Records and Correspondence Management Supervisor

Description

• Dear Prospective Offerors: The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.Offers must be in accordance with this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records. USAID will evaluate all offerors based on the stated evaluation criteria. USAID encourages all individuals, including those from disadvantaged and under-represented groups, to respond to the 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. Any questions must be directed in writing to the Point of Contact specified in solicitation. Sincerely,Alice Gillispie Contracting Officer)
• Solicitation No.: 72065624R10015 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
• Position title: Records and Correspondence Management Supervisor
• Market value: USD 32,485 – USD 45,465 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 listed market value
• Period of performance: The base period will be one year, estimated to start on or about January 2025. Based on Agency need, the Contracting Officer may exercise an option period for the dates estimated as follows:
• Base Period: January 2025 – January 2026
• Option Period 1: January 2026 – December 2030
• Place of performance: Maputo, Mozambique, with possible travel.
• 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
• Security level required: Employment Certification (RSO Certification)
• Physical demands: The work requested does not involve undue physical demands

Duties

• The Records and Correspondence Management Supervisor is responsible for the Mission's information and communications and enhancing and maintaining those services
• In support of the complex communications and records environment the Records and Correspondence Management Supervisor provides both paper and electronic communications facilitation, information management and document retrieval support services, answering directly to the Supervisory Administrative Management Specialist– Deputy EXO on all incoming and outgoing communications and records
• The incumbent is responsible for control of decentralized files, providing instructions and training on records management. S/he will also serve as the Information intranet Specialist

Records management and training 55%

• Serves as USAID/Mozambique’s authority source (Records Liaison Officer) for information concerning records management as per the ADS 502.2, including use of Agency Secure Image and Storage Tracking System (ASIST)
• The C&R Supervisor determines need for new files, revised space requirements, modifications of procedures, new equipment, and other needs associated with Records Management Program. The position interprets requirements of AID/W regulations on records. Also, provides written and oral directives necessary for adapting USAID Records Management policies and procedures for USAID/Mozambique Files Custodians
• Disseminates any updates on Records Management policies
• Manages Mission records maintained at Communications, Records and Information Office- CRI according to Agency guidelines, and their eventual disposition. Controls disposal and maintenance of files. Works closely with AID Mission staff in determining and advising on which records may be filed on a decentralized basis and which must be centrally maintained
• According to USAID procedures, S/he advises and establishes hard copy and electronic filing protocols for Mission offices and advises offices and teams on the adoption and management of appropriate filing systems (ASIST). Conducts periodic reviews of all records stations to assure that records are maintained in accordance with Agency regulations and that duplicate files are avoided
• Prepares the Records Management reports for transmission to USAID Washington. This includes using Form 502 – 4 update and submit Annual Records and Personally Identifiable Information Inventory (PII). [Records Disposition + Essential Records]
• Advises senior management on new methods and technologies for electronic storage systems of critical technical and program information, makes recommendations for procurement, and implements such systems as may be deemed appropriate by Mission management
• Oversees the establishment and management of chronological files for incoming and outgoing letters, memos and administrative notices
• Designs and conducts courses in records management and maintenance, including ASIST, and publishes local directives necessary for adapting AID/W regulations and procedures
• Provides detailed guidelines/instructions to files custodians for the Mission Annual Records Inventory and Disposition Plan, and Essential Records Program
• Responsible for internal training and orientation courses for secretaries and newly hired personnel in Communication and Records (C&R) functions, including use of ASIST. Provides training and user assistance in the use of the C&R procedures

Information 30 %

• Formats and numbers Mission Orders and ensures that this information is distributed or made available to all Mission staff through Intranet.
• S/he will also serve as the Information intranet Specialist
• Oversees the reproduction of documents for Mission offices, recommends policies and implements procedures for this service

Communications 15 %

• Responsible for supervision of daily C&R operations which includes the maintenance, receipt, review, sorting, distribution, and dispatch of incoming and outgoing unclassified mail, including domestic and international mail, courier, diplomatic pouch, hand deliveries
• Establishes schedules for messenger runs and mail deliveries and assures proper handling through appropriate mail (Pouch, DHL) as required. Resolves problems associated with mail procedures. Monitors the services and ensures costs saving measures are met
• Manages services related to establishment and maintenance of appropriate assignment of actions and, mail sorting and distribution
• Assists in all C&R areas as workload may demand, such as helping to clear file backlogs, assisting in scanning and other correspondence desk activities
• Helps to upload documents (Mission Orders, Notices, Phone Lists, etc) to the Intranet whenever is necessary
• Update the Agency Phone Lists in coordination with the Embassy and in coordination with Human Resources updates the Mission Organizational Charts
• Serves as a back-up for mail delivery (including packages) from the Embassy mail room, in absence of the File Clerk
• Performs requestor role in GLAAS and assist the EXO team in moving critical procurements forward (mainly end of fiscal year procurements)

Position elements

• Supervision Received: The incumbent works under the supervision of the Supervisory Administrative Management Specialist -Deputy EXO and performs day to day functions independently and supervisor is only consulted on unusual problems and completed work is reviewed in terms of success of operations and results achieved
• Supervision Exercised: The Records and Correspondence Management Supervisor will supervise at least 1(one) employee, File Clerk (Digital File and Records Clerk)
• Available Guidelines: Guidance material is available from ADS 502, 503, 511, 513, 541, 545 and 549 covering USAID correspondence, mail, communications and records management programs. Additional instructions are also accessible in the Mission directives, administrative notices of the American Embassy, and other guidelines of the USAID and Department of State
• Exercise of Judgment: Required in establishing Records Management and (including use of ASIST, Correspondence, Mail and Library procedures). The incumbent will exercise considerable judgment in performing all roles and responsibilities; provides procedural recommendations and technical advice regarding communications, mail and other C&R functions, and recommends improvements to enhance efficiency applying existing guidelines to new situations. Must use personal judgment to plan work, identify urgent objectives and establish priorities
• Authority to Make Commitments: Incumbent’s recommendations on records disposal and related matters, procurement of supplies and equipment for use in C&R are usually accepted by the supervisor
• Nature, Level, and Purpose of Contacts: The Incumbent contacts with the secretaries, file custodians, CORs/AORs on filing regulations, including use of ASIST, American supervisors, Embassy officials, AID Washington IRM staff and other concerned departments for obtaining/furnishing information and securing services for the Mission. The incumbent maintains contacts with the Mission staff in connection with mail, correspondence, records management and information services. Maintains liaison with the appropriate staff members of the American Embassy personnel in USAID/Washington and other organizations to exchange information, coordinate procedures and schedules for correspondence and mail exchange, to ship boxes with retired records to, and to resolve associated problems. Contacts are also maintained with representatives of local post and courier service offices, printing and subscription companies
• Time Expected to Reach Full Performance Level: One year
• Support Items: The incumbent will be provided with office space, equipment, and supplies

Requisites

• A Minimum of two-year post-secondary studies in business, humanities, library and information studies, public administration or related field, is required
• A minimum of 3 (three) years of previous experience in Office Management or any Administrative field, including library and mail/correspondence management functions or any other area related to librarianship
• Level IV (Fluent proficiency), in reading, speaking and writing in English and Portuguese is required
• Job Knowledge: The incumbent must possess a strong command of standard office routines and a good knowledge of typical correspondence formats, records filing formats, and computer applications to facilitate office communication and scheduling. The incumbent should also be able to acquire knowledge of USAID regulations on correspondence and records control, Department of State mail handling instructions, and requirements of external and internal directives regarding communication services. Additionally, the incumbent must be capable of understanding the Mission's internal policies and procedures, including C&R functions and operations, as well as the organization, functions, personnel, practices, and activities of all Mission offices and sections
• Skills and Abilities: The incumbent must possess management skills to coordinate and manage communications and mail operations by analyzing existing Mission systems and procedures. They should be tactful in explaining requirements related to correspondence, mail, and records management. Advanced skills in computer software and electronic information handling are required, including proficiency in Windows, MS Word, MS Excel, Outlook, Internet, and Intranet. Excellent communication and organizational skills are essential, as is the ability to provide outstanding customer service. The incumbent must also demonstrate tact and diplomacy in solving client problems

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 technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.
• The following evaluation factors are established:
• Education: 10 points
• Prior Work Experience: 25 points
• Job Knowledge 30 points
• Skills and Abilities: 30 points
• Language Proficiency: 5 points
• Maximum Points: 100 points
• Per this scoring Job Knowledge and Skills and Abilities are the most important factors, followed by Prior Work Experience, Education and Language Proficiency

Notes

• Only applicants who meet the minimum qualification requirements for the position will be considered
• Eligible Offerors are required to submit electronically to the following email address a cover letter in English with CV/Applicant Resume in English as well as academic transcripts/diplomas
• Offerors are required to provide names, contact numbers, and e-mail addresses of three professional references from individuals who are not family members or relatives.
• Applications will initially be screened for conformity with minimum requirements
• 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 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.
• 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/ads/policy/300/aidar
• 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:
• Line Item: 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: 1LOT $ _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/resources_standards-of-conduct
• PSC Ombudsman. The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the Agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman
• The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application
• Eeo/aa: the u.S. Mission is an equal employment opportunity/affirmative action employer and does not discriminate on the basis of hiv/aids status