Procurement Agent

Description

• The incumbent serves as a full-time Procurement Agent in the Executive Office of USAID/Mozambique and performs independently a wide range of pre-and post-award procurement functions to meet Mission acquisition needs. H/She is responsible for the implementation and monitoring of offshore and local procurements within the contracting authority of the Executive Officer for the provision of the physical resources, goods and services necessary in direct support of Mission-Program operations, as well as support assistance to other Missions in the region for procurement of goods and services. Provides logistic support to USAID Contracting Agencies in accordance with established Mission policy and assurance of compliance with Mission regulations and Mozambique law. This includes commodity procurement planning, negotiation of contracts, accountability, insurance/delivery, end-use verifications, claims for loss or shortage, contract reporting and close out
• The incumbent ensures all USG purchased property and services are received, stored, distributed properly utilized and follow any disposable according to USG and Agency regulations and serves as the Mission point of contact reports to the Supervisory EXO. Current Mission staff includes 145 CCNs positions, 34 USDHs, 14 USPSCs Offshore and 2 USPSCs resident hire
• Subject: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC), Procurement Agent, FSN-9 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. 72065620R100018 opened to all Mission current employees and external candidates who meet the stated qualifications
• Point of Contact: Mission-Maputo-HR@usaid.gov
• Market Value: USD38,923– USD54,488 per annum, equivalent to FSN-9 (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 July 2020. Based on Agency need, the Contracting Officer may exercise additional option periods for the dates estimated as follows:
• Base Period: July 2020 – July 2021
• Option Period 1: +July 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. Applicants must submit a complete application as outlined in Section IV
• 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

• Offshore and local procurements (Goods and Services):

Pre-Awards 40%

• Reviews and analyses commodity/service procurement requests generated within the Mission totaling more than $1,000,000 dollars per year for completeness and preciseness in terms of specifications, scope of works taking into consideration time, cost, quality and other factors to permit maximum price competition while assuring the various USAID requirements on source and origin through the Simplified Acquisition Procedure and USAID/W Procurements are met
• Recommends the most advantageous procurement methods in terms of reliability, cost and lead time for particular commodities, group of commodities or services then, initiates formal/informal advertisements through requests for quotation, invitation for bid or, consults catalogs, source lists or vendor websites to determine best price
• Reviews all bids and prepares a summary analysis (abstract of quotations), recommends best and final offer, considering price, bidder’s capabilities and past performance. If necessary, conducts prices and other factors’ negotiation to the best interest of the US Government
• Assists in the quarterly-yearly OE Budget preparation by providing the planning and procurement history of previous years and any recommendation to be included in the next one

Awards 30%

• Prepares purchase orders, transmits the orders to the Financial Management Office for funding citation then, and submits the orders along with a memorandum of negotiation to the Executive Officer’s signature to make them qualify for official and final order
• Makes micro-purchases using Mission GSA purchase card in compliance with all applicable Federal and USAID agency prohibitions, controls, limitations, and approval requirements
• Makes petty cash purchase for micro-purchases within emergency situations arising in the Mission
• Modifies purchase orders using procedures for other than full and open competition (FAR 6302) to reflect accurate description of items/scope of work, delivery date/performance period method of shipment, price increase or decrease, etc.
• Directs final orders to both suppliers and USDA then, requests prompt acknowledgement of receipt which will constitute the official binding agreement between AID and Suppliers/Contractors, and follows-up until confirmation of receipt

Post-Awards 20%

• Monitors the procurement process through an automated tracking system in order to allow for complete and accurate viewing of the flow of procurement information from the acquisition stage to close-out. This includes resolutions of outstanding issues noted in the acquisition and closeout processes
• Initiates the Customs Exemption requests for goods through the GSO/Shipping to allow for smooth and prompt customs clearances process of incoming shipments. In the meantime, traces and/or follows-up with Suppliers/USDA shipping details such as vessels/flight number, OB/L and AWB number until confirmation of Actual Date of Arrival at Maputo. Undertakes the Valued Added Tax Exemption requests for all types of local procurements of goods and services
• Coordinates with GSO/Shipping agents on customs clearances and deliveries to the GSO/Warehouse Keeper until issuance of Receiving and Inspection Reports
• Files insurance claims against the shipping liner for any pilferage, lost or damaged goods during shipment, and takes all necessary actions until satisfaction
• Assists the FM Office in each quarterly 1311 review of Operating Expense and ICASS Working Capital unliquidated obligations by reviewing, advising, or providing comments regarding the final closeouts and/or the need to carry over the unliquidated obligations
• Conducts past performance surveys for bidders and checking with other US Agencies. Reviews responses and prepares summaries and analyses, including recommendation to the Executive Officer as to the best offer, considering price bidder’s capability and reputation, and similar factors. Prepares quarterly procurement reports required by OPM Washington
• Initiates close-out actions based on final deliveries, performance and payments of goods/services ordered
• Assist the Program Officer in its quarterly POP reviews

Assistance 10%

• Reviews and clears all Customs and VAT exemptions requests initiated by Mission Implementing Partners and Contracting Agencies before they are submitted to the Executive Officer or his/her Deputy’s signature
• Provides clear guidance and/or recommendations to USAID Technical Offices and Contracting Agencies regarding title transfer procedures of vehicles from a specific project/individual to another one or from a USPSC to another individual holding same exemption privileges. Directs disposal of AID-Financed vehicles/goods to the GOM (Government of Mozambique) following a Program Activity Completion Date (PACD)

Supervisory Relationship

• Reports directly to the Deputy Executive Officer who provides general guidance and reviews work
• Supervisory Exercised: None.
• Available Guidelines: Primary guidance can be found in USAID’s Automated Directives System (ADS), FAR, AIDAR, CIBs, training manuals, cables and emails on reporting requirements, as well as Mission Orders
• Exercise of Judgment: Incumbent must be flexible and prepared to exercise good judgment in performance of work tasks, particularly in making recommendations for action to senior USAID officials
• Authority to Make Commitments: Incumbent can negotiate contracts following planning upon and recommending procurement actions to be approved by the Executive Officer and/or the Contracting Officer
• Nature, Level, and Purpose of Contacts: Contacts with all USAID staff, ICASS GSO, USAID consultants and contractors, as well as local businessmen and officials.
• Post Entry Training: Specialized training for Procurement Agent, i.e., FAR Course (CON100, CON110, CON111 and CON112), Federal Contract Law, Administration of Cost Reimbursement Contracts, Simplified Acquisition. GLAAS, FAR and AIDAR, Simplified Acquisition Procedures, Source Selection, and on-the-job training will be provided
• Time Expected to Reach Full Performance Level: One year

Requisites

• Education: Completion of high school and at least two years of university studies in business administration, finance, marketing or related field is required
• Prior Work Experience: A minimum of three (3) years of progressively responsible work experience, of which two years could be in procurement, logistics, international development, or related field with other donor organizations, international development organizations, civil society or community-based organizations, private sector, or host government organizations
• Language Proficiency: Level 4 (Fluent) both speaking and reading English and Portuguese ability is required (this will be tested)
• Job Knowledge: Must have a good knowledge of policies and procedures relevant to procurement. A detailed knowledge of local laws, regulations, practices and procedures as they relate to areas of functional responsibility is required
• Skills and Abilities: Must be customer service oriented, can interpret and apply purchasing regulations, and to negotiate for best price by personal contact, telephone or correspondence. Good computer skills are required in order to perform Internet searches and on-line procurement, set up and maintain tracking documents, and draft justification memoranda for approval of the supervisor. Must be able to summarize, analyze, and evaluate data for the preparation of documentation, justification, and terms and conditions. Computer literacy in Microsoft Word and Excel is 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 - 25 points
• Job Knowledge - 25 points
• Language Proficiency - 10 points
• Skills and Abilities - 30 points
• Maximum Points: 100 points

Notes

• Only shortlisted applicants will be contacted
• Physical Demands: The work requested does not involve undue physical demands
• 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
• 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.
• 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