USAID Project Management Assistant (IHO)

Description

• The Project Management Assistant (IHO) position supports the Controlling the HIV/AIDS Epidemic Division in the Integrated Health Office in the efficient management of the Division’s activities. The Assistant works closely with technical advisors and project management specialists
• Under the supervision of the Senior Project Management Specialist and authority of the Project Management Team Lead and Controlling the HIV/AIDS Epidemic Division Chief, the incumbent supports the Division in program management, prepares GLAAS actions, follows up on project documents with other internal USAID offices, maintains program records, and tracks and maintains project reports. In addition, the incumbent is responsible for tracking, coordinating, and reporting to the Office of the Global AIDS Coordinator (OGAC) on visits associated with the Site Improvement Monitoring System (SIMS) process. The incumbent engages with the Project Management Team, Division technical advisors, and supports offices at all levels and establishes strong relationships to allow for effective project planning, design and management
• The job holder will be expected to perform work-related travel
• Subject: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC) – USAID Project Management Assistant (IHO), FSN-9 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. 72065620R100011opened to all Mission current employees and external candidates who meet the stated qualifications
• Point of Contact: Mission-Maputo-HR@usaid.gov
• Market Value: USD38,923 – USD54,488per 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 market value
• Period of Performance: The base period will be one year, estimated to start on or about June 2020. Based on Agency need, the Contracting Officer may exercise additional option periods for the dates estimated as follows:
• Base Period: June 2020
• Option Period 1: +June 2021-November 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
• Applicants must submit a complete application as outlined in Section IV
• 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:6656-MOD-656-20-0002-09 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: 6656-MOD-656-20-0002-09 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 (75%)

• The Project Management Assistant drafts, prepares, and processes project documentation related to ongoing activities and activity planning, including procurement requests, implementation letters, waivers, correspondence, briefing papers, memoranda, and other program documents as required by the Controlling the HIV/AIDS Epidemic Division. Such documents may include internal memos, annual report narratives, letters to the government and NGO counterparts, site reports, technical papers, budgetary tables, statistical information and matrices containing technical terminology and other numeric data
• S/he also prepares draft and final documents using computer software such as Microsoft Word, PowerPoint, and Excel. The incumbent manipulates data, as appropriate, and prepares final versions of documents. S/he undertakes site visits and monitors project progress on the ground, and in so doing, identifies and reports on implementation problems or delays
• S/he prepares written reports on site conditions to provide feedback and suggest changes and corrective measures to the A/COR. S/he collects expenditure information, prepares accrual information, and compiles financial reports
• The incumbent will also serve as activity manager on up to two awards managed centrally by USAID/Washington but implemented in Mozambique

Coordination of Site Monitoring Processes (25%)

• The incumbent tracks, coordinates, and reports on Controlling the HIV/AIDS Epidemic Division site visits the fall under the SIMS process, requiring database management skills
• S/he will also track and manage processes associated with site visits conducted by USAID/Washington officials on temporary duty at the mission to ensure compliance with the Division’s site visit monitoring and reporting procedures
• The job holder will be expected to perform work-related travel
• Supervisory Relationship: Direct Supervision will be exercise by the Senior Project Management Specialist or his/her designee. The incumbent must exercise independent judgment and initiative in the prioritization of tasks and the formulation of recommendations as to the appropriate course of action
• Supervisory Exercised: None
• Available Guidelines: Automated Directives System (ADS), Mission Orders, Management Notices, Foreign Assistance Act (FAA) and other relevant guidance
• Exercise of Judgment: Extensive opportunities for exercising judgement within the general parameters provided by the supervisor and in accordance with USAID policies and regulations
• 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: Chiefs of Party of USAID/Mozambique Implementation Partners and other Civil Society Organizations, other U.S. agencies; implementing partners; and USAID/Washington.Contacts requires for fulfilment of Project management Assistant role
• Time Expected to Reach Full Performance Level: One Year
• Physical Demands: The work requested does not involve undue physical demands

Requisites

• Education: Minimum of University Degree in science, social science, education, business management, public administration, international development, or related field
• Prior Work Experience: A minimum of three to five years of substantive relevant and progressively responsible experience in development assistance or related work. 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 is required. (This will be tested)
• Job Knowledge: Standard understanding of program design, implementation, financial management, monitoring and evaluation in the international assistance arena. Standard knowledge of general development principles and approaches, the Mozambican development environment and priorities, HIV control policies, health care, quality improvement systems and structures including familiarity with Ministry of Health strategies, program priorities and regulations
• The incumbent must have detailed knowledge and understanding of the organization and the environment for health care delivery at the national, provincial, health zone and community level. Detailed, broad and clear understanding of Mozambican culture and politics is also required and potential to quickly acquire knowledge of USG operations, rules, regulations and procedures
• Skills and Abilities: Ability to plan, organize, manage and evaluate program activities and to evaluate, interpret policy directives and regulations and produce technical documents. The position requires basic quantitative and/or qualitative analysis skills for primary and secondary data analysis related to HIV program management as well as standard financial and administrative skills to track the performance of IPs and project activities
• Ability to work effectively in a team environment and to achieve consensus on policy, project, and administrative matters is also required
• Excellent written and oral communication skills. Strong interpersonal and problem-solving skills and ability to recommend solutions in complicated situations, taking into consideration different factors and variables such as organizational capacity gaps. Good computer skills are required to manage activity goals and achievements, both technical and financial

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 - 10 points
• Prior Work Experience - 30 points
• Job Knowledge - 20 points
• Language Proficiency - 10 points
• Skills and Abilities - 30 points
• Maximum Points: 100 points

Notes

• Only short listed applicants will be contacted
• Per this scoring, Prior Work Experience and Skills and Abilities are the most important factors, followed by Job Knowledge, Education, 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 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
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application