USAID Project Management Assistant (Humanitarian Assistance)

Description

• The United States Government, represented by the U.S. Agency for International Development (USAID) in Mozambique is seeking offers 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
• SOLICITATION NO.: 72065624R10002 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
• MARKET VALUE: USD 40,525 – USD 56,728 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 listed market value
• PERIOD OF PERFORMANCE: The base period will be one year, estimated to start on or about June 2024
• Based on Agency need, the Contracting Officer may exercise an additional option period for the dates estimated as follows:
• Base Period: June 2024 – June 2025
• Option Period 1: June 2025 – June 2029
• 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
• Basic Function of the Position:
• The Project Management Assistant (PMA) is located in the USAID Mozambique Mission and will support the Humanitarian Assistance Office (HAO). The PMA operates independently to ensure that the necessary project management and administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving across the HAO, which increases the effectiveness of all HAO team members. The HAO team within the USAID/Mozambique Mission ensures effective planning, oversight, implementation, and evaluation of emergency and resilience resources valued at approximately $200 million annually and is active throughout the country in multiple provinces at any given time
• As a member of the USAID/HAO team, the PMA will coordinate, manage, and complete a range of monitoring and evaluation reporting requirements for the Team, including operational plans, annual reports, and, to serve as project or activity manager on certain assigned activities within the Office. The incumbent may also support the office with additional administrative requirements
• The PMA’s primary responsibility is to provide project support to and in coordination with Project Management Specialists and/or AORs/CORs who manage projects in the Office. This may include assistance with management, implementation, budgeting, monitoring and evaluation, and helping to direct any of the project activities within the Office, supporting other office Project Management Specialists. The PMA will be the Activity Manager for the Non-Food Item (NFI) and WASH pipeline, which will require working with IOM and UNICEF and two clusters located in Cabo Delgado. The two pipelines program more than $10 million annually and are essential in supporting internally displaced persons in the complex emergency of Cabo Delgado. The PMA will also provide key support to the implementation of Title II commodities imported to support the Resilient Food Security Activity (RFSA), a $75 million activity taking place in Zambezia provinces
• The PMA may be responsible for project management duties depending on the Office’s needs. In their performance of these duties, the PMA will work closely with HAO colleagues in the USAID/Mozambique mission, the BHA Southern Africa Regional Office in Pretoria, South Africa, and U.S. Embassy in Maputo
• The job holder is required to perform work-related travel
• 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
• Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors - Please be advised that, upon award, the contractor will be required to follow the Mission policies and/or directives from the U.S. Department of State regarding COVID-19 requirements
• This is a local position and compensation will be in accordance with the Local Compensation Plan
• 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 https://www.acquisition.gov/aidar/aidar-appendix-j-direct-usaid-contracts-cooperating-country-national-and-third-country-national-personal-services-abroad and revised AIDAR Appendix Jhttps://www.acquisition.gov/aidar/aidar-appendix-j-direct-usaid-contracts-cooperating-country-national-and-third-country-national-personal-services-abroad and revised AIDAR Appendix J, General Provision contract clauses (GPs) titled “Leave and Holidays” (AAPD 20-08)
• 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 ITEMS
• 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
• 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

Duties

Financial Management/Budgeting and Procurement - 40%

• The PMA works with the USAID/Mozambique HAO Office to ensure effective budget management for his/her Office. This includes office budget coordination and maintenance, financial planning and reporting, and budget-related aspects of all aspects of the portfolio, including humanitarian, resilience, and development activities. The PMA will work extensively with BHA/W as it relates to financial planning
• The incumbent monitors and manages the budget for all office expenses and all awards within HAO and is administratively responsible for financial operations, including budget forecasting, budget formulation, analysis, and primary liaison with the Mission’s Office of Financial Management
• The incumbent will be required to prepare internal budget documentation and estimates for Office procurement actions
• The PMA will serve as the Activity Manager for the NFI/WASH pipeline and the RFSAs Title II commodities, all of which are centrally funded but require local management
• The PMA will have procurement responsibilities for the BHA Office. Such responsibilities include procurement planning, coordination with the Office of Acquisition and Assistance (OAA) and Office of Financial Management (OFM), monitoring and managing procurement processes for the Office, and managing obligation and documentation requirements for the Office
• The PMA will have a role in GLAAS (Global Acquisition and Assistance System) and will be required to take and maintain the requisite training for accessing and using GLAAS. H/She will be the Office’s designated GLAAS requester for all procurement actions associated with the Office’s programs

Monitoring and Evaluation - 30%

• The PMA will advise the Office on performance management policies and procedures, including the Office’s and implementation partners’ compliance. The PMA is responsible for tracking quality control, collection and reporting; monitoring and analyzing projects (including field visits and other interaction with implementation partners’ work); providing input to portfolio reviews; and providing effective guidance for the program evaluation processes
• The incumbent will have opportunities to develop – in coordination with BHA technical specialists - new approaches or procedures for monitoring plans and processes. The Incumbent must be familiar with reporting timelines, specifically for Mission reports such as the PPR in order to manage program data efficiently and complete the required tasks in a timely manner
• The PMA may also support BHA Activity Managers in ensuring that compliance monitoring systems are in place, e.g., Branding and Marking requirements, and all other relevant BHA policies or regulations

Information management - 30%

• The PMA plays a leading role in developing and maintaining team database systems for program and operational issues and cataloging documentation for Office/Mission use. He/she helps to monitor, review/proofread, draft reports, evaluate pertinent issues
• The PMA summarizes information in written and oral forms for use by superiors, as appropriate. He/she works with Administrative Assistants and others to organize field trips, conferences, and seminars and to ensure maximum participation by target audiences
• He/she helps to prepare written reports that reflect an understanding of assigned areas of responsibility. The PMA prepares oral and written briefings for other staff members and others, on request. He/she assists in the development of documents that outline and streamline BHA Office procedures and regulations

Position Elements

• Supervision Received: The PMA receives supervision from the Humanitarian Assistance Office Director who provides assignments in terms of a discussion of the work to be performed, and Team priorities
• Supervision Exercised: Full supervision of other USAID staff is not contemplated
• Available Guidelines: In addition to oral and written instructions from the supervisor, guidelines include USAID Mission Orders, Administrative Notices, USG Regulations, and other guidance and directives from the Automated Directives System (ADS), USAID Fact Sheets, E-mails, and other sources
• Exercise of Judgment: The PMA must use sound judgment in addressing tasks and responsibilities, and in setting work-related priorities. This is particularly important in dealing with working-level contacts within the Embassy, and with contractors, IPs, other donors, and host-government officials. The PMA has no authority to commit the USG to the expenditure of funds
• Authority to Make Commitments: The PMA is not authorized to commit the USG to the expenditure of funds. Within the scope of the assignment, the PMA is regularly called upon to maintain calendars and/or otherwise schedule meetings; to advise staff, callers, and visitors when work items or particular individuals will be available; and to otherwise provide appropriate information
• Nature, Level, and Purpose of Contacts: Contacts will be maintained in person, by phone, or by written or electronic communication with Office and Mission staff, and with relevant senior Host-Government officials, private sector representatives, and staff of other foreign donor institutions. The nature of these contacts will be principally administrative
• Time Expected to Reach Full Performance Level: One year
• Support Items: The incumbent will be provided with office space, equipment, and supplies

Requisites

• Minimum Qualifications Required for This Position:
• Education: A minimum of two-year college Diploma or local equivalent in Project Management, Public Administration, Business Administration, International Relations, or a related field of study
• Prior Work Experience:
• A minimum of three years of experience in managing performance budget, monitoring and evaluation and/or related management functions. A minimum of two years of prior work experience must include experience in development programming or related work, in donor organizations, host-country organizations, and/or non-governmental organizations; experience is required in the collection, analysis, and presentation of findings in written or oral form
• Demonstrated experience working collaboratively with a diverse team
• Post Entry Training: The incumbent will be provided familiarization training on USAID and BHA operations, and on specific regulations and procedures (such as records management, travel, and correspondence management). Rapid familiarization with general U.S. Government policies and specifically the Food for Peace Act and Title II implementing guidelines, Regulations 11 and 22 CFR 216 and 226. Mandatory training includes BHA specific trainings that review the Project Cycle, Project Development and additional training in Food Aid Rules & Regulations/Commodity management training, Standard BHA onboarding modules, including response readiness, Non-Food Items (NFI best practices, and Integrated Food Security Phase Classification (IPC), On the job training through mentoring and peer assistance. “CCNPSCs 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."
• Language Proficiency: Level IV (fluent) oral, writing, and reading ability in English and Portuguese is required
• Job Knowledge: The incumbent should have a good understanding of program management in particular in the humanitarian and development assistance and/or bilateral donor organizations, their policies, and programming. The PMA should possess a general knowledge of standard office procedures and practices. The PMA should have the ability to develop an understanding of USG file management, mail handling, and correspondence formatting
• Skills and Abilities:
• Computer skills
• The PMA must be proficient in keyboarding and in operating computers with standard software, including: Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The PMA must be proficient in using the Internet and E-mail
• Critical Thinking and Problem Solving
• Must possess critical thinking skills and problem-solving capabilities. The position requires the incumbent to actively plan ahead and effectively manage multiple tasks. A detail-orientation to the performance of work and strong organizational skills are required
• The PMA should demonstrate the ability to think outside of the box and propose innovative solutions to administrative challenges
• Personal Initiative, responsibility, and accountability
• Must be able to carry out duties independently and proactively, with a minimum of supervision. The incumbent is expected to demonstrate a high level of personal initiative. The incumbent will maintain regular contact with BHA colleagues and maintain standard organized files for documenting activities they are assigned in line with USAID and BHA policies and procedures, including the utilization of Abacus
• High-quality productivity
• A successful candidate will be able to work calmly, tactfully, and effectively under pressure and will be adaptable to changing plans and circumstances. He/she will be able to work independently and productively in a fast-paced environment with quick-turnaround deadlines, and under remote team and management structures. The incumbent is expected to demonstrate strong critical thinking skills on independently assessing situations, recommending actions, and synthesizing information
• Professional communication & Interpersonal skills
• The incumbent will have strong interpersonal teamwork skills, an ability to work with the BHA team, colleagues in the Mission, and implementing partner contacts. Excellent ability to listen to, interact with, and communicate clearly and professionally with people from diverse nationalities and backgrounds. They will also consistently model behaviors that demonstrate a commitment to fostering a non-hostile work environment free of discrimination, bias, unfairness, exclusion, offensive behaviors and harassment of any kind

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: 5 points
• Prior Work Experience: 25 points
• Job Knowledge 30 points
• Skills and Abilities: 30 points
• Language Proficiency: 10 points
• Maximum Points: 100 points

Notes

• A cover letter in English with CV/Applicant Resume as well as academic transcripts/diplomas
• 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
• Any application received in Portuguese will not be considered. Only English applications will be considered
• 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
• 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
• 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
• Point of Contact: Mission-Maputo-HR@usaid.gov