SOLICITATION NUMBER: 72060322R10001
ISSUANCE DATE: 04/17, 2022
CLOSING DATE/TIME: 05/02, 2022
SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC to serve as Administrative Management Specialist in the office of Djibouti.
Dear Prospective Candidates:
The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.
Offers must be in accordance with Attachment 1 of this solicitation. Incomplete or unsigned offers will not be considered. Candidates 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 attachment.
Supervisory Executive Officer
|U.S. Agency for International Development
P. O. Box 1014
Addis Ababa, Ethiopia
|Tel. : 251-11-306002
Fax : 251-11-242438
2030 Addis Ababa Place
Washington, DC 20521-2030
- SOLICITATION NO.: 72060322R10001
- ISSUANCE DATE: 04/17, 2022
- CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 05/02, 2022, no later than 5:00 m. Djibouti local time (close of business).
- POINT OF CONTACT: Linda Gregory, Supervisory EXO and Fekadu Tamirate, HR Specialist, e-mail at firstname.lastname@example.org.
- POSITION TITLE: Administrative Management Specialist
- MARKET VALUE: DJF 7,381,233 – DJF 9,595,603 yearly i.e., equivalent to FSN – 10. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Djibouti. Final compensation will be negotiated within the listed market value. Salary will be paid in local currency at the exchange rate in effect when the payroll is processed.
- PERIOD OF PERFORMANCE:
- Five (5) years. The services provided under this contract are expected to be of a continuing nature through a series of sequential contracts, subject to continued need, satisfactory performance, and the availability of funds.
The expected period of performance will be from 06/02/2022 – 06/01/2027.
- PLACE OF PERFORMANCE: USAID Djibouti.
- ELIGIBLE OFFERORS: Cooperating Country Nationals (CCNs). “Cooperating country national” means an individual who is a cooperating country citizen, or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
- SECURITY LEVEL REQUIRED: Facilities access.
- STATEMENT OF DUTIES
1. General Statement of Purpose of the Contract
The Administrative Management Specialist (Computer Management Assistant/Development Outreach and Communications (DOC)) Specialist will manage USAID/Djibouti Office operations and information technology related needs/objectives. The administrative/ IT assistant will identify concerns and inconsistencies, support analysis and problem solving to resolve IT issues to improve IT practices, ensure improved consistency support for all offices, escalating any unresolved issues to the Administrative Management Specialist, as appropriate. She/he will ensure attribution for all of USAID’s work in Djibouti, advises technical offices and implementing partners on ways to expand opportunities for coverage of USAID assistance, including print, TV and radio. Coordinates field travel and public affairs activities of all senior officials and leads on communicating Agency branding requirements to USAID implementing partners and trains them on the proper usage of USAID marking and branding. He/she will serve as the resident expert on USAID branding and style guidelines, ensuring regulations are followed and applied as outlined in ADS 320 and the Agency’s Graphic Standards Manual. She/he reviews and edits all implementing partner branding and marking plans and ensures they are approved. The incumbent ensures partners are in compliance with approved marking and branding plans and that all materials (videos, websites, banners, posters, brochures, publications, etc.) meet USAID branding guidance.
- Statement of Duties to be Performed
The USAID Project Management Specialist carries out the following duties and responsibilities vis-à-vis technical areas (including but not limited to) Peace and Security; Democracy and Good Governance; Health, Education and Economic Growth, as assigned. Serves as the principal FSN advisor on overall program/project implementation documents; including but not limited to performance monitoring plan (PMP) development, data quality assessment (DQA), Operational Plan, and Performance Reports among others.
IT Customer support and Evaluation 60%
- Responsible for first level problem determination, problem/incident recording, problem resolution and problem escalation to other IT personnel as necessary.
- Assists in the setup of desktop applications and mobile devices, e.g. iPhones, iPads, TDY phones, laptops, and personnel recovery devices.
- Monitors use of shared peripherals and installs new equipment, such as multifunction printers.
- Obtains and conveys concise problem information to other IT personnel.
- Manages the usage and disposal of RSA Server Based Computing (SBC) of hard and soft tokens.
- Assists in setup of projector presentation and or VTC equipment for teleconferences; and works with the Supervisory Systems Manager to develop user-friendly tips based on most common problem areas reported in the problem tickets.
- Demonstrate organization in work activities and time management to ensure customer inquiries are responded to in a timely, knowledgeable, and professional manner and, where requests and/or questions must be passed to another team or department for action or inquiry, provide follow up, as needed, until the action has been completed.
- Ensure proactive and complete communication when working with team members and customers/clients in response to inquiries, ensuring professional communication in all requests.
- Ensure attention to detail in maintaining customer databases, information, intranet, etc. and ensure adequate documentation and communications are maintained for tracking purposes.
- Take initiative to regularly track, assess, and conduct regular audits of data and activities in order to ensure that process areas are followed, maximized in efficiency, and that responses meet or exceed customer service standards.
- Local Area Network (LAN) Operations, Installation, Modification and Maintenance.
- Monitors LAN activity to determine adequacy of disk space on the file servers.
- Performs diagnostic checks and troubleshoots LAN hardware and software.
- Installs and maintains off-the-shelf and local PC applications on both the file server and local hard disks.
- Regularly analyses circle vulnerability scans and implements recommended mitigation.
- Monitors network telecommunications circuitry and resolves problems.
- Performs required incremental periodic system backup procedures with a minimum disruption to users.
- Assigns logical user groups and queue priorities, and monitors print servers and user queues for effectiveness.
- Uses network applications to track file server resources (memory and disk space) and data packet activity.
- Monitors use of network applications to determine need for additional hardware and software.
- Advises users about virtual security or “virus” problems and their prevention.
- Ensures adherence to system security procedures, including password protection and physical security.
- Maintains directory trustee assignments, log-on identifiers, and file and directory attributes to protect privacy and data integrity on a shared system; and creates network user groups and develops systems and user log-on scripts as well as user-friendly menus.
Provide Guidance/Coordinate the Outreach Activities of USAID/Djibouti and Implementing Partners; Produce Public Information and Publicity Materials; Media Relations and the Press: 40%
- Organizes training for COR/AOR staff and implementing partners on communication and media skills such as working with the media, developing briefing materials, stories and blogs, video production, photo taking and planning and managing special events. She/he also conducts regular sessions on USAID marking and branding requirements and emerging best communications practices. His/her role in training USAID and implementing partner staff on effective development communications is crucial for the overall success of USAID’s activities in Djibouti.
- Coordinates field travel and public affairs activities of the Country Representative, as well as the Ambassador, DCM, and other USAID and Embassy staff members. Prepares schedules, briefings, and all information related to events (e.g., backgrounders/scene setters, talking points, speeches, video/photo coverage, etc.), and organizes logistics, guest lists and other arrangements in collaboration with mission staff.
- Advises technical offices and implementing partners on ways to expand opportunities for coverage of USAID assistance, including print, TV and radio.
- Provide support to major USG and congressional visitors by preparing briefing materials and scene setters, coordinating meetings and briefings with partners and handling logistical support for such visits.
- Leads on communicating Agency branding requirements to USAID implementing partners and trains them on the proper usage of USAID marking and branding as it pertains to their work. The DOC Officer serves as a resident expert on USAID branding and style guidelines, ensuring regulations are followed and applied as outlined in ADS 320 and the Agency’s Graphic Standards Manual. She/he reviews and edits all implementing partner branding and marking plans and works with contracts officer and COR/AOR on approval of these final documents. The DOC Officer ensures partners are in compliance with approved marking and branding plans and that all materials (videos, websites, banners, posters, brochures, publications, etc.) meet USAID branding guidance. This may include training partners and Mission staff on the branding and marking guidelines.
- Works with USAID staff and partners to ensure targeted, coherent, and consistent messaging and presentations.
- Manages the procurement and distribution of communications materials related to the USAID foreign assistance program in Djibouti; and serves as a mission point of contact and liaison for information requests.
- Coordinates elements of the overall mission communications strategy, which includes consistently drafting, formatting and updating high-quality public information materials such as briefing materials, talking points, speeches, program and regional fact sheets, and timely updating of mission website content and maps.
- Supports USAID Djibouti’s media activities, including monitoring media.
- Coordinates closely and work under the guidance of the USAID/Ethiopia Senior DOC.
- Writes and distributes press releases on program successes, project inaugurations, significant developments, etc. and then following up with media to encourage and support coverage of public events. He/she will coordinate with technical offices, Embassy’s PAS, and LPA to ensure local and international media requests for information are met with well-written and accurate responses.
- The position requires occasional high-level contacts within the U.S. interagency in Djibouti and Washington, D.C. (including with the U.S. Ambassador, DCM and PAO, USAID/W senior staff), the host country community (such as ministers, Members of government and NGOs).
The contractor is eligible for travel to the U.S., or to other locations abroad, for training, for temporary duty, or to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.
- Supervisory Relationship
The incumbent directly reports to the Country Representative
- Supervisory Controls
- PHYSICAL DEMANDS
The work requested does not involve undue physical demands.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
- Education: Bachelor’s Degree in management such as Computer Science, Information Science, Computer/Electronics Engineering, or related field.
- Prior Experience: At least three years of experience in networked Computer systems environment that includes maintaining and troubleshooting IT equipment such as servers, desktop computers, printers, UPSs, and telephones, as well LAN and WAN systems. At least 1 year experience in disseminating information to diverse target audiences.
- Language: Fluency in written and spoken French and English (Level IV) is required.
EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with candidates 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 candidates 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 candidates 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.
Rating factors are used to determine the competitive ranking of qualified candidates in comparison to other candidates. Candidates must demonstrate the rating factors outlined below within their resume, as they are evaluated strictly by the information provided. The rating factors are as follows:
EDUCATION (15 points): Points will be given for (1) education above the minimum level and/or (2) specialized education pertinent to the position. and/or (3) specialized training pertinent to the position.
WORK EXPERIENCE (15 points): Points will be given for (1) experience above the minimum levels required, (2) specialized experience pertinent to the position, (3) experience in pertinent development assistance activities, (4) experience in development organizations that are large and/or international.
- KNOWLEDGE, SKILLS AND ABILITIES (15 points): Demonstrated knowledge of digital communication platforms and ability to articulate system requirements to managers in order to secure support of computer and automation program and to maximize opportunities for automation. Demonstrated knowledge of office management practices. Demonstrated ability to use relevant software programs and social media tools for the management of public-facing, online digital platforms as well communications platform. Demonstrated computer skills and the ability to work in all of the Microsoft Office Suite applications, especially PowerPoint. Demonstrated ability to balance workload demands between the central system and individual user requirements. Demonstrated knowledge on time management skills. Demonstrated skills on customer-service. Demonstrated ability to communicate effectively in writing and orally.
Demonstrated knowledge of communication and media skills such working with media, developing briefing materials, stories and blogs, video production, photo taking and planning and managing special events. Demonstrated knowledge of coordinating public affairs activities schedules, briefings, and all information related to public events. Demonstrated ability to expand opportunities to secure press coverage, including print, TV and radio. Demonstrated ability to coordinates elements of communications strategy, drafting, formatting and updating high-quality public information materials website content. Demonstrated ability to write press releases and other media documents.
INTERVIEW PERFORMANCE (25 points)
WRITTEN TEST (20 points)
REFERENCE CHECKS (10 points)
BASIS OF RATING: Candidates who meet the Minimum Qualifications will be evaluated in accordance with the Evaluation and Selection Factors.
Candidates should address these factors in the offer package, describing specifically and accurately what experience, training, education and/or awards they have received as it pertains to the factors. Failure to address the Evaluation and Selection Factors may result in not receiving credit for all pertinent experience, education, training and/or awards.
The highest-ranking applicants may be selected for an interview and writing test. Interviews may be conducted either in person or by telephone/video call at USAID’s discretion. Reference checks will be conducted only for the highest-ranking candidates and will be handled separate from the technical evaluation. Please be advised that references may be obtained independently from other sources in addition to the ones provided by an offeror. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the candidate’s cover letter, and USAID will not contact those references without contacting the candidate.
Final TEC recommendations for the candidates will be based on the initial evaluation of the applications, interview performance, written test, and reference checks. USAID/Ethiopia will not pay for any expenses associated with the recruitment process.
SUBMITTING AN OFFER
Eligible Offerors are required to complete and submit
- the offer form DS-174 (Application for U.S. Federal employment) along with a cover letter The DS-174 Application form can be found in the U.S. embassy website https://et.usembassy.gov/embassy/jobs/; or https://www.usaid.gov/ethiopia/work-with-us/careers/ds-form-174-ccn-application.
- a resume in English
- a written statement that responds to the requirements of the position (Section III: Evaluation and Selection Factors), and
- contact information for a minimum of three and a maximum of five references, including at least two references with direct knowledge of the offeror’s past performance.
To ensure consideration of offers for the intended position, offerors must prominently reference the Solicitation Number in the offer submission.
Application must be submitted ONLY via email@example.com and the email subject must say– solicitation 72060322R10001, Administrative Management Specialist. Be sure to include your name and the solicitation number at the top of each page.
Please do not submit more than one application: and The application must be submitted before or on the closing date at local Djiboutian time 5 p.m. Late and incomplete applications will not be considered.
LIST OF REQUIRED FORMS PRIOR TO AWARD
The Contracting Candidates will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:
- Medical History and Examination Form (Department of State Forms)
- Questionnaire for Non-Sensitive Positions (SF-85)
- Fingerprint Card (FD-258)
BENEFITS AND ALLOWANCES
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
Medical coverage, annual leave and sick leave.
- ALLOWANCES (as applicable):
Meal allowance and miscellaneous benefit allowance.
Cooperating Country Nationals are expected to comply with all relevant Ethiopian laws and regulations.
USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN and 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:
|0001||Base Period – Compensation, Fringe Benefits and Other Direct Costs (ODCs)
– Award Type: Cost
– Product Service Code: [e.g. R497]
– Accounting Info: [insert one or more citation(s) from Phoenix/GLAAS]
|1||LOT||$ _TBD__||$_TBD at Award after negotiations with Contractor_|
3. 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
4. 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.
5. 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.
EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in Ethiopia provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. USAID/Ethiopia also strives to achieve equal employment opportunity in all personnel operations.
The EEO complaint procedure is available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.