USAID/Ukraine Solicitation - Chief of Staff/Senior Advisor for the Director’s Office, GS-13

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72012118R00012

2. ISSUANCE DATE: September 14, 2018

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: October 08, 2018 (6 p.m. Kyiv Time)

4. POSITION TITLE: Chief of Staff/Senior Advisor for the Director’s Office

5. MARKET VALUE: $75,628 - $98,317 equivalent to GS-13

Final compensation will be negotiated within the listed market value

6. PERIOD OF PERFORMANCE: The USPSC contract will be for an initial one (1) year period, with one (1) option year. The option year 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  – with possible travel as stated in the Statement of Duties

8. SECURITY LEVEL REQUIRED: Secret

9. STATEMENT OF DUTIES

BASIC FUNCTIONS OF THE POSITION:

The USAID/Ukraine & Belarus Front Office Chief of Staff/Senior Advisor (COSSA) serves as the senior assistant to the Mission Director (MD) and the Deputy Mission Director (DMD) of USAID/Ukraine & Belarus, working in close collaboration with the two secretaries and the Front Office Special Assistant (FOSA) within the USAID/Ukraine & Belarus Director’s Office. The incumbent is the focal point for the flow of paper and assignments to and from the USAID/Ukraine & Belarus 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, FOSA, and Secretaries; tracking actions and ensuring that they are completed by the due date; drafting and editing communications in English; and performing other duties as assigned by the MD or DMD. Occasional travel may be required in the performance of duties or for training deemed necessary by the MD or DMD.

MAJOR DUTIES AND RESPONSIBILITIES:

This position has the following core areas of responsibility: a) editing and overseeing the processing and finalization of key documents (e.g., action memos, information memos, event scenarios, cables, etc.) prior to final approval by the MD or DMD; and b) serving as the Director’s Office liaison with other offices within USAID, the Embassy FOSA, and other sections of/agencies within the U.S. Embassy on the planning and follow-up of key tasks:

A. Editing & Overseeing Processing & Finalization of Key Documents (50%)

Duties include:

  • Compiling, editing, and finalizing key documents (e.g., action memos, information memos, event scenarios, cables, etc.) prior to final approval by the MD or DMD;
  • Maintaining document control and determining assignments, points of clearance and coordination for event memos, decision memos, cables, correspondence, and other Director's Office priority documentation;
  • Receiving, forwarding, and tracking messages and other official and unofficial documentation, and assignments to appropriate staff members;
  • In coordination with the two Secretaries and the FOSA within the Director’s Office, preparing executive correspondence for the USAID/Ukraine & Belarus 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;
  • Maintaining activity and other files, in accordance with USG/USAID regulations, as required;
  • Serving as the note-taker, 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;
  • Coordinating with appropriate U.S. Embassy Kyiv and USAID Mission staff in the editing and finalization of key documents;
  • Preparing Senior Staff meeting agenda, briefing notes and coordinating management follow-up; and
  • 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, if needed.

B. Serving as the USAID Director’s Office Liaison within USAID & the Embassy (50%)

The incumbent will work under the direct supervision of the USAID/Ukraine & Belarus MD and DMD, and will be responsible for providing assistance for daily management functions that include:

  • Coordinating with appropriate U.S. Embassy Kyiv and USAID Mission staff on a range of issues;
  • Drafting, preparing, and processing administrative and program documentation;
  • Preparing standard briefing packages which will be used to inform U.S. Government and other officials;
  • Implementing Director’s Office special projects and activities, including liaising with USAID senior management and all levels of staff to collect, consolidate, and organize a range of documents and information (e.g., standard or specialized briefing packages; generating reports on program or mission management issues including from internal meetings, events, and/or retreats; preparing standard or specialized USAID program and mission management documents, correspondence, and procurement documents, or maintaining administrative and program files) for the USAID/Ukraine & Belarus Director’s Office and USAID/Washington, as requested;
  • Undertaking analysis and drafting and generating reports to document highlights and outcomes of USAID/Ukraine & Belarus programs, management issues, internal meetings, events and retreats, etc.
  • Preparing standard USAID program management documents, correspondence, and procurement documents, and maintaining administrative and program files;
  • Assisting USAID/Ukraine & Belarus staff members in the planning, design, and development of retreats and other meetings;
  • Preparing event calendars for USAID/Ukraine & Belarus activities and working with others to coordinate event schedules and resource requirements.

SUPERVISORY RELATIONSHIP:

The incumbent will work under the direct supervision of the USAID/Ukraine & Belarus MD and DMD.

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

Excerpt from 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 non-U.S. equivalent is required.

Work Experience: A minimum of five years of general experience as an Executive Special Assistant, Chief of Staff, Senior Advisor, Protocol Specialist, Public Affairs Specialist, or similar position, and/or managing and editing of complex communications and correspondence is required. The incumbent must have working experience in a position with responsibilities similar to the duties outlined.  Prior management knowledge and/or experience, either within the USG or with an international NGO or similar organization is required, particularly in the area of senior-level program or administrative management. 

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 offeror at the conclusion of evaluations.

Education (10 points)

A bachelor’s degree or non-U.S. equivalent is required. Additional education, such as a Master’s degree or Ph.D., in an area relevant to the Statement of Duties is desired.

Work Experience (30 points)

A minimum of five years of general experience as an Executive Special Assistant, Chief of Staff, Senior Advisor, Protocol Specialist, Public Affairs Specialist, or similar position, and/or managing and editing of complex communications and correspondence is required. The incumbent must have working experience in a position with responsibilities similar to the duties outlined.  Prior management knowledge and/or experience, either within the USG or with an international NGO or similar organization is required, particularly in the area of senior-level program or administrative management.  Additional experience in the aforementioned areas, especially working overseas and/or with the USG, is highly desired.

Job Knowledge (30 points)

Knowledge of administrative and managerial techniques as well as general knowledge of the function and operation of foreign aid programs is highly desired. Familiarity with the development community is also desired. Knowledge of Public Outreach / Corporate Communications is desired as the incumbent must be able to effectively liaise with the USAID Mission’s Development Outreach Communications (DOC) team and technical offices to ensure the production of high-quality speeches, talking points, scene-setters, action memos, event scenarios, and other documentation for the Director’s Office. English grammar knowledge to proofread and edit complex technical information is essential. Must possess excellent knowledge of Microsoft Office programs and/or Google Suite (e.g., Google docs, sheets, etc.)

Skills and Abilities (30 points)

The ability to work independently with minimal supervision, prioritize and complete tasks quickly and efficiently are highly desired. Excellent interpersonal and teamwork skills, high motivation, and the ability to work calmly in a challenging and stressful work environment are essential.

Advanced Planning skills are necessary on a daily basis for routine functions, but the incumbent will need to plan at least three to six months in advance for certain tasks. The position must thoroughly plan USAID/Ukraine & Belarus’ Front Office planning for all team activities and must coordinate with other Offices within the U.S. Embassy and with USAID/Ukraine & Belarus' Implementing Partner teams. The ability to develop innovative approaches to support the portfolio with information and resources is also highly desired.

Highly advanced spoken and written English communication skills, including the ability to communicate with tact and diplomacy when interacting with high level officials and USAID partner organizations, as well as a demonstrated ability to professionally edit and/or write professional documents, are essential and highly desired.   

IV. APPLYING

1. Eligible Offerors are required to complete and submit all the following documents and information 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.

4. This solicitation is a re-advertisement of the position originally advertised in solicitation 72012118R00010 which closed on August 17, 2018. Offerors who previously submitted offers for that solicitation, and who are still interested in this position must only re-submit a revised and signed form AID 309-2,“Offeror Information for Personal Services Contracts,” 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. Cover Letters, resumes/CVs, and professional references previously submitted under solicitation 72012118R00010 will be used during the evaluation process.

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 (FD-258)

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.
  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.
Date 
Friday, September 14, 2018 - 6:15am

Last updated: October 09, 2018