Solicitation for the Executive Office Administrative Assistant

SOLICITATION NUMBER: 72012118R03

ISSUANCE DATE: 10/17/2018

CLOSING DATE/TIME: 11/7/2018

SUBJECT: Solicitation for the Executive Office Administrative Assistant, Cooperating Country National Personal Service Contractor (CCN PSC) under the 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, Sections I through V 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 information.

Sincerely,

 /s/

Nathan Drury

Contracting Officer

GENERAL INFORMATION

SOLICITATION NO.: 72012118R03

ISSUANCE DATE: 10/17/2018

CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 11/7/2018 at 11:59 p.m. Chisinau Time

POSITION TITLE: EXECUTIVE OFFICE ADMINISTRATIVE ASSISTANT, to be located in Chisinau, Moldova

MARKET VALUE: Basic Annual rate (in U.S. Dollars): $16,498.00 to 24,737.00.

In accordance with AIDAR Appendix J and ADS 309, the Local Compensation Plan (in effect at the time) of the U.S. Embassy to Moldova forms the basis of compensation. The LCP consists of the local salary schedule, which includes salary rates, authorized fringe benefits, and other pertinent facets of compensation. Final basic compensation will be negotiated within the listed market value. This salary range is not inclusive of other benefits and allowances.

PERIOD OF PERFORMANCE: Employment under any contract issued under this solicitation is of a continuing nature. Its duration is expected to be part of a series of sequential contracts; all contract clauses, provisions, and regulatory requirements concerning availability of funds and the specific duration of the contract shall apply. The initial CCNPSC contract will be for an initial five year period, with possible renewal pending continued need for the position, contractor performance, and funds availability.

7.  PLACE OF PERFORMANCE: Chisinau, Moldova.

SECURITY LEVEL REQUIRED: Foreign Service National Security  Certification

BASIC FUNCTION OF POSITION:

This position is located in the USAID/Moldova. The position's principle functions include: preparing administrative procurement documentation; provide general Human Resource (HR) support; provide administrative support to the Supervisory Management Specialist and Executive Office (EXO) staff; drafting letters / memos in English; making both local and international travel arrangements; organizing the EXO filing system, including the official HR files; reviewing EXO originated correspondence for correctness and completeness; receiving and distributing incoming mail; making telephone calls, receiving visitors and scheduling appointments for the EXO senior staff, requesting Visitor Access and escorting visitors as needed, and other duties as assigned. The incumbent will be responsible for assuring that all EXO administrative systems are complete and functioning. The incumbent is also expected to identify and initiate administrative improvements throughout the office.

The Executive Office Administrative Assistant is expected to be proactive in defining and conducting her/his responsibilities and will perform numerous, often dissimilar, tasks which have in common the purpose of improving the management and professional output of the office both within USAID and in relation to the outside community.

MAJOR DUTIES AND RESPONSIBILITIES

Procurement (35%)

Serves as procurement agent for the Mission. Receives Procurement Requests from Mission staff, EXO, Supervisory Management Specialist, GSO, and Senior Procurement Agent. Assists Mission staff in the development of appropriate procurement Scopes of Work. Conducts market research to determine best value for the USG. Develops a procurement plan for each procurement action. Develops appropriate Requests For Quotations. Takes appropriate actions and guides mission staff on taking appropriate actions in the electronic procurement system. Reviews each Purchase Order file for completeness and accuracy before making recommendations for action to the EXO. Maintains the official administrative procurement filing system (physical and electronic), ensuring that Purchase Order files are complete and up-to-date and that information is readily accessible. Maintains a database of all Purchase Orders and periodically updates it. Performs follow-up actions as needed based on this review. Keeps current on local and offshore suppliers. Performs tracking of outstanding orders and contacts vendors in order to resolve any complications in ordering or shipping. Attempts to resolve any and all problems with vendors, both offshore and local, before referring them to a superior. Coordinates with the Controller’s Office to ensure timely assignment of fiscal data to procurement documents, and provides required reporting on administrative procurement actions.

B. Human Resource Management Support (35%)

Provides administrative support to the Supervisory Management Specialist and to the EXO professional staff as needed. Assures that routine support is provided in a highly professional manner, meetings are arranged in a timely fashion, and sufficient office supplies are available. Maintains official HR filing system and electronic filing systems, ensuring that files are complete and up-to-date and that information is readily accessible. Serves as Training Coordinator for the Mission, tracks training budgets, training histories, and coordinates training approval process. Serves as the Mission POC for the award process. Reminds Mission staff of agency and embassy award deadlines, reviews awards for completion, submits awards to appropriate processing authorities, works with Office of Financial Management to process monetary awards, tracks records of awards received by Mission staff. Reports on HR information as needed. Responds to data call requests, provides personnel updates and reports via WebPASS/OPS, tracks ethics trainings, transmits cables as needed. Coordinates MBC evaluation submission process. Coordinates FSN/CCN HR actions with embassy Chisinau HRO or USAID Regional HR staff as appropriate. Processes accreditation actions through the Embassy for US Direct Hire, USPSC, and TCNPSC staff as needed. Coordinates with USAID Regional HR staff to prepare documents, schedule interviews and support the hiring process as needed.

C. Administrative Support (30%)

Provides administrative support to the Supervisory Management Specialist, and to the EXO professional staff as needed. Assures that routine support is provided in a highly professional manner, meetings are arranged in a timely fashion, and sufficient office supplies are available. Drafts memos and correspondence in English and Romanian. Makes both local and international travel arrangements; maintains an up-to-date log of all requests for EXO advice or actions received by email or telephone. Prepares travel vouchers. Searches for and obtains information/data for reports, briefings and other documentation. Assists in arranging coordination meetings with visitors including submission of Visitor Access Requests and escorting visitors on an as-needed basis. Maintains mission organizational charts and coordinates with Program Coordination and Strategy Office with the placement and organization of mission documents on the mission internal sharing site. Provides logistic support for TDY staff and newly arrived staff at post. Serves as the Mission timekeeper; tracks all leave requests and manages time and attendance system. Assures that all EXO staff members are familiar with correct Mission policies and procedure. Submits service requests to for ICASS service needs via Ariba, ILMS, and iServices as needed; prepares cables and other official documents in final form and ensure that the correct formats are followed. Performs typing and word processing duties; prepares and sends fax messages. Oversees mail distribution for the USAID/Moldova Mission. Provides secretarial coverage and support to other USAID Offices on an as-needed basis.

SUPERVISORY RELATIONSHIP: The incumbent is directly supervised by the Supervisory Management Specialist. On procurement functions the incumbent will receive day-to-day guidance from the Supervisory Regional Executive Officer (EXO) and Senior Procurement Agent based in Kyiv, Ukraine. S/he will be expected to set priorities and plan and carry out the majority of work assignments independently and in collaboration with Mission professionals.

AREA OF CONSIDERATION: Open to All Interested CCN (Cooperating Country National) Candidates.

“Cooperating country” means the country in which the employing USAID Mission is located.

“Cooperating country national” (“CCN”) means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

NOTE: ALL CCNs MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.  THE MISSION DOES NOT SPONSOR WORK PERMITS.

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

POINT OF CONTACT: Completed offers (including all required documents - see section IV below) must be submitted electronically to: chisinauhr@usaid.gov. When submitting an application, the solicitation number and the title of the position are to be mentioned in the subject line of the email.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: Minimum of College/University studies in administration or related field is required.

Prior Work Experience: Minimum of three years of administrative experience at a donor, embassy or international organization is required. Two years of procurement or Human Resource related experience is required.

Language Proficiency:  Level IV (fluent) English and level IV (fluent) Romanian.

Only offerors clearly meeting the above minimum qualifications will be considered for further evaluation.

SECURITY/FACILITIES ACCESS AND MEDICAL CLEARANCES: The ability to obtain the required security/facilities access and medical clearances for the position is considered a minimum qualification. See section V below.

The probationary period is three months.

EVALUATION AND SELECTION FACTORS

Selection Process and Basis of Evaluation: Offerors who clearly meet the aforementioned minimum education and work experience qualification requirements may be further evaluated through review of the offeror’s submitted required documents (see section IV below) and ranked based on the below evaluation and selection factors. A competitive range may be established of the highest-ranked offerors, who may be further evaluated through technical/language tests, interviews, and reference checks to determine the most qualified/highest-ranked offeror. Reference checks may be conducted with individuals not provided by the offeror, and without prior notification to the offeror. Any offeror not receiving satisfactory reference checks will no longer be considered for the position. Negotiations may be conducted with the most qualified/ highest-ranked offeror at the conclusion of evaluations.

10 points – Education: Minimum of College/University studies in administration or related field is required. Additional education in the aforementioned areas is desired.

30 points – Experience: Minimum of three years of administrative experience at a donor, embassy or international organization are required. Two years of procurement or Human Resource related experience. Additional experience in the aforementioned areas, especially with the USG, is highly desired.  

30 points – Knowledge:  Knowledge of standard international procurement processes or HR processes. Potential to acquire general knowledge of U.S. Government policies, procedures and documentation related to development assistance is essential. Some familiarity with US Government procurement

procedures is desirable as is knowledge US Government HR practices and policies. Knowledge of file and records management and word processing is required.  Advanced knowledge in one or more of the aforementioned areas is desired.

30 points – Skills and Abilities: An ability to plan, manage, prioritize, and complete tasks assigned from various sources. The skills to operate effectively in a high paced, high pressure environment. The ability

to establish and to maintain administrative support for EXO as a whole. An ability to work independently with minimal supervision. The incumbent should also be self-motivated, well organized, energetic, congenial, and demonstrate a willingness and ability to work effectively and collaboratively in a team-based environment. H/she also requires IT software skills, including advanced skills in dealing with spreadsheets in order to maintain required budget tasks and in developing power-point presentations and staffing reports.

TOTAL POSSIBLE POINTS: 100 points

PRESENTING AN OFFER/APPLYING FOR THIS POSITION

Eligible Offerors are required to complete and submit through email all the below documents in order to be considered for the position.

Completed DS-174 (application for Employment as Locally Employed Staff) which can be retrieved here: https://eforms.state.gov/Forms/ds174.pdf

Offerors must complete the DS-174 form in English (standard resumes are no longer accepted), and are advised to include all of their current and previous work experience related to this position. Offerors may use continuation pages to further explain their relevant work experience, if needed.

An Internal Offeror’s experience acquired before/after joining U.S. Government should correspond to the information provided in the Official Personnel Folder (OPF). Any discrepancy found between the current application form (DS-174) and the information provided in the OPF related to offeror’s qualifications could make the offeror ineligible for the position.

A cover letter of no more than 2 pages that demonstrates how the Offeror’s qualifications meet the evaluation and selection factors in section III. Excess pages (beyond 2) will not be read or considered.

Offerors who do not include all above required documents in their offer submission will not be considered for this position.

Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 12. Documents/offers received through links to Google

Drive, Sky Drive, and/or any other private cloud computing database/websites will not be considered.

To ensure consideration of offers for the intended position, Offerors are to prominently reference the Solicitation number in the offer submission.

LIST OF REQUIRED FORMS FOR PSC HIRES

Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the HR unit will provide the successful Offeror instructions about how to complete and submit the following forms, needed to obtain medical and security/facility access.

Questionnaire for Employment Authorization (U.S. Embassy Chisinau form)

Authorization for Release of Information (U.S. Embassy Chisinau’s form)

Certificate of Criminal Records (obtained from the pertinent authorities)

Failure of the selected offeror to accurately complete and submit required documents in a timely manner may be grounds for the CO to rescind any conditional pre-contract salary offer letter and begin negotiations with the next most qualified/highest ranked offeror.

BENEFITS/ALLOWANCES

The local compensation plan (LCP) is the basis for all compensation payments to locally employed staff /CCNPSCs. The LCP consists of the local salary schedule, which includes salary rates, authorized fringe benefits, and other pertinent facets of compensation such as health and life insurance, and retirement allowance. As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

BENEFITS:

Health Insurance coverage

Defined Contribution Fund 12%

ALLOWANCES (as applicable):

The Mission provides miscellaneous allowance in accordance with the Moldova Local Compensation Plan, in amount of $800.

Additional information may be provided to the selected offeror at time of salary offer.

TAXES

Local Employed Staff are responsible for paying local income taxes. The U.S. Mission does withhold year-end local income tax payments.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN/TCN PSC awards are available at these sources:

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.

AAPD 16-03 Expanded Incentive Awards for Personal Services Contracts with Individuals

AAPD 06-08 AIDAR, Appendices D and J: Using the Optional Schedule to Incrementally Fund Contracts

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.

EQUAL EMPLOYMENT OPPORTUNITY:  The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information,

age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.

Issuing Country 
Date 
Wednesday, October 17, 2018 - 6:30am

Last updated: October 17, 2018