USAID/Ukraine Solicitation for a Project Management Specialist / Field Office Coordinator

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72012118R01

2. ISSUANCE DATE: 10/10/2018

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

4. POSITION TITLE: Project Management Specialist / Field Office Coordinator for USAID’s Field Office, to be located in Kramatorsk

5. MARKET VALUE: Basic Annual rate (in U.S. Dollars): $28,811 to $37,461

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 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.

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 an initial five year period, with possible renewal pending continued need for the position, contractor performance, and funds availability.

7. PLACE OF PERFORMANCE: Kramatorsk, Ukraine. The selected offeror must be willing to travel to the USAID Mission to Ukraine, in Kyiv, for extended periods of time during the first several months of the contract in order to complete in-processing and required formal and informal (on-the-job) training. Afterwards, routine periodic official travel to Kyiv will occur on an as-needed basis. All approved official travel expenses will be paid for by the U.S. Government.

8. SECURITY LEVEL REQUIRED: Foreign Service National Security Certification

9. STATEMENT OF DUTIES:

This position falls under the direction of the Program, Coordination, and Strategy (PCS) Office of the USAID Mission for Ukraine (the Mission). The Mission is responsible for the development, implementation, and oversight of USAID-funded programs. As the Mission expands its assistance portfolio, it seeks a Project Management Specialist to assist with the coordination, project management, and monitoring of USAID initiatives in eastern Ukraine. The incumbent will ensure an uninterrupted functioning of the USAID Field Office in Kramatorsk as the focal point of cooperation between the U.S. Government (USG) and international and local counterparts as related to USG activities in eastern Ukraine, manage its resources and staff, provide support and coordination for joint activities of USAID, its implementers, other USG agencies within the framework of USAID’s assistance to eastern Ukraine. The USAID Project Management Specialist / Field Office Coordinator reports to the USAID Program Office Director, or his designee, and is posted in the USAID Field Office. The incumbent serves as the on-the-ground coordinator for all USAID-funded activities being implemented in eastern Ukraine. The incumbent will collaborate closely with PCS and USAID/Ukraine technical office staff and liaise with the USG, the Government of Ukraine (GOU), United Nations (UN) technical agencies, the World Bank (WB), and other donor and implementing partners. The incumbent will provide strategic, management, and monitoring and evaluation support to the USAID/Ukraine Mission and PCS Office, ensure coordination with donors, IFIs and other international and local partners, and represent the Mission at related meetings with the GOU, Oblast Authorities, international organizations, and other collaborating partners, as appropriate. S/he will have broad-based responsibilities in the design, implementation and evaluation of activities within the portfolio. The incumbent may travel up 25% of his/her time within Ukraine.

MAJOR DUTIES AND RESPONSIBILITIES:

A. Government of Ukraine (GOU), Donor, and USAID Contractor-Grantee Relationships (35%)

  • Meet regularly with the Ministry of Temporarily Occupied Territories (MTOT) and, as required, with other local and central government authorities to discuss programming and priorities in eastern Ukraine.
  • Coordinate, plan, and discuss USAID programs with the GOU, EU and UN technical agencies, and other donors and USAID partners.
  • Prepare briefing materials, talking points, and other relevant documents for the USAID Program Office, senior USAID leadership, USAID/Washington, and other relevant audiences.
  • Coordinate with PCS team lead responsible for the relevant portfolio to ensure effective communication and coordination of activities. Maintain strong collaborative relationships with other teams within USAID.
  • Provide comprehensive analysis and regular updates on the political, economic, and social developments and conditions in eastern Ukraine for the USAID Program Office, senior USG USAID leadership, USAID/W, and other relevant audiences.
  • Organize regular coordination meetings with various eastern Ukraine stakeholders including USAID implementers, other USG agencies, donors, non-government organizations (NGOs), Oblast and Municipal level authorities in eastern Ukraine on a regular basis to discuss ideas, make recommendations, and plan follow-on mechanisms to ensure sustainable and coordinated recovery assistance in eastern Ukraine.

B. Strategic Planning and Coordination (25%)

  • Work with Oblast and other local authorities (rayon and municipal), communities and CSOs to develop consensus as to the mode and direction of current and future interventions within USAID assistance in eastern Ukraine.
  • Serve as site officer for USG delegations and provide concise, informative briefings on the status of activities in eastern Ukraine and USG response to support these programs.
  • Represent the Field Office in routine Mission meetings and Embassy meetings, and with USAID/Washington and other development partners. Represent the Field Office at GOU and other stakeholders meetings and events, professional and official events.
  • Provide strategic and programming support on USAID activities in eastern Ukraine, including preparing strategies, reviewing program plans, and incorporating evidence-based best practices into Mission interventions.
  • Monitor and evaluate program activities based on USAID policies to ensure effective implementation and proper alignment with USAID priorities and strategies.
  • Conceptualize and contribute to the design of new interventions. Serve on relevant technical panels to evaluate program descriptions.
  • Organize regular meetings with USAID contractors and grantees to ensure effective coordination and synergies among ongoing activities.

C. Activity Management and technical support to Program Activities (20%)

  • Serve as Activity Manager responsible for managerial and technical oversight of specific components of relevant grants and/or contracts.
  • Assist USAID/Ukraine contracting officer and agreement officer representatives (CORS/AORs) and Activity Managers with coordination, monitoring, evaluation, and reporting on the effectiveness of USAID implementers working in eastern Ukraine, and identify opportunities for implementers to work together to enhance the results of USAID assistance in the region.
  • Provide technical oversight in the planning and implementation of activities to ensure achievement of expected results; provide technical guidelines to implementing partners in coordination with CORs/AORs, and oversee implementation progress.
  • Support program monitoring and evaluation, including field visit to directly observe USAID-supported activities. Ensure that performance monitoring systems are in place and that periodic, reliable indicators have been established and that projects are collecting and analyzing valid data and disseminating them appropriately.
  • Draft relevant sections to USG/USAID planning and performance reports including, but not limited to Operational Plans (OPs), Semi-Annual Program Reports (SAPRs), Program Management Plans (PMPs), and Performance Plans and Reports (PRPs). Review key annual plans, quarterly reports, and financial management statements.
  • Provide ongoing technical assistance, training and consultation support to implementing partners on the development and implementation of relevant activities.
  • Participate on behalf of USAID/Ukraine at technical, policy and strategic meetings as directed.
  • Analyze national outreach, reintegration, and malign influence data.
  • Ensure that implementing partner performance monitoring systems are operating effectively; that reliable indicators are defined, collected and analyzed routinely, and the systems comply with USAID and international standards.
  • Provide guidance on eastern Ukraine political and economic developments.

D. Field Office Coordination and Management (20%)

  • The Field Office is the focal point of interaction between USAID and international and local counterparts as related to USG activities in eastern Ukraine. It is critical for the success of the program that the Field Office effectively collaborates with Partners, other USG agencies, and the GOU, on USAID  assistance to eastern Ukraine. The incumbent will be required to manage day-to-day activities of the Field Office, coordinating with USAID/Kyiv RCO, RLA, EXO, and other technical offices.
  • Assist in preparation technical and programmatic documentation on USAID assistance for a variety of audiences. Prepare concept papers and results frameworks, results packages and background papers on media outreach and countering malign influence.
  • Ensures access is restricted to authorized persons. Maintains control of sensitive assets and information, e.g. building access cards, passwords, Personally Identifiable Information, etc.

The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

SUPERVISORY RELATIONSHIP: The Project Management Specialist will be supervised by the Program Coordination and Strategy Office Director.

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.

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

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: kyivvacancies@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.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: A Bachelor’s degree in international development, economic growth, democracy and governance, public policy, or social sciences is required.

Prior Work Experience: Minimum seven years of progressively responsible work experience including three years of experience in international development administration in the private sector or with international donor agencies.

Language Proficiency: Comprehensive written and oral English and Ukrainian and native facility in Russian language skills are required (Level IV fluency in English). Fluent in both written and spoken English, Ukrainian, and Russian to include the ability to translate, on occasion when the job holder may need to act as an interpreter. The ability to write highly technical program-related documentation in English is essential. Language abilities will be tested during the evaluation process.

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.

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/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 Bachelor’s degree in international development, economic growth, democracy and governance, public policy, or social sciences is required. Additional education in the aforementioned areas is desired.

30 points – Experience: Minimum seven years of progressively responsible work experience including three years of experience in international development administration in the private sector or with international donor agencies. Additional experience in the aforementioned areas, especially with the USG, is desired.  

30 points – Knowledge: In-depth knowledge of regional or local political, social, economic, and humanitarian conditions and context; knowledge of government, donor, private business, social groups and local communities interests and needs as well as existing development programs in the region; and knowledge of related GOU strategies and policies. Advanced knowledge in one or more of the aforementioned areas is desired.

30 points – Skills and Abilities: A high level of analytical skills, professional expertise, and sound independent judgment is required. Expertise in program design, management and assessment or evaluation is desired. The incumbent must possess strong interpersonal skills and be able to independently establish/maintain contacts with senior level officials of the host government and donor representatives. Also essential are (a) skills in monitoring and evaluation, (b) expertise in tracking budgets and conducting budget analysis; (c) demonstrated work flexibility and ability to meet multiple deadlines, (d) excellent communication skills, including the ability to articulate USAID policies and strategies and to respond to questions about USAID’s support for relevant projects in eastern Ukraine, and (e) ability to make presentations comfortably in front of small and large audiences.

TOTAL POSSIBLE POINTS: 100 points

IV. PRESENTING AN OFFER/APPLYING FOR THIS POSITION

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

a. 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.

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.

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

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. 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. 

V. 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.

  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.

VI. 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:

1. BENEFITS:

Health and Life Insurance coverage

Defined Contribution Fund 12%

2. ALLOWANCES (as applicable):

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

2) 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.

VII. TAXES

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

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

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 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.

  • 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 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 10, 2018 - 2:45am

Last updated: October 10, 2018