USAID Project Management Assistant

Description

• USAID/Mozambique manages one of USAID's largest country programs in sub-Saharan Africa. Its employees are organized into four assistance objective teams and four support offices implementing programs in health, democracy and governance, economic growth, and education. The Agriculture, Environment, and Business (AEB) Office within USAID/Mozambique supports activities related to improving the livelihoods of people producing and using local agricultural products, increasing the competitiveness of the Mozambican business environment, expanding access to water and sanitation, and supporting increased care for the nation's critical biodiversity resources
• The Project Management Assistant is responsible for supporting the financial, programmatic, monitoring and reporting, and public relations aspects of the Agriculture and Resilience Teams within the AEB Office, with total program values of over $30 million in development assistance per year. As needs arise, this individual may also support other teams within the AEB Office
• The incumbent also serves as alternate Contract Officer Representative (COR), alternate COR, or activity manager for ongoing activities. The incumbent performs programmatic and administrative functions to support day-to-day project management duties within the AEB Office, including performance monitoring; managing activity budgets; ensuring data quality monitoring and reporting; maintaining the official and working files; drafting project design and pre-award documents, meeting minutes, letters, and other necessary related documentation
• The job holder will be expected to perform work-related travel
• SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC) – USAID Project Management Assistant, FSN-8 Equivalent
• Dear Prospective Offerors:
• The United States Government, represented by the U.S. Agency for International Development (USAID) in Mozambique is seeking applications from qualified persons to provide personal services under contract as described in this solicitation
• Offers must be in accordance with Attachment 1, Sections I through V of this solicitation. Incomplete offers will not be considered. Offerors should retain copies of all offer materials for their records
• This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers
• Any questions must be directed in writing to the Point of Contact specified in the attached information.
• Solicitation No. 72065620R100027 opened to all Mission current employees and external candidates who meet the stated qualifications
• Point of Contact: Mission-Maputo-HR@usaid.gov
• Market Value: USD30,559– USD42,769 per annum, equivalent to FSN-8 (Step1-12)
• In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Mozambique). Final compensation will be negotiated within the market value
• Period of Performance: The base period will be one year, estimated to start on or about August 2020. Based on Agency need, the Contracting Officer may exercise additional option periods for the dates estimated as follows:
• Base Period: August 2020 – August 2021
• Option Period 1: +August 2021-November 15, 2022
• Eligible Offerors: To meet basic eligibility requirements, the applicant must be a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country
• Security Level Required: Employment Certification (RSO Certification)
• List of Required Forms Prior to Award:
• 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 required forms
• Benefits and Allowances:
• This is a local position and compensation will be in accordance with the Local Compensation Plan
• USAID Regulations, Policies and Contract Clauses pertaining to PSCs:
• USAID regulations and policies governing CCN/TCN PSC awards are available at these sources:
• 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
• Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award as described below:
• Item No
• (A) SERVICES (DESCRIPTION)
• (B) QUANTITY
• (C) UNIT
• (D) UNIT PRICE
• (E) AMOUNT
• (F) 0001 Base Period - Compensation, Fringe Benefits and Other Direct Costs (ODCs)
• Award Type: PSC
• Product Service Code: R497
• Accounting Info: 1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor_1001 Option Period 1 – Compensation, Fringe Benefits and Other Direct Costs (ODCs)
• Award Type: PSC
• Product Service Code: R497
• Accounting Info: 1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor_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
• 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

Duties

Program Design, Monitoring, Budget, and Implementation Support 50%

• The Project Management Assistant serves as the primary administrative liaison with other USAID/Mozambique staff and external partners, including international NGOs, international donor organizations, implementing partners, and visiting government delegations. The incumbent, either in the capacity as an alternate COR/AOR/Activity Manager or in consultation with the CORs/AORs, and the Monitoring and Evaluation Specialist, ensures that performance monitoring systems are in place, and that measures and indicators of portfolio impact are established
• The incumbent contacts implementing partners to collect and monitor performance data quality, prepares status reports and program/project reports for use within the Office, and provides information on partners’ progress in achieving outputs and results for selected activities. The incumbent drafts documents related to program planning, budgeting, implementation, and management including memoranda, letters, performance reports, cost estimates, trip reports, analyses, etc., and organizes workflows to ensure that all proper documentation is submitted to meet pre-award criteria in a timely fashion. Additionally, the incumbent takes the lead role in tracking clearance of program documents and advise AEB technical staff on required documents and appropriate action lead times
• The incumbent, either in the capacity as an alternate COR/AOR/Activity Manager or in consultation with AOR/CORs, undertakes all planning and procedural actions related to program management of activities, including preparation of action memorandums, justifications for less than full and open competition, modifications and budgets, and routine implementation letters (including those activities for which the incumbent acts as alternate AOR/COR). The incumbent manages the data and financial information required for Operational Plans and Performance Reviews. S/he ensures that indicator data, data quality assessments and budget information is obtained in a timely manner and is accurate, prior to submission to the Office of Financial Management colleagues for input into the systems database
• The incumbent in consultation with AOR/CORs, consolidates, documents, and tracks programmatic, procurement planning, and financial information including program descriptions, design memos, budgets, pipelines, accruals, evaluations, and audit requirements. S/he assists in the correction of any problems noted, such as information recorded in the PHOENIX financial tracking system

Project Management Support 50%

• The incumbent develops and maintains permanent filing systems, including an electronic filing system that is up-to-date and easy to retrieve in accordance with Agency regulations on records management. The incumbent maintains orderly records of USAID reference materials and regularly used forms, and updates various office publications as needed
• The incumbent contributes to AEB Office strategy development, specifically support related to program monitoring and tracking, as well as to drafting of communications products, such as success stories and fact sheets, briefing materials, and annual reporting. The incumbent assists the AEB Office with production of technical PowerPoint presentations and, where necessary, assists in presentations
• The incumbent is responsible for tracking, documentation, and priority setting for closeouts of all agreements, programs, grants, and contracts including those for personnel. Incumbent assists in securing the approval of equipment disposition plans and closeouts by obtaining inventories of equipment purchased with USAID funds and final vouchers, reports, and any other documentation required for close-outs
• The incumbent participates in Office meetings and conferences, take notes/minutes and assure that obligations and commitments are honored, and deadlines are met. The incumbent maintains up-to-date contact details for Office contacts and ensures that the Mission contact list is updated regularly. The incumbent makes travel and logistical arrangements for staff and high-level visitors on international travel and field site visits and facilitate their contact with our partners as well as with other international NGO officials. The incumbent prepares travel vouchers, work orders, purchase orders, and other documentation for office staff, and coordinates events held outside the U.S. Embassy

Supervisory Relationship

• Incumbent is directly supervised by the AEB Office Chief and designee. The incumbent must exercise independent judgement and initiative in the prioritization or tasks and the formulation of recommendations as to the appropriate course of action. The incumbent's progress against objectives is evaluated by the Team Leader with 360 degree input from other Mission colleagues
• Supervisory Exercised: None
• Available Guidelines: The incumbent is required to understand Mission and Agency-specific policies and procedures which govern project activity management in addition to USAID/Mozambique-established administrative and operating procedures, policies and formats. Oral guidance from the immediate supervisor and specific detailed instructions will be given when necessary for carrying out unique assignments
• Exercise of Judgment: Exercise independent judgment in task prioritization, completing tasks, bringing program and administrative issues to the attention of leaders. The Incumbent’s latitude for exercising judgment includes a range of activities such as prioritization of unit workload, contacting senior level officials and representatives of partner organizations and the Government of Mozambique, taking action on correspondence, and tracking all pertinent data for financial and program reporting
• Authority to Make Commitments: As alternate COR, directly manages small contracts and grants. The employee is directly responsible for the management of office information resources, documentation and retrieval, primarily through ASIST
• Nature, Level, and Purpose of Contacts: Regular contact with contractors, grantees and mid-level counterparts on program and budget information. Instruct and in some cases train them on USAID requirements regarding reporting for Annual Reports which are submitted to Washington as well as resolving problems (closeouts) due to their lack of information and understanding. Specifically, contact will be with contractor/grantee chiefs of party for all activities which fall under the incumbent’s alternate COR or Activity Management responsibilities to request information in a timely fashion by keeping the Contractors and Grantees updated and sending out reminders regarding deadlines (submission of accruals and quarterly reports)
• For these and all other activities, the incumbent has frequent contacts with contractor/grantee contracting officers, financial management officers and office (local, regional and U.S.-based headquarters) management staff. Liaises internally with other offices in the Mission and externally with NGO, Private Sector, Embassy staff to request supporting documentation for actions as well as checking the correctness of the information and providing training and guidance in order to obtain the required information (Site visits, Indicators and OP), and to advise and provide knowledgeable input into solving problems related to any administrative procedure or processes that are in place within the Mission (DQA). Additionally, contacts with host government administrative and mid to senior-level technical staff will be necessary to track correspondence, to extend invitations and relay messages, or to solicit information of a technical or programmatic nature

Requisites

• Minimum Qualifications Required for this Position:
• Education: A minimum of Secondary Schooling and two years of College-level studies related to agriculture, environment, engineering, business management, or other social science is required
• Prior Work Experience: A minimum of three (3) years of professional experience as an administrative or program manager or technical support officer for a public or private organization is required. At least two years of this experience must have been with a bilateral or multilateral donor agency
• Language Proficiency: Level IV English and Portuguese (fluency proficiency), both oral and written. (this will be tested)
• Job Knowledge: Must have a sound knowledge of the concepts, principles, techniques and practices of development program management and results reporting. A good knowledge of bilateral or multilateral donor organization’s programming policies, regulations, methodologies, and documentation procedures is required. Must have a broad knowledge of Mozambique’s economic, political, social, and cultural characteristics
• Skills and Abilities: Must be able to carry out duties independently and proactively, with a minimum of supervision, as well as recommend ways to improve program performance. Must possess critical thinking skills and problem-solving capabilities, as well as apply complex regulations, policies, and procedures to numerous program situations
• The position requires the incumbent to actively plan ahead at least three months/one quarter and make use of highly developed multi-tasking skills. A detail-orientation to the performance of work and strong organizational skills are absolutely required. The ability to establish and maintain contacts with counterparts in relevant host-government and private sector organizations is required as well as the ability to communicate clearly and effectively, both orally and in writing
• Must be able to obtain, evaluate, and interpret factual data and to prepare precise, accurate, consistently formatted, and complete reports, i.e. results reports from partners using instructions from USAID/Washington; must be able to recognize significant developments and trends from collected and consolidated data and to bring it to the attention of supervisors; must have skills in the operation of personal computers including demonstrated ability to use word processing, spreadsheet, and calendar software applications and, with moderate training, knowledge of Word, Excel, and PowerPoint. The ability to guide and indirectly supervise or coordinate specific tasks performed by lower-level employees is required when their input is needed to accomplish part of an assignment
• Excellent interpersonal skills are also required with colleagues within the Mission as well as with government and implementing partners. Ability to quickly acquire knowledge of USG’s specific programming policies, regulations, methodologies and documentation procedures as well as the history of development efforts and basic concepts, principles, and practices of subject matters related to the activities of the AEB Office is also required

Evaluation and Selection Factors

• The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far

The following evaluation factors are established

• Education - 15 points
• Prior Work Experience - 15 points
• Language Proficiency - 25 points
• Job Knowledge - 10 points
• Skills and Abilities - 35 points
• Maximum Points: 100 points

Notes

• Only shortlisted applicants will be contacted
• A cover letter in English with CV/Applicant Resume in English
• Names, contact numbers, and e-mail addresses of three professional references from individuals who are not family members or relatives. Reference checks will be conducted for the final selected candidate for the Contracting Officer to make a responsibility determination. USAID/Mozambique reserves the right to solicit references from other sources as deemed appropriate
• To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission
• Only interviewed candidates will be informed in writing of the Selection Committee’s final decision
• Post Entry Training: On the job training in USAID project management procedures and practices; Introduction to Program Cycle; GLAAS, COR/AOR and other relevant training. CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship Program described in ADS 495maa
• Time Expected to Reach Full Performance Level: One year
• Physical Demands: The work requested does not involve undue physical demands
• Per this scoring, Skills and Abilities and Language Proficiency are the most important factors, followed by Prior Work Experience, Education and Job Knowledge. Applications will initially be screened for conformity with minimum requirements. Only applicants who meet the minimum qualification requirements for the position will be considered. Candidates will be evaluated based on relevant education, prior work experience, knowledge, language proficiency, skills and abilities demonstrated in their application packages
• A Technical Evaluation Committee (TEC) will be convened to review applications and evaluate them in accordance with the evaluation criteria. Applications from candidates who do not meet the required selection criteria will not be scored. Only shortlisted applicants will be contacted and will be invited for a language test. Candidates successfully passing the language exam will be invited for an oral interview and may also be required to pass a written test. No response will be sent to unsuccessful applicants
• Professional references will be conducted for the top ranked candidate and will be utilized to supplement the TEC’s recommendation to the Contracting Officer to offer the position to the top ranked candidate. USAID/Mozambique reserves the right to solicit references from other sources as deemed appropriate
• Final selection will be based on the application package, language abilities, oral interview and reference checks. This is a local position and compensation will be in accordance with the Local Compensation Plan
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application