Administrative Assistant (m/f)

Description

• The Administrative Assistant is located in the Integrated Health Office, HIV/AIDS Division and serves as the administrative support person for the Division Chief, operating independently to ensure that the Division administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem solving
• The Administrative Assistant is the primary contact person for the Division customer service to internal and external partners. He/she performs a wide range of substantive support administrative activities for the Division and is responsible for coordinating information about the Division and making sure that information is provided on a timely basis and in a professional manner
• Subject: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC) – (Integrated Health Office – IHO), FSN-06 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
• 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
• Acting Supervisor Executive Officer/Contracting Officer
• Solicitation No. 72065621R10007 opened to all Mission current employees and external candidates who meet the stated qualifications
• Market Value: USD22,623 – US31,676 per annum, equivalent to FSN-06 (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 2021. Based on Agency need, the Contracting Officer may exercise additional option periods for the dates estimated as follows:
• Base Period: August 2021 - August 2022
• Option Period 1: +August 2022 - 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:656-MOD- 656-20- 0002-08 1 LOT $_TBD $_TBD at Award after negotiations with Contractor_1001 Option Period 1 – 1 LOT $ $_TBD at Compensation, Fringe Benefits _TBD Award after and Other Direct Costs (ODCs) negotiations
• Award Type: PSC with - Product Service Code: R497 Contractor
• Accounting Info: 656-MOD-656-20-0002-08
• 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

General Administrative Support - 50%

• The Administrative Assistant performs a broad range of support activities to the assigned Division. The work includes, but is not limited to, maintenance of paper and electronic filing systems in the assigned Division, including chronological and program/project/activity files in accordance with USAID guidelines, policies, and procedures, and serving as Timekeeper for assigned Division using WebTA. The Administrative Assistant provides typing and computer support for the assigned Division as required, including word processing, proofreading, and collation of responses for IHO staff; prepares moderately-complex, routine and non-routine, non-technical correspondence, as required; prepares cables, letters, memoranda, faxes, and other documents, which may include technical language and statistical data, and which may also require translation of non-technical correspondence and other documents between Portuguese and English
• He/she receives documents and reviews them for appropriate format; logs, copies, distributes, and ensures follow-up on incoming and outgoing correspondence and program/project/activity documents, as appropriate; maintains assigned office correspondence tracking systems and coordinates with others to ensure all documents are approved/cleared in accordance with established Mission and IHO policies and procedures; searches files for information and documents in the various offices; arranges for appointments and meetings; relays instructions to staff members; makes hotel reservations and other trip arrangements; makes and distributes copies; acts as interpreter in meetings; takes minutes at meetings; maintains and continually updates a contact list of key people in the community with whom assigned staff work and, independently, or in collaboration with implementing partners (IPs), grantees, or other stakeholders, makes arrangements for conferences, workshops, launches, signing ceremonies, training sessions, and similar events planned by the supported Divisions and Teams, including working with IPs to ensure logistics are planned successfully, and following up to ensure commitments made are met
• The Administrative Assistant serves as contact for facilities, meals, coffee breaks, seating, supplies, and multimedia arrangements and for providing materials for participants (agendas and other handouts); schedules and arranges meetings and site visits for staff and visitors; provides telephone coverage for assigned Division, including personally providing information and/or referring callers to others as appropriate. He/she also ensures appropriate clearance of requisitions in the Global Acquisition and Assistance System (GLAAS) and related memoranda, including Action Memoranda, Statements of Work, and budgets
• The Administrative Assistant obtains and maintains an inventory of office supplies and equipment and ensures operability of equipment and supplies for meetings held by assigned Division and Team staff

Phone Coverage and Calendars - 20%

• In the absence of the IHO Administrative Assistant, the Administrative Assistant to the HIV/AIDs Division may be assigned to receive and screen phone calls and visitors, routing inquiries and visitors, and ensuring they are directed to the appropriate Office staff member or at a minimum to someone who can assist them with their instant questions and/or concerns. The Administrative Assistant arranges appointments for superiors and/or Specialists, and others, as requested, and arranges for meetings and conferences with senior Government of Mozambique (GRM) officials, Embassy officials, other donors and host-country agencies, and others. In preparation for such meetings and/or as assigned the Administrative Assistant assembles and prepares related background data and materials. Working with the IHO Administrative Assistant and with Division Chief and Team Leads the Administrative Assistant participates and maintains the Office calendar of meetings, due dates, and schedules travel and leave in order to assure superiors can plan for coverage at all times, and more importantly for major events. The Administrative Assistant maintains a telephone list of GRM, provincial, and local government officials, and NGOs, IPs, and other donors with whom the assigned staff interact on a regular and recurring basis

Support to Office Travelers - 30%

• The Administrative Assistant makes travel arrangements for HIV/AIDS Division staff and for Invitational Travelers within and outside Mozambique, including, but not limited to, preparing, or working with the Mission Travel Assistant to prepare Travel Authorizations and requests in E2 Travel, Travel Advance requests, country clearances, airline reservations, lodging reservations, and motor pool requests. As required, the Administrative Assistant takes the lead or otherwise assures travelers have copies of travel documents, that hotel and other reservations are made, that requirements for eCC are completed, that travelers have completed their reimbursement vouchers in a timely manner upon their return, etc. As required, the Administrative Assistant initiates vehicle requests for in-city and for site-visit travel, assures needed RSO clearances are received, and follows-up for necessary coordination
• Supervisory Relationship: The Job Holder works under the general administrative supervision of the HIV/AIDS Division Chief who establishes basic parameters of work and determines Division priorities. Assignments are made orally and in writing. Once the assignment is established routine/recurring work is reviewed on a periodic basis, while task-oriented work is reviewed as completed
• Available Guidelines: Guidelines include but are not limited to the USAID Automated Directives System (ADS) as well as USAID Mozambique Mission Orders and IHO procedures, and Directives of the US Embassy, as well as the Department of State Foreign Affairs Manuals (FAM) and Handbooks (FAH), the Department of State Standardized Regulations, and any other USG regulatory guidance as required and supervisor’s instructions.
• Exercise of Judgment: The Job Holder must be able to prioritize work assignments and judge what tasks are urgent and require immediate follow-up and/or response. In case of uncertainty, the Job Holder must know when to refer questions to coworkers and when to seek further guidance and/or explanation from superiors and/or the supervisor. Initiative, good judgment, and discretion in dealing with professional personnel, counterparts, partners, etc. and in handling confidential information in completing assignments are essential
• Authority to Make Commitments: Within the scope of the assignment, the Job Holder is regularly called upon to establish due dates and advise coworkers on progress and completion of reviews and analyses. The Job Holder advises coworkers, callers, and visitors when work items or particular individuals will be available, and otherwise provides appropriate information. The Job Holder is not authorized to commit the USG to the expenditure of funds
• Nature, Level, and Purpose of Contacts: The Job Holder establishes and maintains necessary contacts with appropriate levels of the GRM, other donors, local counterparts, NGOs, and others at the mid- and upper levels to give and exchange information, in order to carry out position duties and responsibilities
• Post Entry Training: On-the-job training in USAID organization and procedures, familiarization training in USG management practices, computer training, language improvement training (if required), etc. will be provided. Participation in regional job-related workshops may be provided, when available and subject to the availability of funds

Requisites

• Minimum Qualifications Required for this Position:
• Education: Minimum of College/University studies in Secretarial or Business Administration is required Prior Work Experience: A minimum of two years of progressively responsible work experience in office management or office assistance or related work, work with an international or donor organization, or equivalent work with a private or host-government entity. Experience should have included a variety of information collection and analysis in an English-language office environment
• Language Proficiency: Level IV (fluent) English in both speaking and writing is required. Level IV (fluent) Portuguese in both speaking and writing is required
• Job Knowledge: The job holder must possess an excellent understanding of general administrative practices and internal controls relevant to the position and should be able to develop a good working knowledge of USAID regulations, a good understanding of USAID administrative, records management and financial procedures
• Skills and Abilities: The Job Holder must be tactful, possess good judgment, be able to work independently, and be able to maintain positive working relationships with superiors, Specialists, and other IHO and Mission employees and contractors. The Job Holder must be proficient in Microsoft word processing and excel programs, PowerPoint, and with other office software used within USAID and the USG. The Administrative Assistant must be proficient in using the Internet and E-mail

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 - 30 points
• Language Proficiency - 15 points
• Job Knowledge - 20 points
• Skills and Abilities - 20 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
• Only candidates selected for interviews will be informed in writing of the Selection Committee’s final decision
• Any application received in Portuguese will not be considered. Only English applications will be considered
• 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. 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
• 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
• Per this scoring, Prior Work Experience and Skills and Abilities are the most important factors, followed by Education, Job Knowledge and Language Proficiency. 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 an oral interview. Candidates successfully passing the oral interview will be invited for a language exam 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, reference checks and written test. This is a local position and compensation will be in accordance with the Local Compensation Plan
• Point of Contact: Mission-Maputo-HR@usaid.gov
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application
• Physical Demands: The work requested does not involve undue physical demands