USAID Project Management Assistant (Democracy, Rights and Governance)

Description

• The Project Management Assistant (PMA) is the principal programmatic support person for the DRG team. As such, the PMA supports DRG team members in planning, designing, managing, and overseeing Democracy, Rights, and Governance programming. USAID/Mozambique’s democracy, rights and governance portfolio focuses on areas including, but not limited to, support to national and subnational governance and institutional strengthening, support to strengthen civil society and protect civic space, support to Mozambican independent media, and support to prevent and counter violent extremism and promote social and political resilience and stability
• The incumbent supports Contracting/Agreement Officer Representatives (CORs/AORs) on day-to-day project management duties, including performance monitoring; tracking programmatic, procurement planning and monitoring expenditures against budgets, pipelines, accruals, evaluations, reports, and assisting in reviewing payment documents (vouchers) and audit requirements for DRG activities; maintaining the official and working files; drafting project documents, meeting minutes, letters and other necessary documentation
• The job holder may perform work-related travel
• Subject: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC) – USAID Project Management Assistant (Democracy, Rights and Governance- DRG), 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. 72065620R100014 opened to all Mission current employees and external candidates who meet the stated qualifications
• Point of Contact: Mission-Maputo-HR@usaid.gov
• Position Title: USAID Project Management Assistant (Democracy, Rights, Governance -DRG)
• 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 July 2020. Based on Agency need, the Contracting Officer may exercise additional option periods for the dates estimated as follows:
• 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)
• 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-656-20-0002-10 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: 656-MOD-656-20-0002-10 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

Project Management Support - 50%

• The Project Management Assistant serves as the primary administrative liaison with other USAID/DRG staff and external partners, including international NGOs, international donor organizations, implementing partners, and visiting government delegations. The incumbent in consultation with the CORs/AORs, ensures that performance monitoring systems are in place, and that measures and indicators of portfolio impact are established
• The incumbent contacts implementing partners and government counterparts to collect and monitor performance data and prepares status reports and program/project reports for use within the DRG team and provide information on partners’ progress in achieving outputs and results for selected activities, as needed
• The incumbent prepares documents related to program planning, implementation and management including memoranda, letters, performance reports, trip reports, analyses, etc., and follows up on the process of clearance of program documents from relevant offices until the relevant action has been taken
• The incumbent in consultation with AOR/CORs, undertakes administrative actions related to program management of activities including preparation of action memorandums, justifications for less than full and open competition, modifications and budgets, and routine implementation letters (including those activities for which the incumbent acts as alternate AOR/COR. S/He ensures that indicator data, data quality assessment and budget information is obtained in a timely manner and is accurate
• The incumbent in consultation with AOR/CORs, consolidates, documents and tracks programmatic, procurement planning and financial information including budgets, pipelines, accruals, evaluations, and audit requirements. Assists in the correction of any problems noted, such as information recorded in the PHOENIX financial tracking system. Creates and disseminates weekly and/or monthly reports on procurement and pipeline of democracy, rights and governance activities

Project Administrative Support - 50%

• The incumbent in consultation with AOR/CORs, maintains permanent filing systems, including an electronic and central, hard copy filing system that is up-to-date and easy to retrieve in accordance with agency regulations on records management. The incumbent maintains orderly records of USAID reference materials, regularly used forms, and updates various office publications. The incumbent contributes to drafting of communications products, such as success stories and fact sheets, briefing materials, and annual reporting. The incumbent assists the DRG team with production of technical PowerPoint presentations and, where necessary, assists or lead presentations
• The incumbent is responsible for tracking, documentation, and priority setting for closeouts of DRG agreements, programs, grants, and contracts. Incumbent assists in securing the approval of equipment disposition plans and closeouts by obtaining inventories of equipment purchased with USAID funds and final vouchers, reports, and any other documentation required for close-outs. The incumbent participates in EDG and DRG team meetings and conferences, take notes/minutes and assures that obligations and commitments are upheld, and deadlines are met. The incumbent maintains up-to-date contact details for DRG team contacts and ensures that the Mission contact list is regularly updated. The incumbent makes travel and logistical arrangements for staff and high-level visitors on international travel and field site visits and facilitates their contact with our partners as well as for other international, NGO, and Government of the Republic of Mozambique (GRM) officials. The incumbent prepares travel vouchers, work orders, purchase orders, and other documentation for DRG team staff, and coordinates events held outside the USAID Mission

Supervisory Relationship

• The incumbent works under the direct supervision of the DRG Team Leader. Assignments are made orally and in writing, with a discussion of any elements of the assignment that may be new or to determine priority. Once the work flow is established in the Team most assignments occur in the normal course of the work, but the Assistant must be aware of situations that must be coordinated with superiors. CORs/AORs or the Team Leader provide a review of the assignment, the goals and objectives to be achieved, and the results expected
• Supervisory Exercised: None
• Available Guidelines: Available guidelines include USAID and USG program/project/activity guidance, rules, and requirements; USAID Mission Orders, Mission strategy, and other relevant reports; USAID and host government environmental regulations and guidelines; the Automated Directives System (ADS); and, USAID Mandatory and Standard Provisions, the FAR and AIDAR, and other published and unpublished guidelines. Guidelines are often general in nature and not specific to the situation at hand, requiring considerable interpretation
• Exercise of Judgment: The Assistant exercises independent judgment in planning and follow-up of program actions and other assignments. The work involves many different, complex, and interrelated processes. The very nature of USAID programming in Mozambique requires sensitivity and discretion in developing interventions and working with diverse IP and other partner and counterpart organizations. The Assistant supports the assigned Team, but also the full Office, other relevant USAID and other USG agency staff, and the support staff in cooperating partners (GoRM institutions, other donors, NGOs, IPs, and the private sector). Democracy, Rights and Governance activities programs require the Assistant to exercise judgment in resolving operational problems encountered, as well as in determining the need for consultation with superiors
• Authority to Make Commitments: The Assistant has limited authority, but within the limits of training and experience – during times of backstopping CORs/AORs – exercises such authority and discretion delegated by the program/project/activity COR/AOR and the Team Leader, and may make non-technical and non-binding administrative arrangements consistent with Mission policy. The Assistant takes action and establishes priorities based on available guidelines and practical judgment, but guidance must be sought when needed. Within the scope of the authority delegated, the incumbent may indicate to counterpart and IP officials that they will recommend a course of action on specific issues or problems
• Nature, Level, and Purpose of Contacts: The Assistant has a full range of contacts within the Mission, at all levels, and maintains contact with IPs and grantees implementing USAID-funded programs/projects/activities in the sector. Within the Embassy, contacts are with counterpart staffs, and with senior staff as needed. Host-government, district, local, and other contacts vary widely with the type of activity being implemented, but are usually at the counterpart level. Frequent and substantive personal contacts with IPs, local officials, and with the private sector, are for the purpose of explaining and defending USAID policies, objectives, and procedures, and to transmit and interpret GoM and private sector attitudes and concerns to superiors
• Post Entry Training: Professional growth opportunities, familiarization training in USAID-specific procedures, regulations, and methods and orientation to work from a donor-Agency perspective will be provided
• Participation in the formal Contracting Officer Representative (COR) Course, Programming for Foreign Assistance (PFA), Project Design and Management (PDM), Evaluation for Evaluation Specialists, and other related courses may be offered. The incumbent will also attend courses, seminars, conferences, and other activities in the DRG field as needed to obtain and update professional qualifications as they become available, subject to the availability of funds
• The incumbent may participate in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship described in AIDS 495maa
• Time Expected to Reach Full Performance Level: One year
• Physical Demands: The work requested does not involve undue physical demands

Requisites

• Education: Minimum of College/University studies in social sciences, political science, public administration, international development affairs, social anthropology, or in an equivalent job-related field
• Prior Work Experience: A minimum of three years of substantive relevant and progressively responsible experience in development assistance or related work is required. At least two years of this experience must have been with a bilateral or multilateral donor agency
• Language Proficiency: Level IV (fluent) oral and writing ability in English and Portuguese language (this will be tested)
• Job Knowledge: Standard professional knowledge of development principles, concepts, practices, especially as they relate to the position and DRG concepts in Mozambique and the region. Knowledge and understanding of the political, economic, social, and cultural characteristics and development challenges and priorities in Mozambique and the region. Knowledge and understanding of the organization and respective roles of the different branches of the GRM in order to enhance effective communication, and to develop consensus on program/project strategy and implementation plans. An in-depth knowledge of GRM institutions, policy directions, and political dynamics relating to USAID activities in the sector
• Skills and Abilities: The incumbent must have a thorough understanding of performance monitoring, administrative skills, work planning processes, superior organizational skills, excellent interpersonal skills, superior communication skills(oral and written), and be able to make independent decisions and take action as required without supervision. Must be able to plan, organize, manage and evaluate program activities in a collaborative and transparent manner. Communication, interpersonal and diplomacy skills are required to establish and develop sustainable working relations with USAID and other USG colleagues as well as middle level GRM officials and with private and public organizations, including DRG implementing partners. Writing skills are required to prepare regular and ad hoc reports, project documentation, and briefing papers
• Analytical ability to interpret public policies, and to assist in the development of revised policies, as required; and to develop and monitor the performance of budgets, and the development of periodic workplans. Ability to work effectively in a team environment. Must be proficient in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The incumbent 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 - 10 points
• Job Knowledge - 30 points
• Language Proficiency - 15 points
• Skills and Abilities - 30 points
• Maximum Points: 100 points

Notes

• Only shortlisted applicants will be contacted
• Per this scoring, Job Knowledge and Skills and Abilities are the most important factors, followed by, Education, Language Proficiency and Prior Work Experience. 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
• 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