databases, as needed. The incumbent creates excel tables, charts and graphs related to the budget and other aspects of the program cycle as needed by the Director, PPDO or the Mission Director.

Other Miscellaneous Duties:20% of time

Liaison with the Government of Sudan and USAID/Washington, D.C.: The incumbent assists in the formulation of the Mission’s Development Objective Agreements (DOAG) with the host country and coordinates with Government of Sudan technical-level counterparts to ensure DOAGs and the amendments are signed, and funds are obligated under the DOAG. The incumbent also assists in drafting and execution of amendments to the DOAGs and implementation letters. The incumbent supports the PPDO Director and Program Budget Specialist by liaising with the Africa Bureau’s Budget Office on different issues regarding budgeting, obligations, and budget reporting.

Program design support: The incumbent advises technical offices on most appropriate ways to reprogram/adjust budgets in response to program changes that occur after the approval of the budget, and tracks all documents required to meet re-programming requirements, including memos for the Director of Foreign Assistance, Change Notices, and Protected Items Change Requests.

SUPERVISORY RELATIONSHIP:

Supervision Received: Incumbent will work under the supervision of the Program Budget Specialist. After receiving instructions and based on existing guidelines and systems, s/he is expected to perform tasks independently and prioritize among multiple competing priorities in consultation with the Director, PPDO.

Supervision Exercised: The supervision of USAID staff is not contemplated.

PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: A College/University studies in Business Administration, Accounting, or Finance is required.
2. Prior Work Experience: Four years of progressively responsible experience in financial management, budgeting, and program/project operations is required, including experience in the analysis and interpretation of data and the presentation of findings in written (narratives, excel, charts, graphs, tables, etc.) and oral form. At least four years of this experience should have been in development assistance, or related work with, other donor agencies, USAID- funded implementing partner, or private sector institutions.
3. Post Entry Training: The incumbent will receive formal training in U.S. federal budget processes, USAID computer systems, USAID Program Cycle, and AOR/COR training. In addition, the incumbent will receive on-the-job training in USAID operations (including the budget, obligations, program/project design, contracting processes, and computer systems).

4. Language Proficiency: Level 4 (fluent) English/Arabic, oral and written, language is required.
5. Job Knowledge: A thorough knowledge of the concepts, principles, techniques and practices of program budgeting, financial management, and operations is required.
6. Skills and Abilities: Ability to develop a thorough understanding of United States government, USAID, and host government policies and procedures. Ability to quickly learn, multitask, and prioritize work assignments. Must have the ability to communicate professionally with diverse, high-level officials. Ability to carry out complex technical analysis, both factual and analytical, of financial reports involving Mission projects and activities. Demonstrated negotiation skills. Ability to develop and maintain close working relationships in the public and private sectors with both American and host country nationals. Skills in written and verbal English are very important. Must have advanced Excel and Word program proficiency, and the ability to graphically display data using charts, graphs, and tables to maximize understanding of the information.
7. 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 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 points):

A minimum of a master’s degree in environmental management, public health, engineering, economics or related field is required.

• Experience (40 points):

At least 7 years of progressively responsible technical experience in water supply, sanitation, and hygiene improvement, including work in environments comparable to those of the country. The position requires a combination of managerial, technical, and analytical abilities. Expertise in the areas of sustainable water and sanitation services, hygiene promotion, private sector engagement, finance, sector policy reform, and program design. Experience and demonstrated proficiency in using software applications to analyze sector data and translating into practice. Prior management or leadership experience leading a team and portfolio of a similar size and complexity.

• Job Knowledge (20 points):

Direct experience in the management of or other bilateral or multilateral donor-funded projects. Direct hands-on experience on improving water and sanitation services and hygiene promotion. Experience in strengthening policy frameworks and capacity of local governments, utilities, regulatory agencies, etc. Good understanding of strategy, programming and implementation activities. Knowledge of water and sanitation sector development in the relevant region, including understanding of emerging, evidence-based approaches in technology selection, policies/enabling environment, institutional structures, governance, financing, environmental sustainability, and social/cultural issues including gender.

• Skills and Abilities (20 points):

 Demonstrated ability to function independently in complex, frequently changing political and economic conditions. Ability to manage resources, programs and people and interact effectively with representatives of national and local governments and USG agency staff. Good interpersonal and team building skills.

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.

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 72066722R00005

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: $24,663.00- $36,977.00

• ALLOWANCES (as applicable):

COLA**: $4,437.50 – $6,655.9

Meal Allowance: $315.00

Family Allowance:

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

$827.00 per annual 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

1. 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

• PSC Ombudsman.

5. 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].

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.