USAID SENEGAL Secretary SOLICITATION FSN 2018-3

I.GENERAL INFORMATION

 

 

SOLICITATION NO.:

FSN/2018-03

ISSUANCE DATE:

February 21, 2018

CLOSING DATE:

March 7 , 2018

POSITION TITLE: 

Secretary

MARKET VALUE:

Salary equivalent to grade FSN-7 equivalent, in accordance with

AIDAR Appendix J and the Local Compensation Plan of

USAID/Senegal. Final compensation will be negotiated within

the listed market value.

PERIOD OF PERFORMANCE: 

Employment under this contract is of a continuing nature.

Its duration is expected to be part of a series of sequential contracts

based on performance, availability of funds and the need for

 services.

PLACE OF PERFORMANCE:  

Dakar, Senegal

SECURITY LEVEL REQUIRED: 

Facility access

  1. STATEMENT OF DUTIES

BASIC FUNCTION OF POSITION

The Secretary is located in USAID/Senegal, Executive Office (EXO), and serves as the principal administrative support person for the Office Chief, operating independently of any other position to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that other Office staff members may be more effective.

The Secretary is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors, Implementing Partners (IPs) and grantees, host-government officials, the Embassy, USAID/Washington, and other customers.  In this capacity, the Secretary 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.

MAJOR DUTIES AND RESPONSIBILITIES

a. The Secretary receives and places phone calls, sends and receives E-mails and Faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office staff within the Mission, the Host Government, donor, IP, NGO, private-sector, and other contacts; arranges transportation as needed; and, takes minutes at meetings when requested.  The Secretary schedules appointments based on a good knowledge of the supervisor’s commitments, and maintains the Office calendar, reminding the supervisor and others of meetings and appointments.  The Secretary takes messages in the absence of the supervisor and other staff, directing callers to other staff members, or answering questions personally; receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the supervisor, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in maintaining conference room schedules, in coordination with the Secretary to the Mission Director, other Office Secretaries, and with other Mission administrative staff, arranging for conference room space as required by the size of the group.  The Secretary meets with other Mission support staff on a regular and recurring basis.    60%

b. The Secretary maintains control of all correspondence for the Office, including program/project/activity files provided by CORs/AORs, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the supervisor, receiving and screening Office mail not addressed to a particular individual, drafting non-technical responses to routine correspondence and letters in English and the Host-Country language, distributing incoming official mail to Office personnel and attaching pertinent background material, and searching files and records to assemble background information for correspondence and other pending actions.  The Secretary reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing outgoing correspondence for accuracy and conformance with Mission formatting procedures and special instructions.  The Secretary distributes internal policies and procedures and, as necessary, maintains a record of when staff received new policies and/or procedures.    20%

c. The Secretary uses PC-based word processing, spreadsheet, and charting software in the performance of a variety of assignments, types a variety of correspondence, creates electronic tables, develops charts, and prepares other documents in draft and final form, proof-reading for format and consistency with standard formatting requirements prior to submitting for signature.  As required, the Secretary locates documents routed for clearance, and obtains and tracks clearances and signatures.    10%

d. The Secretary establishes and maintains files according to standards set by the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington; and, marks correspondence and other documents for filing, and files accordingly.  Reviews all correspondence prepared in the Office or elsewhere in advance of the supervisor’s signature, corrects errors by drafters and edits correspondence, and assures that responding correspondence fully meets the requirements posed by incoming correspondence to which it pertains.  The Secretary maintains and updates Office Handbooks and other documents, such as visitors’ lists, telephone listings, personnel rosters, vacation schedules, etc. 10%

Supervision Received:  The Secretary receives supervision from the Office Chief, and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed, and Office priorities.  Most work occurs as a result of normal Office operations, but special activities may be assigned at any time.  The Secretary independently plans and carries out assignments, and is responsible for the accuracy of their personal work; work is normally reviewed in terms of results achieved and in meeting Office objectives.

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

  1. AREA OF CONSIDERATION:

USAID policy is that the use of CCNPSCs is preferred over the use of TCNPSCs in order to integrate the foreign assistance effort into the community, enhance the skills of the cooperating country's population, and contribute to the local economy. USPSCs are also preferred over TCNPSCs with equivalent qualifications.

  1. PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

  1. POINT OF CONTACT:  email at usaiddakar-hr@usaid.gov
  1. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
  1. Education: Completion of Secondary Schooling and two or more years of post-secondary schooling in Secretarial Science or Business Administration, equivalent to a US junior college or community college diploma, is required.
  1. Prior Work Experience: A minimum of three years of progressively responsible work experience, of which two years should be in related work with USAID, the USG, NGOs, other donor organizations, or host-government organizations.  Experience in an English-language work environment is required.
  1. Post Entry Training: A candidate new to USAID 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.
  1. Language Proficiency:  Level IV (fluent) oral and writing ability in English and the most widely spoken Host-Country language is required.
  1. Job Knowledge: The Secretary 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 Secretary should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.
  2. Skills and Abilities: The Secretary 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 Secretary must be proficient in using the Internet and E-mail.

 

II. EVALUATION AND SELECTION FACTORS

  1.Education: Completion of Secondary Schooling and two or more years of post-secondary schooling in Secretarial Science or Business Administration, equivalent to a US junior college or community college diploma, is required. (10 Points)

  1. Prior Work Experience:  A minimum of three years of progressively responsible work experience, of which two years should be in related work with USAID, the USG, NGOs, other donor organizations, or host-government organizations.  Experience in an English-language work environment is required. (25 Points)
  2. Language Proficiency: Level IV (fluent) oral and writing ability in English and the most widely spoken Host-Country language is required. (15 Points)
  3. Job Knowledge: The Secretary 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 Secretary should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting. (20 Points)
  4. Skills and Abilities: The Secretary 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 Secretary must be proficient in using the Internet and E-mail. (30 Points):

Maximum Evaluation Score: 100 points

  1. PRESENTING AN OFFER
  1. Eligible Offerors are required to complete and submit a complete application package which includes:
  • An a-302-3 form (form can be found on this web site: http://usaid.gov/senegal under “doing business with USAID - Job Opportunities – Application form”)
  • A cover letter
  • A detailed resume plus 3 to 5 references
  • Copies of relevant degrees
  1. Offers must be received by March 7 ,2018 and submitted in usaiddakar-hr@usaid.gov
  1. To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.
  1. LIST OF REQUIRED FORMS FOR PSC HIRES

Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the following forms.

  1. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the benefits and allowances in accordance with Mission policy and Local labor laws in Senegal.

  1. TAXES

In accordance with Mission policy and local labor laws.

  1. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN/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. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms .
  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 .
  1. 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.

For more information, kindly dowload the .pdf document on your right.

 

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The US Mission in Senegal provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. USAID/Senegal also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

Date 
Wednesday, February 21, 2018 - 8:45am

Last updated: February 21, 2018