USAID Development Program Assistant

Description

• The Program Assistant is a member of the Program Office (PRO), which guides USAID’s strategy development; project and activity design; monitoring, evaluation, and learning; budget planning and execution; private sector engagement; environmental compliance; infrastructure; communications and outreach; gender equality; and youth empowerment efforts across all sectors. The Program Assistant supports all four teams within PRO: Outreach and Youth; Monitoring, Evaluation and Learning; Budget and Project Development Support; and Project and Activity Design. S/he supports compliance with all USAID Program Cycle policies
• The incumbent supports internal Mission communications and knowledge management, helping to ensure that offices across the Mission can easily access evidence to design, adaptively manage, monitor, evaluate, and learn from development programs. The incumbent also supports external communications and outreach, as well as effective engagement with the private sector, Government of Mozambique, other donors, implementing partners, and other stakeholders. S/he supports project and activity design and helps ensure that Mission priorities including gender equality and youth empowerment are well integrated in USAID programs. The incumbent plays an important role in organizing and facilitating collaboration across the Mission
• The job holder will be expected to perform work-related travel
• Subject: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC) – USAID Development Program 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. 72065620R100029 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 September 2020. Based on Agency need, the Contracting Officer may exercise additional option periods for the dates estimated as follows:
• Base Period: September 2020 – September 2021
• Option Period 1: +September 2021-November 15, 2022
• Place of performance: Maputo, Mozambique
• 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

Communications and Knowledge Management 45%

• Serves as meeting organizer, agenda preparer, note taker and knowledge management specialist for all PRO-led Mission meetings, including but not limited to: semi-annual portfolio reviews, quarterly financial reviews, quarterly data reviews, and cross-cutting working group meetings. Develops, organizes, and maintains files for each such group or meeting
• Supports the Mission Gender and Youth Advisors, and MEL team, in facilitating Mission learning events, maintaining repositories of gender, youth, and MEL resource materials, and responding to routine and ad hoc data requests on these issues
• Maintains the PRO section of the Mission intranet, including regularly reviewing and updating reference materials, program and budget documents, and mission orders, in coordination with other PRO colleagues
• Supports the Development Outreach and Communications (DOC) team to produce and disseminate internal communications, including weekly bullets to the Front Office, and posts to USAID’s Front Lines publication
• Supports the Budget and MEL teams in producing annual reports, including the Mission Resource Request, Operational Plan, and Performance Plan and Report, including producing and disseminating Mission guidance, templates, and timelines and assisting with report review and submission
• Supports the MEL team in managing implementing partner data through online performance monitoring platforms and in ensuring compliance with Mission monitoring, evaluation, and learning policies
• Assists in planning and executing events, including USAID partner meetings, learning events, project launch and close-out events, milestone and international day celebrations, and other public events within and outside Maputo
• Supports the DOC team in producing, maintaining, and obtaining clearance for fact sheets, success stories, speeches, and other products, in English and Portuguese

Support engagement with the private sector, Government of Mozambique, and other stakeholders 30%

• Supports the Mission Alliance Builder in identifying and organizing meetings with international and domestic private companies, and in preparing relevant documentation and meeting agendas
• Guides preparation and review of private sector partnership agreements
• Serves as a knowledge management specialist for USAID consultations with private sector actors
• Supports USAID’s engagement with donor coordination groups, particularly the Development Cooperation Platform, including coordinating responses to data calls
• Supports PRO and Mission leadership in documenting and maintaining records of discussions with key counterparts and preparing official communications
• Supports PRO and other Mission offices in establishing and monitoring government-to-government agreements with national and sub-national Government of Mozambique counterparts

Support project and activity design and procurement 25%

• Supports the PRO Project and Activity Design Team by maintaining a tracker of project and activity design teams, progress toward design milestones, and completion of procurement package contents
• As requested, serves as note taker and knowledge management specialist for project and activity design teams across the mission, helping to gather and organize data, reports, and assessments
• As requested, facilitates design teams’ stakeholder consultations by organizing meetings with representatives from the Government of Mozambique, other donors, the private sector, civil society organizations, and USAID implementing partners and developing meeting agendas, taking notes, and assisting design teams to integrate findings into their work
• Works with the Project and Activity Design Team Leader and OAA to prepare for monthly design and procurement meetings with each technical team
• Serves as PRO’s primary GLAAS procurement system requestor
• Serves as an alternate Agreement/Contracting Officer’s Representative (AOR/COR) or an Activity Manager as needed
• Supervisory Relationship: The incumbent is directly supervised by the PRO Office Chief or his/her designee. The incumbent must exercise independent judgement and initiative in the prioritization of tasks and the formulation of recommendations as to the appropriate course of action. The incumbent's progress against objectives is evaluated by the supervisor 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: The incumbent will not have the authority to make commitments on behalf of the United States Government
• Nature, Level, and Purpose of Contacts: Contacts are with individuals and groups within the interagency, the Government of Mozambique, private sector contacts, implementing partners and other relevant stakeholders. Contacts can be both routine and unstructured depending on the task. 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
• Time Expected to Reach Full Performance Level: One year
• Post Entry Training: The job holder will receive training in USAID project management procedures and practices; Introduction to Program Cycle; GLAAS; AOR/COR training; gender training; project and activity design and implementation training; 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

Requisites

• Minimum Qualifications Required for this Position:
• Education: A two years of College or University Studies in a field related to USAID’s work (business, public health, agriculture, environment, democracy and governance, education, statistics, economics, etc.) is required
• Prior Work Experience: A minimum of three years of professional experience as an administrative or program manager or technical support officer for a public or private organization is required. Experience in project planning and management highly desirable
• Language Proficiency: Level IV English and Portuguese (fluent), both oral and written. (This will be tested)
• Job Knowledge: Must have a sound knowledge of the concepts, principles, techniques and practices of managing programs and work streams, with a keen eye for organization and attention to detail. Must have sound understanding of knowledge management
• Skills and Abilities: This position requires strong organizational and time management skills. The successful candidate will be a quick learner and a proactive team player. Strong computer skills in the full range of MS software, including Excel and PowerPoint, are required. Experience using Google applications (including Google Drive, Google Docs, Google Sheets, Google Calendar, and Google Slides) is required. Must possess critical thinking skills and problem-solving capabilities, as well as apply complex regulations, policies, and procedures to numerous program situations
• The ability to establish and maintain contacts with counterparts in relevant host-government and private sector organizations is required, as is 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. Excellent interpersonal skills are also required with colleagues within the Mission as well as with government, private sector, and implementing partners. Ability to quickly acquire knowledge of USAID 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 Program 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
• Physical Demands: The work requested does not involve undue physical demands
• Per this scoring, Skills and Abilities is the most important factor, followed by Language Proficiency and 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 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
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application