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

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72012118R00010

2. ISSUANCE DATE: August 03, 2018

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 17, 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: One year with an option for renewal, subject to the availability of funds and Agency/Mission requirements.

7. PLACE OF PERFORMANCE: Kyiv, Ukraine

8. SECURITY LEVEL REQUIRED: Secret Level

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.

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, but are not limited to:

  • 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, but are not limited to:

  • 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,  Resident Hire

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:  Corwin Edwards, Acting Executive Officer, e-mail at coedwards@usaid.gov.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

The following minimum qualifications are 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.  

Post Entry Training: Training in relevant USAID procedures and regulations, such as Contracting/Agreement Officer's Representative (COR/AOR), USAID administrative compliance requirements, or other areas.

Job Knowledge:  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. Experience proofreading and editing complex technical information is required. Must possess excellent knowledge of Microsoft Office programs and/or G Suite (e.g., Google docs, sheets, etc.)

Language & Writing Proficiency:  The candidate must be fluent in both spoken and written English and have demonstrated ability to professionally edit and/or write action memos, information memos, event scenarios, cables, etc.  This will be tested.

Skills and Abilities:  Planning is required on a daily basis for routine functions, but needs 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. Must be innovative on approaches to supporting the portfolio with information and resources. The incumbent must be able to prioritize and complete tasks quickly and efficiently; must be 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; and, ability to easily interact with tact and diplomacy when interacting with high level officials and USAID partner organizations.

Other Requirement:  Assignment is contingent on obtaining a medical and security clearance. Ability to quickly obtain security clearance is highly desired.

III. EVALUATION AND SELECTION FACTORS

To be considered for this position, applicants must meet the minimum qualifications noted above. For those who do, further consideration and selection will be based on a panel assessment of the selection factors listed below.

Candidates will be evaluated and ranked based on the following selection criteria to a maximum score of 100 points. The following factors will be the basis for determining the qualifications of all applicants:

  • Work Experience (40 points)
  • Job Knowledge (30 points)
  • Skills and Abilities (30 points)

The most qualified candidates will be interviewed and may be asked to provide a writing sample. Professional references will be evaluated for applicants being considered for selection.  Note:  Please be advised that references may be obtained independently from other sources in addition to the ones provided by an applicant.

IV. APPLYING

In order to be considered for the position, a candidate must meet the minimum qualifications listed in the solicitation at the time of submission and must submit all the following required materials:

  • Cover Letter;
  • Curriculum Vitae/Resume;
  • Complete and signed Form AID 309-2 “Offeror Information for Personal Services Contracts” (available at http://www.usaid.gov/forms/);
  • List of three to five professional references.

All application packages are to be submitted via email to: KyivVacancies@usaid.gov

Please cite the solicitation number and position title within the subject line of your email application.  Incomplete, unsigned or late applications will not be considered.  Only those applicants who are selected for interviews will be contacted. 

Any questions concerning this solicitation may be directed to Corwin Edwards, Acting Executive Officer at coedwards@usaid.gov

V. LIST OF REQUIRED FORMS FOR USPSCs

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)

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 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 http://www.usaid.gov/work-usaid/aapds-cibs.

EQUAL EMPLOYMENT OPPORTUNITY (EEO) STATEMENT

The U.S. Mission in Kyiv 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. The US Government 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.

Issuing Country 
Date 
Friday, August 3, 2018 - 6:45am

Last updated: August 03, 2018