USAID/Ukraine Solicitation for an Acquisition and Assistance Assistant, FSN-9

Standard Form 30 - Amendment of Solicitation/Modification of Contract


1. SOLICITATION NO.: 72012120R08

2. ISSUANCE DATE: 03/10/2020

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 04/15/2020 at 11:59 p.m. Kyiv Time

4. POSITION TITLE: Acquisition and Assistance Assistant

5. MARKET VALUE: Basic Annual rate (in U.S. Dollars): $25,396 to $33,016

In accordance with AIDAR Appendix J and ADS 309, the Local Compensation Plan (in effect at the time) of the U.S. Embassy to Ukraine forms the basis of compensation. The LCP consists of the 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. Salaries over and above the top of the pay range will not be entertained or negotiated. This salary range is not inclusive of other benefits and allowances.

6. 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 five years, with the possibility of renewing. The renewal may be exercised based upon satisfactory contractor performance, mutual agreement between the Contractor and USG, continued Mission requirements and the continued availability of funds. 


8. SECURITY LEVEL REQUIRED: Foreign Service National Security Certification 


The Acquisition and Assistance (A&A) Support Assistant (A&A Assistant) position is located in the Regional Contracting Office (RCO), at the United States Agency for International Development (USAID) Mission in Ukraine (USAID/Ukraine). The RCO is a regional support office that plans, solicits, evaluates, negotiates, executes and administrates a procurement portfolio of grants and contracts with a total life of project value in excess of $850 million. The A&A Assistant provides a full range of A&A and administrative support to the RCO Office Director, RCO Contracting Officer/s (COs) and other RCO staff. A&A support duties will be the majority of the incumbent’s responsibilities at about 80% of his/her level of effort (LOE). The incumbent will also provide administrative support to RCO at approximately 20% of his/her effort. He/she will provide support in the following areas: administrative assistance to the RCO team, A&A awards administration, including administrative or incremental funding A&A actions, award and closeout tracking and reporting, A&A planning for the region, contractors’ past performance reports, and A&A documentation and filing compliance. The A&A Assistant will be supervised by the RCO Director or his/her designee.


Acquisition and Assistance Support: 

The incumbent, under the close guidance and direction of the Office Director, is responsible for providing A&A support to the RCO staff and the regional portfolio. The activities that he/she would support are implemented through complex U.S. Government (USG) contracting and grant mechanisms requiring the incumbent to become familiar with federal regulations and procurement policies, as well as the full range of USAID’s A&A terminology, instruments, guidelines and approaches. It also requires the incumbent to understand USAID procedures that guide the solicitation, negotiation, execution, administration and closeout of these complex instruments. 

a) CPARS: The incumbent is responsible for tracking and managing contractor performance information for acquisition mechanisms executed and administered by RCO. He/she serves as Mission Focal Point for the Contractor Performance Assessment Reporting System (CPARS). The Focal Point is a formal function under CPARS and is designated by the CPARS Federal custodian after appropriate training. The Focal Point is responsible for the collection, distribution, and control of contractors’ performance reports. As Focal Point, the incumbent will coordinate CPARS access (create User IDs/passwords) for all Contracting Officer’s Representatives (CORs) in the Mission (approximately 50 individuals) and contractor points of contact for all contracts/task orders awarded by the Mission, properly register new contracts/orders in the system, and track all interim and final performance reviews to ensure they are initiated and completed within required timeframes. This requires coordination with CORs and contractor headquarters management to ensure reports are completed on time. He/she is responsible for tracking and indicating to A&A Specialists and the Contracting Officer when CPARs are due, including disseminating information regarding the regional status of all CPARS to Mission management in Ukraine, Belarus and Moldova. He/She coordinates with the Agency Focal Point and the Federal Focal Point as necessary to resolve issues and provide status. 

b) ASIST: The incumbent is responsible for RCO’s compliance with Agency required A&A documentation and filing. Electronic filing is completed through the Agency Secure Image and Storage Tracking System (ASIST) in accordance with Agency policy. The incumbent files pre award and post award files, including critical files such as modification and approval documentation in ASIST after an award/modification/approval is executed. The incumbent supports A&A Specialists in uploading additional documentation in ASIST when necessary, ensuring that office files are properly documented. He/She will coordinate with the Washington-based Office of Acquisition and Assistance’s ASIST point of contact to resolve any technical or system issues, report on records status, and respond to data calls and file evaluations as necessary. In line with USAID’s initiative to minimize the use of paper-based actions, the incumbent will be responsible for converting any paper documentation to electronic files stored in ASIST and ensuring conversions are accurate and complete and the quality of data is in accordance with Agency standards. 

c) Filing: The incumbent is responsible for maintaining RCO’s official filing system. As the official records custodian for RCO, he/she will assist in streamlining RCO’s transition to electronic files and folders (in the Mission’s shared drive) to ensure a logical, current and consistent storage of official procurement data for the office. The incumbent manages existing A&A files and vital records and reporting. He/She will coordinate closely with the A&A Specialists and the CO/s to ensure filing is complete and appropriate in accordance with Agency policy. The incumbent will also be responsible for conducting the annual file inventory and review, and occasionally review and check COR/AOR files as directed. He/She must have a complete knowledge of official files’ retention and destruction rules mandated by the Federal Acquisition Regulations (FAR) and other internal Agency guidelines, and must ensure retention and destruction of official files is completed in an appropriate and timely manner. The official filing system requirement is an essential component of the RCO’s functions and requires the incumbent to ensure that all office files contain required documents and are up to standards per ADS and FAR requirements. Various tools will be provided to the incumbent to ensure filing is completed appropriately based on the type of A&A action. It is essential that the incumbent has a thorough understanding of these tools, including the federal regulations and Agency policies that require them, and he/she is expected to work with A&A Specialists on streamlining them. He/she must demonstrate initiative in making sure that files are complete and updated and to request and/or compare documents which are missing for reporting purposes. This requires that the incumbent understands the basic content of the documents and their context in the award and implementation processes for the types of awards utilized. 

d) Tracking: The incumbent maintains, improves and streamlines RCO’s tracking systems. This includes various A&A databases, spreadsheets and documents that are required by RCO management for reporting purposes. The data to be monitored, updated and tracked includes but is not limited to: active awards and associated tally sheets, expired awards, completed A&A actions, planned procurements, status of CPARS reports, ASIST dashboard reports, audit reports, closeouts, and the contact list of implementing partners (IPs). The incumbent will also maintain the list of RCO’s Contracting/Agreement Officer‘s Representatives (COR/AORs) and support documentation regarding their official certification. He/She will be required to produce reports for ad-hoc data calls such as the current status of awards, total amount of the portfolio, the type of awards and organizations, etc. This requires that the incumbent has a familiarity with USAID’s reporting tools and functions in systems such as CPARS, ASIST and the Global Acquisitions and Assistance System (GLAAS). This also requires the incumbent to work closely with the A&A Specialists in RCO to understand the various actions occurring on the procurement portfolio. 

e) Planning: The incumbent is responsible for RCO’s procurement planning for USAID/Ukraine and Belarus and USAID/Moldova in accordance with Agency policy. He/She is responsible for working with all offices in the region, and the A&A Specialists, to develop procurement plans for the fiscal year - information that is required to be entered into the Agency’s planning system, the A&A Plan, in accordance with Agency policy. He/She is responsible for tracking any changes to planned procurements in the region and maintaining accurate information in the system throughout the fiscal year. This requires continual interaction with technical office colleagues, A&A Specialists and CO/s to track new or changed plans, join planning meetings and take notes, and enter new information into the system in a timely manner. The incumbent will be the regional focal point for the A&A Plan system and liaise with USAID/Washington colleagues to resolve any technical or system issues, report on the current status of the A&A Plan for the region, and support the A&A Specialists, CO/s and the Office Director in responding to data calls and questions regarding the Agency Business Forecast of upcoming procurements, as necessary. The incumbent will also be responsible for developing any ad hoc informational reports that the A&A Specialists, the CO/s and/or the Office Director may need related to the region’s procurement plans. 

f) Distribution: The incumbent is responsible for distributing new awards, administrative approvals, and modifications to existing awards to designated points of contact at RCO and other offices within USAID/Ukraine and Belarus and/or USAID/Moldova, as appropriate. In addition, he/she will support A&A Specialists with the distribution of official documentation to IPs, as needed. He/she will be responsible for the official distribution of other documentation as well, including COR/AOR designation letters, approval letters, important informational updates, and memoranda from the RCO Office Director, as necessary. 

g) Procurement support and actions: The incumbent will assist the A&A Specialists, CO/s, and Office Director in their negotiation, preparation and execution of procurement actions. He/She supports A&A Specialists with the production of complex and detailed documentation to support a wide range of procurement actions and approvals, such as information related to technical and cost evaluations, negotiation memorandum, or draft award documentation. He/She will also draft important procurement approval letters and other official determinations. The incumbent will support the CO/s and the A&A Specialist in the due diligence and responsibility determination of potential contractors and recipients, including, but not limited to, requesting key personnel references, organizational past performance and references, researching audit and other accounting statements, checking special designated lists, etc. As needed, the incumbent will perform procurement actions for the portfolio, actions that often commit the USG to providing millions of taxpayer dollars, including incremental funding and administrative modifications, closeouts and other A&A actions. h) GLAAS: The incumbent will process A&A actions in the Global Acquisition and Assistance System (GLAAS) to support the procurement actions listed above, and to support the A&A Specialists and the Contracting Officer/s in RCO as necessary. 

2. Administrative Support: 

The incumbent is responsible for supporting RCO in fulfilling administrative duties to ensure the effective operation of the office. The activities that he/she will support are based on the needs of the Office Director and the RCO team, in accordance with Agency operating and administrative procedures. This will require the incumbent to become familiar with the full range of internal guidelines as it relates to Agency operations. 

a) The incumbent works closely and collaboratively with the Office Director and RCO staff in planning, establishing priorities, organizing, and carrying out administrative support functions within the office.

b) The incumbent serves as timekeeper for RCO staff; collects, reviews, prepares and submits timesheets into the Time & Attendance system, WebTA, as well as paper timesheets for local staff, and keeps regular communication with the Office of Financial Management (OFM) in order to keep abreast of any requirements to ensure accurate payroll and leave records. The incumbent will maintain the office leave tracker and ensure that RCO leave is updated into the Mission leave calendar as necessary. 

c) The incumbent manages official travel arrangements for the Office Director and RCO staff in coordination with the travel agency assistant and other concerned offices. This includes the preparation of travel requests, travel vouchers and other documents related to RCO staff travel. He/She will provide support for official and entitlement travel for RCO Director’s and staff’s authorized/eligible family members, when necessary. Provides guidance to staff on the appropriate supporting reimbursement documentation, and ensures it is attached to travel reimbursements’ requests prior to submission to OFM. Obtains other necessary official clearances for staff travel, such as electronic country clearance requests. 

d) The incumbent manages the coordination of meetings for the Office Director; liaises with other offices in obtaining necessary information for meetings. Attends scheduled meetings, prepares minutes for approval by the Office Director and/or their designee for distribution within the RCO. Serves as note-taker at selected meetings, formats notes appropriately to share with concerned staff and provides records for the files. 

e) Receives incoming phone calls and visitors. Thoroughly screens incoming telephone calls to determine the appropriate level of required response. Serves as the point of contact for all official visitors/guests in the RCO, receives and screens visitors for the office, submits necessary access requests in advance, liaises with the Mission’s Executive Office (EXO) on coordinating visit, escorts visitors, and alerts meeting participants upon visitor’s arrival. Schedules all appointments tentatively, confirming and/or rescheduling as necessary. All appointments are reconfirmed to avoid last minute scheduling conflicts. The incumbent ensures that the Office Director and RCO staff are cognizant of scheduled/confirmed appointments and routinely utilizes computer programs to maintain appointments and ensure the office calendar is updated. 

f) The incumbent manages incoming mail correspondence for RCO such as official mail and memoranda. Receives and reviews all correspondence/documents that must pass through RCO prepared for other functional offices and/or units (such as requests for CO/AO approvals, memos, and letters) to ensure correct formatting, punctuation, grammar, spelling, language, form, and content in accordance with accepted USAID practices and ensures all correspondence is properly cleared before distribution or transmittal. The incumbent drafts material consisting of memoranda, letter correspondence, forms, charts, presentation/training materials, and official transmittals in conformance with USAID policies and procedures. Tracks outgoing correspondence. Assists staff in reproduction of electronic materials such as materials for RCO-led training. 

g) The incumbent manages the requisition of office supplies, repairs to office equipment, and printing services to ensure supplies are readily available and equipment fully operational. Maintains adequate stocks of office supplies; requisitions supplies and/or any services for RCO staff. 

h) Manages, tracks and reports on various office functional databases, Excel sheets and documents; this includes but is not limited to: the electronic shared drive, various internet/cloud-based trackers, the RCO leave plan, RCO training plan, and RCO TDY plan. 

i) Manages the logistics for RCO-led trainings, RCO events and meetings working closely with EXO/IT staff. Provides translation and interpretation services as necessary. 

j) The incumbent fulfills ad-hoc data calls, reports and administrative duties as requested by the supervisor.

SUPERVISORY RELATIONSHIP: Supervision is received from the Office Director of RCO, or his/her designee. Technical guidance on A&A matters is also provided by A&A Specialists, but the Office Director will set the priorities and expectations. The incumbent, in consultation with the supervisor, develops specific objectives and priorities. The incumbent independently plans and carries out the work, selecting the approaches and techniques to be used, and informs the supervisor of progress and significant problems. Work is evaluated on the degree to which regulatory requirements are met, the extent to which tasks are completed in a timely and accurate manner. He/she will be evaluated based upon his/her Individual Development Plan and the specific work objectives contained therein.


10. 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.


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

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


Education: A College/university studies in a relevant field such as business administration, management, administration, contracting/purchasing, or international development is required. 

Prior Work Experience: A minimum of three years of progressively responsible administrative support experience is required. Out of this at least one year of experience in an international organization is required. 

Language Proficiency: Level IV (fluent) speaking/reading and writing English and fluency in Ukrainian and/or Russian are required. 

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

Foreign Service National Security Certification and Medical Clearances: The ability to obtain the required foreign national security certification and medical clearances for the position is considered a minimum qualification. See section V below.

The probationary period is three months.


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: A College/university studies in a relevant field such as business administration, management, administration, contracting/purchasing, or international development is required.

Additional education in the aforementioned areas is desired.

20 points – Experience: A minimum of three years of progressively responsible administrative support experience is required. Out of this at least one year of experience in an international organization is required. Additional experience in the aforementioned areas is desired.  

30 points – Knowledge: Very good working knowledge of administrative support services in order to ensure effective and efficient operations, preferably in the field of procurement; knowledge of office management principles, methods, and procedures to complete work assignments; basic knowledge of financial principles; knowledge of sorting/filing techniques and records retention policies and schedules to maintain accurate records; knowledge of database management (e.g. input, organize, track, and retrieve data); knowledge of general procurement regulations and procedures; knowledge of the office mission, goals, and objectives to carry out assignments; knowledge of laws and government regulations; knowledge of business processes in public or private sectors; basic understanding of project monitoring and management. Advanced knowledge in one or more of the aforementioned areas is desired. 

40 points – Skills and Abilities:

Professionalism: Able to perform a broad range of administrative, procurement and management functions under timelines while maintaining a calm and effective approach to solutions; achieve results with high quality of output; apply critical thinking skills to solve work-related problems within the scope of the major duties and responsibilities. 

Communication: Speaks and writes clearly and effectively; correctly interprets messages from others and responds appropriately; promotes two-way, collaborative communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information with teammates and keeping people informed; actively communicates to determine office and personnel needs. 

Teamwork: Works collaboratively with colleagues to achieve Agency, Mission and office goals; solicits input by genuinely valuing others’ ideas and expertise; willing to exhibit patience and learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings. 

Multi-tasking and Organizing: Able to process information quickly and manage several tasks simultaneously; identifies priorities and assignments and adjusts priorities as required; allocates the appropriate amount of time and resources for completing work; uses time efficiently. 

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; keeps clients informed of progress or setbacks in projects/assignments; meets timeline for delivery of tasks or services to clients. 

Computer and software skills: Possesses the knowledge and skills necessary to efficiently and effectively operate computers and office software such as Microsoft Word, Excel, Power Point, e-mail, and internet/cloud-based applications. Able to learn and use Agency specific software related to the work areas listed above in an efficient and effective manner.

Advanced skills/abilities in one or more of the aforementioned areas are desired. 



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

a. Completed DS-174 (application for Employment as Locally Employed Staff) which can be retrieved here:

Offerors must thoroughly complete the DS-174 form in English 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. 

b. 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.

c. A CV or standard resume of no more than 4 pages.

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

d. Names of three professional references, including at least one current/former supervisor, that have knowledge of the offeror’s ability to perform the duties set forth in the solicitation. This information may be included in the cover letter or resume/CV.

2. 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 by email with appropriate attachments. Documents/offers received through links to Google Drive, Sky Drive, and/or any other private cloud computing database/websites will not be considered.

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

NOTE:  Due to the high volume of applications received, we may only contact applicants who are being considered. Thank you for your understanding.


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.

  1. Questionnaire for Employment Authorization (U.S. Embassy Kyiv form)
  2. Authorization for Release of Information (U.S. Embassy Kyiv’s form)
  3. 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.


The local compensation plan (LCP) is the basis for all compensation payments to locally employed staff /CCNPSCs. The LCP consists of the 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:


a) Health and Life Insurance coverage

b) Defined Contribution Fund 12%

2. ALLOWANCES (as applicable):

a) Meal Allowances: The annual amount is $853 for employees working on a full time basis.

b) Family Allowances: The mission provides a child allowance. Grants amounts are subject to change as determined by the Ukrainian State Budget Law.

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


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


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

2. Contract Cover Page form AID 309-1 available at

















Year 1 – Compensation and Fringe Benefits/Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT $ _TBD $_TBD at Award after negotiations with Contractor

Year 2 - Compensation and Fringe Benefits/Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT $ _TBD $_TBD at Award after negotiations with Contractor

Year 3 – Compensation and Fringe Benefits/Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT $ _TBD $_TBD at Award after negotiations with Contractor

Year 4– Compensation and Fringe Benefits/Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT $ _TBD $_TBD at Award after negotiations with Contractor

Year 5 – Compensation and Fringe Benefits/Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT $ _TBD $_TBD at Award after negotiations with Contractor

3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at

  • 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 

4. 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

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. Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status. 

Issuing Country 
Tuesday, March 10, 2020 - 8:30am

Last updated: March 31, 2020