General Services Assistant (m/f)

Description

• The incumbent manages the Mission expendable (EXP) and non-expendable (NXP) property. He/she liaises with the Embassy’s GSO personnel and maintenance contractors, and performs local off-the-shelf procurement for purchases within the micro purchase threshold. The incumbent also performs procurement actions as a Requestor and as a Buyer in GLAAS
• SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC- Local Compensation Plan) – General Services Assistant, FSN-7 Equivalent
• Dear Prospective Offerors:
• The United States Government, represented by the U.S. Agency for International Development (USAID) in Mozambique is seeking offers from qualified persons to provide personal services under contract as described in this solicitation
• 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
• Solicitation No. 72065621R10005 opened to all Mission current employees and external candidates who meet the stated qualifications
• Point of Contact: Human Resources Section, email at Mission-Maputo-HR@usaid.gov
• Market Value: USD27,899– USD39,064 per annum, equivalent to FSN-7 (Step1-12). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Mozambique. Final compensation will be negotiated within the listed market value
• Period of Performance: The base period will be one year, estimated to start on or about April 2021. Based on Agency need, the Contracting Officer may exercise an additional option period for the dates estimated as follows:
• Base Period: April 2021 – April 2022
• Option Period 1: +April 2022-January 4, 2023
• 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)
• 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.acquisition.gov/aidar/aidar-appendix-j-direct-usaid-contracts-cooperating-country-national-and-third-country-national-personal-services-abroad and revised AIDAR Appendix J, General Provision contract clauses (GPs) titled “Leave and Holidays” (AAPD 20-08)
• 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  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

Non-expendable (NXP) Property Management – 20%

• Serves as the primary employee responsible for the NXP property inventory system (Barscan) for radios, cell phones, personal tracker locators (PTLs), etc. He/She receives items, installs barcodes, and enters into Barscan. He/She stores NXP on shelves or in bins and issues to authorized personnel upon receipt of proper requisitions
• Prepares annual inventory report to reflect status of all office furniture and equipment (radios, cell phones, and personal tacker locators, etc.). Conducts annual inventory for the Guesthouse and other government furnished temporary quarters
• Manages and prepares inventory reports requested by EXO section to review replacement cycles or Information Systems Management (ISM) Equipment
• Maintains and manages stock and property records reflecting equipment in the custody of American and FSN personnel (cell phones, radios, parking cards, etc.). Coordinates with the Systems Manager in reference to cell phones and parking cards. Conducts periodic inventories, processes damage and disposal reports, and works with the Office of Financial Management to collect the value of any damage done to the property as needed
• Prepares quarterly and annual property inventories required by USAID/Washington
• Liaises with Embassy General Services Officer (GSO) and the Warehouse Manager on the disposal of USAID property including vehicles and proposed replacements. Prepares the disposal reports and keeps record of the disposal authorizations

Expendable (EXP) Property and Supplies Management – 20%

• Manages and maintains an inventory control system for tonners, cleaning supplies and specific supplies suitable to the Mission. Manages a distribution system in consultation with the Information Systems Management (ISM), General Services Specialist (GSS) and Deputy EXO (D/EXO)
• Receives supplies, stores in supply room and fills receiving reports for these. Inventories and maintains a stock of office cleaning and tonner supplies. Maintains the stock rooms in a clean and orderly condition
• Establishes replacement cycles and reorder points for USAID provided expendable supplies. Prepares supply order requests
• Determines mission needs of EXP supplies and coordinates with Embassy GSO on the procurement for those supplies. Gets regular updates of the GSO stock levels and ensures that replacement orders are available. Recommends annual budgets for expendable supplies and assists in determining annual NXP needs based on the Mission Procurement Plan. Prepares and submits various property reports requested by the Executive Office (EXO) and/or USAID/W
• Establishes and manages a periodic maintenance schedule for office equipment other than cell phones
• Ensures that the contractor adheres to this schedule when approved by the EXO. Performs other miscellaneous related duties as assigned

Purchasing Services - 40%

• Under the Supervision of the Procurement Agent, the position will provide support for Simplified Acquisitions:
• Performs local off-the-shelf procurement of readily available items. Seeks quotes, selects vendors and prepares purchase requests, purchase orders, and negotiation memorandum
• Creates and maintains purchasing files (hard copy and electronic versions), determines the period for Closeout reports and de-obligation of unliquidated funds. Ensures that all documents are included in the Procurement Folder (Requisition, Invoices, Negotiation Memorandum, Signed Purchase Order, etc.)
• Assists in yearly budget preparation by providing full information about the market prices and by updating the Procurement Plan in accordance with information received from units
• Provides back-up for the Procurement Agent whenever required and performs all procurement actions including requests for quotes, submission of requisitions and preparation of purchases as a buyer in GLAAS
• Performs miscellaneous related duties as assigned

Adminstration/Facilities Maintenance – 20%

• Manages Mission’s TDYers and VIP visitors’ logistics (i.e. workstations, mobiles)
• Serves as contact person for office equipment contracts. Reviews signed service contracts, initiates contact with vendors as needed, follows up and ensures completion. Contracts include but are not limited to mobile phone companies, fax machines, land line phones, photocopiers, etc. Troubleshoots with vendors as needed
• Serves as contact person for parking program for both official and personal vehicles
• Serves as the alternate for the General Services Specialist for any emergency and regular problems at the office building, parking lot, Miramar Residential Compound and the Guesthouse
• Provide assistance, as may be required, in responding to emergency maintenance problems, analyzing the serious of the emergency, identifying appropriate method of resolution and taking action to avert dangers to occupants or property
• Provide assistance, as required, in responding to ad hoc maintenance problems
• Supervisory Relationship: Works under the general supervision of the General Services Specialist. Assignments are given, generally, in terms of objectives. Little technical supervision is expected to be required
• Supervisory Exercised: In the absence of the General Services Specialist may supervise the Janitorial team.
• Available Guidelines: The Barscan manual, USAID supply regulations, GSA catalogues, ADS sections, Personal Property Management course manual, GSA guidelines on warehousing and storage and State Department supply regulations. GLAAS Handbook, FAR, and AIDAR, Simplified Acquisition Procedures, and Source Selection, training manuals, cables, Mission Orders, etc.
• Exercise of Judgment: Considerable independent and good judgment is required in determining the need for ordering replacement equipment, supplies and allowable substitutions. Judgment is also required in deciding and making recommendations for disposal of NXP. Must also be prepared to exercise good judgment in the performance of procurement related activities, particularly in making recommendations for action to senior USAID Officials
• Authority to Make Commitments: In the absence of the Procurement Agent, he/she may negotiate contracts and recommend procurement actions to be approved by the Contracting Officer
• Nature, Level, and Purpose of Contacts: Contacts with USAID staff, Embassy staff, contractors, vendors to obtain or provide information and to provide services
• Post Entry Training: On-the-job training in Bar-scan, if not already proficient, and subsequent attendance in USAID training courses. Update of USG regulations from ADS provisions on Personal Property Management and Expendable and Non-expendable Property Management. GLAAS, FAR, and AIDAR, Simplified Acquisition Procedures, and Source Selection
• The contractor is eligible for temporary duty (TDY) travel to USAID/Washington, or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy
• Time Expected to Reach Full Performance Level: One year

Requisites

• Minimum Qualifications Required for this Position:
• Education: At least two years of full- time post-secondary study in business administration or other related fields at college or university is required
• Prior Work Experience: Minimum of two to three years of progressively responsible work experience in purchasing, maintenance, supply, or a closely related field. At least two years of driving experience is also required
• Language Proficiency: Level IV (fluency) English is required as well as in Portuguese (reading, writing and speaking). (this will be tested)
• Job Knowledge: Good knowledge of local laws, regulations, practices and procedures as they relate to areas of functional responsibility. Ability to acquire knowledge of USG supply procedures, policies and regulations (including FAR, AIDAR, FAM, etc.) as well as knowledge of general warehousing procedures, and GSA warehousing guidelines. Must be knowledgeable in the area of building maintenance and repair
• Skills and Abilities: Must be able to perform supply functions efficiently. Must be tactful and effective when explaining to users entitlement to various supplies, office and household furnishings and equipment. Must have the ability to be pleasant, patient, yet tactful and firm in handling problems with both American and local staff and officials. Ability to type, use calculator, operate handling equipment is required. Must have the ability to interpret and apply purchasing regulations, and to negotiate for best price by personal contact, telephone or correspondence. Must be proficient in computer applications, including Word, Excel, Outlook, PowerPoint and Internet
• Must have the ability to draft justification memoranda for approval by the supervisor. Must also have the ability to summarize, analyze, and evaluate for the preparation of documentation, justification, and terms and conditions. A Driver License 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 - 10 points
• Prior Work Experience - 20 points
• Language Proficiency - 15 points
• Job Knowledge - 25 points
• Skills and Abilities - 30 points
• Maximum Points: 100 points

Notes

• Submit 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
• To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission
• Candidates will be evaluated based on relevant education, prior work experience, knowledge, language proficiency, skills and abilities demonstrated in their application packages. Only the short listed candidates will be invited for a language test
• Candidates successfully passing the language exam will be invited for an oral interview Final selection will be based on the application package, language abilities, and oral interview. This is a local position and compensation will be in accordance with the Local Compensation Plan
• Per this scoring, Skills and Abilities and Job Knowledge are the most important factors, followed by Prior Work Experience, Language Proficiency and Education. 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
• Offeror submissions must clearly prominently reference the Solicitation number in the offer submission
• Only interviewed candidates will be informed in writing of the Selection Committee’s final decision
• 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
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application