USAID/Ukraine Solicitation for a Resident Hire U.S. Personal Services Contractor (USPSC), Front Office Special Assistant, GS-09

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72012120R00002

2. ISSUANCE DATE: December 13, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: January 12, 2020 (11:59 p.m. Kyiv Time)

4. POSITION TITLE: Front Office Special Assistant

5. MARKET VALUE: $44,471 - $57,809 per annum, equivalent to GS-09

Final compensation will be negotiated within the listed market value

6. PERIOD OF PERFORMANCE: one (1) year, with four (4) option years. Options may be exercised based upon satisfactory contractor performance, mutual agreement between the Contractor and USG, continued Mission requirements and the continued availability of funds

7. PLACE OF PERFORMANCE: Kyiv, Ukraine

8. SECURITY LEVEL REQUIRED: Secret

9. STATEMENT OF DUTIES:

BASIC FUNCTIONS OF THE POSITION:

The USAID Front Office Special Assistant serves as an assistant to the Mission Director (MD), the Deputy Director (DMD), and Chief of Staff (CoS) of the USAID Regional Mission for Ukraine and Belarus, working in close collaboration with the two Administrative Assistants within the USAID Director’s Office. The incumbent is the focal point for the flow of paper and assignments to and from the USAID Director’s Office and assists its staff in a variety of ways, such as managing key priorities and activities of the Director’s Office; receiving actions from the Embassy Front Office and assigning them to USAID Mission staff in consultation with the MD, DMD, CoS and Secretaries; tracking actions and ensuring that they are completed by the due date; and drafting and reviewing communications in English.

MAJOR DUTIES AND RESPONSIBILITIES:

This position has two core areas of responsibility: paper flow and other administrative support; and special projects. Additionally, the incumbent is expected to train, coach, and develop local staff as appropriate. The position may be needed to provide ad-hoc support to other routine functions and special projects in the Director’s Office or other Mission offices as directed.

A. Paper Flow and Other Administrative Support 

Duties include, but are not limited to:

(1)   Document control and determining assignments, points of clearance and coordination for event memos, decision memos, cables, correspondence, and other Director's Office priority documentation;

(2)    Editing/proofreading of correspondence to be cleared by the Director’s Office for grammar, inclusivity, tone, content, and formatting;

(3)   Receiving, forwarding, and tracking messages and other official and unofficial documentation and assignments to appropriate staff members;

(4)   In coordination with the two Administrative Assistants and the CoS within the Director’s Office, preparing executive correspondence for the USAID MD and DMD’s signature or clearance, making copies of signed letters and documents and filing them in the appropriate case and subject files, as needed;

(5)   Maintaining activity and other files, in accordance with USG/USAID regulations, as required;

(6)   Serving as the notetaker, on behalf of the Director’s Office, at internal meetings within the Mission or with high-level visitors, embassy functions involving the Mission, and other meetings and events, as needed;

(7)  Coordinating with appropriate U.S. Embassy Kyiv and USAID Mission staff to prepare USAID and Embassy officials for meetings with the host government, civil society, partner donors, etc.;

(8)  Preparing Senior Staff meeting agendas and briefing notes and coordinating management follow-up; and

(9)   Serving as Control or Site Officer at representational events, V.I.P. visits, etc., including arranging logistics, accommodations, and access to the U.S. Embassy compound for visitors.

B. Special Projects Management and Documentation 

The incumbent will work under the direct supervision of the CoS and will be responsible for supporting and providing assistance for daily management functions as well as special projects that include, but are not limited to:

(1)  Preparing briefing packages, which will be used to inform the U.S. Government and other officials;

(2)   Managing the Director’s Office special projects and activities, including liaising with USAID senior management and all levels of staff to collect, consolidate, and organize information for the USAID Director’s Office and USAID/Washington, as requested;

(3)   Undertaking analysis and drafting and generating reports to document highlights and outcomes of USAID internal meetings, events, and retreats;

(4)   Preparing USAID program management documents, correspondence, and procurement documents, and maintaining administrative and program files;

(5)   Preparing event calendars for USAID activities and working with others to coordinate event schedules and resource requirements.

C. Team support of special functions  

On occasion when essential functions have been completed the incumbent may be asked to assist in preparation for internal and external events including:.

(1)  Work with program managers to set up venues for internal and external events;

(2) Support the Development, Outreach, and Communication (DOC) team with promoting, organizing, and communicating about external events in which the Mission is involved; and  

(3)  Assisting USAID staff members in the planning, design, and development of retreats and other meetings.

SUPERVISORY RELATIONSHIP:

The incumbent will work under the direct supervision of the CoS of the USAID Regional Mission for Ukraine and Belarus, or his/her designee.

10. AREA OF CONSIDERATION:  US Citizens, Resident Hire.

In accordance with AIDAR, Appendix D, 1 (Class Deviation M/OAA-DEV-AIDAR-17-02c):

(b) Definitions:

(5) Resident Hire U.S. Personal Services Contractor means a U.S. citizen or resident alien who, at the time of hire as a PSC, resides in the cooperating country –

(i) for reasons other than employment that provides for repatriation to the U.S., including-

(A) with a U.S. government agency;

(B) under any U.S. government-financed contract or agreement; or

(C) under any other contract or employment arrangement.

(ii) as a spouse or dependent of a U.S. citizen with employment that provides for repatriation to the U.S., including –

(A) with a U.S. government agency;

(B) under any U.S. government-financed contract or agreement; or

(C) under any other contract or employment arrangement.

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

12. POINT OF CONTACT: All questions and offers must be submitted by email to KyivVacancies@usaid.gov

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: A bachelor's degree or higher in international studies, economics, business, management, or a related field is required.

Prior Work Experience:  A minimum of three years of experience as an administrative assistant, or in a role where managing and editing of complex communications and correspondence is a primary job function, is required. The incumbent must have work experience in a position with responsibilities similar to the duties outlined.

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

Security and Medical clearances: The ability to obtain the required security and medical clearances in a reasonable timeframe is considered a minimum qualification. See Section V.

III. 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 tests, interviews, and reference checks to determine the most qualified/highest-ranked offerors.  Reference checks may be conducted with the highest-ranked offerors. Reference checks may be conducted with individuals not provided by 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 offerors at the conclusion of evaluations.

Education (10 points): A bachelor's degree or higher in international studies, economics, business, management, or a related field is required. Additional education in one or more of the aforementioned areas is desirable.

Prior Work Experience (30 points): A minimum of three years of experience as an administrative assistant, or in a role where managing and editing of complex communications and correspondence is a primary job function, is required. The incumbent must have work experience in a position with responsibilities similar to the duties outlined.  Prior management experience, either within the USG or with an international NGO is desired, particularly in the area of program or administrative management. Experience proofreading and editing complex technical information is highly desirable. Additional experience in one or more of the aforementioned areas is desirable.

Job Knowledge (30 points): Basic knowledge of the regional political, economic, and cultural environment as well as knowledge of established management/program principles, pertinent regulations, and internal guidelines, plus knowledge of conducting fact-finding studies. Knowledge of Microsoft programs, including Word, Excel, and Powerpoint is essential. Strong knowledge of English grammar is essential.

Skills and Abilities (30 points): The following skills and abilities are essential for this position:      

  • Ability to develop innovative approaches to supporting the portfolio with information and resources
  • Excellent listening, writing, and verbal communication skills in English as well as a strong ability to proofread complex documents
  • Ability to prioritize and complete tasks quickly and efficiently;
  • Highly motivated, dedicated, a self-starter, and able to work in and stay calm in challenging and stressful environments;
  • Excellent interpersonal skills, with the ability to work in a team setting with tact.

Total Points: 100 pts

IV. APPLYING

1. Eligible Offerors are required to complete and submit all the following documents and information in English in order to be considered for the position:

a. Completed and signed form AID 309-2,“Offeror Information for Personal Services Contracts,” available at https://www.usaid.gov/forms/aid-309-2. Only include base salary information in box 4 of sections B and C. Do not include bonuses, differentials, cost of living allowances, or other types of compensation. During negotiations, salary history may be verified through pay slips, earnings and leave statements, or other appropriate documentation.

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 of this solicitation;

c. A resume or curriculum vitae (CV) of not more than 3 pages which, at a minimum, describes education, experience and career achievements relevant to the evaluation and selection factors in section III of this solicitation;

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.

Late, incomplete, and/or un-signed offers will not be considered

2. Offers containing all required documents must be received by the closing date and time specified in Section I, item 3, and submitted electronically to the email Point of Contact in Section I, item 12.

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

V. PRE-AWARD DOCUMENTATION / 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, needed to obtain medical and security clearances.

  1. Medical History and Examination Form/ Medical Clearance Update (DS-6561/DS-3057)
  2. Questionnaire for Sensitive Positions for National Security (SF-86), or
  3. Questionnaire for Non-Sensitive Positions (SF-85)
  4. Finger Print Card (SF-87)

Timely completion and submission of the required documents are needed to obtain the necessary Security and Medical Clearances. 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 offer letter and begin negotiations with the next most qualified/highest ranked offeror. Selected offerors who are unable to obtain required Security and Medical Clearances in a reasonable timeframe are considered un-qualified for this position.

Within 2 weeks after written notice from the CO that all required clearances have been received, or unless another date is specified by the CO in writing, the selected offeror shall proceed to Kiev, Ukraine to perform the services specified in section I, item 9.

VI. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a Resident Hire USPSC is normally authorized the following benefits:

BENEFITS:

  • Employer's FICA Contribution
  • Contribution toward Health & Life Insurance
  • Pay Comparability Adjustment
  • Annual Increase (pending a satisfactory performance evaluation)
  • Eligibility for Worker's Compensation
  • Annual and Sick Leave

VII. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes.

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

USAID regulations and policies governing USPSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix D, “Direct USAID Contracts with a U.S. Citizen or a U.S. Resident Alien for Personal Services Abroad, ” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.

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

Line Item Table

ITEM NO

(A)

SUPPLIES/SERVICES (DESCRIPTION)

(B)

QUANTITY

(C)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

0001

Compensation

Award Type: Labor Hour

Product Service Code: R497

Accounting Info:

1 year LOT    
0002

Fringe Benefits/Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT    
1001

Option Period (OP) 1 – Compensation

Award Type: Labor Hour

Product Service Code: R497

Accounting Info: 

1 year LOT    
1002

OP 1 – ODCs

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT    
2001

OP 2 – Compensation

Award Type: Labor Hour

Product Service Code: R497

Accounting Info:

1 year LOT    
2002

OP 2 – ODCs

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT    
3001

OP 3 – Compensation

Award Type: Labor Hour

Product Service Code: R497

Accounting Info:

1 year LOT    
3002

OP 3 – ODCs

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT    
4001

OP 4 – Compensation

Award Type: Labor Hour

Product Service Code: R497

Accounting Info:

1 year LOT    
4002

OP 4 – ODCs

Award Type: Cost

Product Service Code: R497

Accounting Info:

1 year LOT    

3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available are at http://www.usaid.gov/work-usaid/aapds-cibs.

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

Issuing Country 
Date 
Friday, December 13, 2019 - 9:30am

Last updated: December 13, 2019