Solicitation 72060321R10001-Administrative Management Specialist


SOLICITATION NUMBER: 72060321R10001
ISSUANCE DATE: July 26, 2021
CLOSING DATE/TIME: August 12, 2021

SUBJECT: SUBJECT: Re-Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC) – Administrative Management Specialist – those who applied previously must re-apply.

Dear Prospective Offerors:

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 I of this solicitation.  Incomplete or unsigned 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.

Sincerely,
James Cerwinski
A/Supervisory Executive Officer

U.S. Agency for International Development
US Embassy
Entoto Road
P. O. Box 1014
Addis Ababa, Ethiopia
Tel. :  251-11-306002
Fax :  251-11-242438
Website: www.usaidethiopia.org
USA Address:
2030 Addis Ababa Place
Washington, DC 20521-2030

 

GENERAL INFORMATION

  1. SOLICITATION NO.:72060321R10001
  2. ISSUANCE DATE: July 26, 2021
  3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 12, 2021 before and/or on 5:00PM Djibouti local time (close of business).
  4. POINT OF CONTACT: James Cerwinski, Acting Supervisory EXO and Fekadu Tamirate, HR Specialist, e-mail at Djiboutiusaidjobs@usaid.gov.
  5. POSITION TITLE: Administrative Management Specialist
  6. MARKET VALUE: FSN-10, $DJF 7,381,233 to $ 9,595,603.
    In accordance with AIDAR Appendix J and the Local Compensation Plan of [USAID/Djibouti] Final compensation will be negotiated within the listed market value.
  7. PERIOD OF PERFORMANCE: Five (5) years. The services provided under this contract are expected to be a continuing nature that will be executed by USAID through series of sequential contracts, subject to the availability of funds.
  8. PLACE OF PERFORMANCE: USAID Djibouti.
  9. ELIGIBLE OFFERORS: Cooperating Country National Personal Service Contractor (CCNPSC). 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.  Those who applied previously must re-apply
  10. SECURITY LEVEL REQUIRED: Regional Security Office certification.
  11. 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 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.

  1. Statement of Duties to be Performed

IT Customer support and Evaluation 50%

  • 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: 50%

  • 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 temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.

  1. Supervisory Relationship
    The incumbent directly report to the Country Representative
  1. Supervisory Controls
    None
  1. PHYSICAL DEMANDS
    The work requested does not involve undue physical demands. 


MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

  1. Education: Bachelor’s Degree in management or related field such as Computer Science, Information Science, Computer/Electronics Engineering, or other related subject is required.
  2. Prior Work Experience: At least three years of experience in networked Computer systems environment that includes maintaining and troubleshooting of Windows 2003 based servers, desktop computers, printers, UPSs, telephone systems as well LAN and Wan systems. Experience in disseminating information to diverse target audiences is required.
  3. 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 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.

EVALUATION FACTORS: 

  1. Education (10 points): Bachelor’s Degree in management or related field such as Computer Science, Information Science, Computer/Electronics Engineering, or other related subject is required.
  2. Experience (30 points): At least three years of experience in networked Computer systems environment that includes maintaining and troubleshooting of Windows 2003 based servers, desktop computers, printers, UPSs, telephone systems as well LAN and Wan systems. Experience in disseminating information to diverse target audiences is required.
  3. Knowledge, Skills, and Abilities (60 points): The incumbent must be customer-service oriented, proactive, highly motivated, and is a self-starter. The incumbent must have excellent time management skills. 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. Ability to balance workload demands between the central system and individual user requirements. The incumbent for this position must have sound knowledge of office management practices and maintain confidentiality. Bachelor’s Degree in information and communication technology, computer science, Computer/Electronics Engineering or other related degree.The position requires strong written and verbal communication skills. The ability to use relevant software programs and social media tools for the management of public-facing, online digital platforms as well as internal communications platform. Outstanding verbal and written English communication skills, analytical ability, and interpersonal relationships are required. The incumbent will be expected to have superb computer skills and the ability to work in all of the Microsoft Office Suite applications, especially PowerPoint.

BASIS OF RATING: The initial evaluation of applications will be based on the weight assigned for education and experience that will be out of 40 points. The weight assigned for education and experience will be used to set a competitive range. Those candidates in the competitive range will be contacted for the interview (60 points). The overall assessment based on weight assigned for the evaluation criteria during the initial evaluation and the interview will determine the final candidate. Therefore, the final rating and ranking for the offerors will be based on the initial evaluation of applications and the interview.

The Offeror Rating System is as Follows:
Education – 10 points
Experience – 30 points

  • Initial evaluation – 40 points
    Knowledge, Skill and ability – 60 points
  • Interview Performance – 60 points
    Total possible points: 100 points
    Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)

SUBMITTING AN OFFER

  1. Eligible Offerors are required to complete and submit the offer form DS-174 Application for U.S. Federal employment along with a cover letter and resume written in English. The DS-174 Application form can be found in the U.S. embassy website https://dj.usembassy.gov/jobs /;
  1. Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I.
  1. Offerors submission must clearly reference the Solicitation number on all offeror submitted documents;
  1. Application must be submitted ONLY via Djiboutiusaidjobs@usaid.gov and the email subject must say– solicitation 72060321R10001-Administrative Management Specialist – those who applied previously must re-apply
  1. Please submit the application only once; and
  1. Late and incomplete applications will not be considered; the application must be submitted before or on the date of filing at 5 p.m. (Close of Business).

LIST OF REQUIRED FORMS FOR PSC HIRES

Once the Contracting Officer 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 following forms.

  1. Medical History and Examination Form (Department of State Forms)
  2. Questionnaire for Non-Sensitive Positions (SF-85)
  3. Finger Print Card (FD-258)
  • BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

  1. BENEFITS:
    Group life insurance, medical coverage, annual leave and sick leave.
  1. ALLOWANCES:
    Meal allowance and miscellaneous benefit allowance.
  • TAXES

The employees are responsible for calculating and paying local income taxes. The U.S. Mission does not withhold or make local income tax payments.

  • USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN/TCN PSC awards are available at these sources:

  1. 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
  1. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms
  1. 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 
  1. 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

END OF SOLICITATION 

EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in Djibouti 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/Djibouti 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.