SOLICITATION NUMBER: 72060323R10001
ISSUANCE DATE: November 02, 2022
CLOSING DATE/TIME: November 17, 2022
SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC to serve as Administrative Assistant 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. USAID will evaluate all offerors based on the stated evaluation criteria. USAID encourages all individuals, including those from disadvantaged and under-represented groups, to respond to the 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.
Any questions must be directed in writing to the Point of Contact specified in the attachment.
Supervisory Executive Officer
- SOLICITATION NO.: 72060323R10001
- ISSUANCE DATE: November 02, 2022
- CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: November 17, 2022, no later than 5:00 m. Djibouti local time (close of business).
- POINT OF CONTACTS: James Cerwinski, Supervisory EXO and Fekadu Tamirate, HR Specialist, e-mail at email@example.com.
- POSITION TITLE: Administrative Assistant
- MARKET VALUE: DJF 4,224,573 – DJF 5,491,953 yearly e., equivalent to FSN – 8. 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 12/02/2022 – 12/01/2027.
- 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
General Statement of Purpose of the Contract
The Administrative Assistant/IT is located in Djibouti Office. The Administrative Assistant serves as the personal assistant to the Country Representative, operating independently of any other position in the performance of the full range of secretarial, protocol, administrative, and information technology functions essential to the efficient operation of the Djibouti office.
The Administrative Assistant/IT is the primary contact person responsible for the Djibouti office’s customer service to internal and external partners and other stakeholders, including Mission staff, contractors and grantees and potential contractors and grantees, Implementing Partners (IPs), host-government officials, the Embassy, USAID/Washington, and other customers. In this capacity, the Administrative Assistant is responsible for coordinating information about the USAID Mission and making sure that information gets to customers on a timely basis and in a professional manner.
- Statement of Duties to be Performed
Office Management: Serves as Administrative Assistant, providing the following representative administrative support services: maintains Djibouti Office calendar(s); organizes meetings as directed, ensures Offices scheduling meetings for the Country Representative provide sufficient background and other necessary information for meetings, and sends out meeting notices; makes regular travel arrangements, prepares trip requests, vehicle requests, and travel vouchers; composes complex non-technical correspondence, including reviewing and preparing official responses to unsolicited proposals, as required; researches and assembles information for various reports, briefings, and conferences; prepares routine reports, briefings, presentations, and analyses; follows up with Mission staff members to ensure that various commitments are met; edits written products prepared by or provided to the Djibouti Office; and, on occasion participates on field trips and out-of-office meetings. 30%
Administrative Support: Performs a variety of administrative and procedural duties, including providing telephone, receptionist, and protocol services for the Djibouti Office; orders expendable supplies for the Office; files material and maintains the Djibouti Office filing system; receives and controls incoming correspondence and communications; and schedules the use of conference rooms. 30%
Documentation Management: Manages arrangements for official USAID Receptions (tracking official representation funds). Reports and accounts for all expenses; develops invitation designs and ensures that invitations are distributed; maintains a record of acceptances on a master guest list; and, supervises service providers, as required. Prepares electronic country clearances (eCCs) and travel authorizations/vouchers for Front Office staff, and TDY guests of the Director, and makes or follows up on hotel reservations and other arrangements, as required. 30%
Provide IT Support: Performs computer network operations support for Djibouti Mission for 13 staff. The position assists with the oversight and daily customer support of 13 staff using 3 network multi-function printers, 15 laptops, over 15 mobile devices. Prepares requests for repair of office equipment and systems Reach out to Djibouti telecom to troubleshoot internet outage and/or poor connection. 10%
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 Administrative Assistant receives supervision from the Country Representative, and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed and the office priorities. Most work occurs as a result of normal office operations, but special activities may be assigned at any time. The Administrative Assistant independently plans and carries out assignments and is responsible for the accuracy of their personal work; work is normally reviewed in terms of results achieved, and in meeting Office objectives
- Supervisory Controls
Guidance may be provided to the Country Representative’s Chauffeur.
- PHYSICAL DEMANDS
The work requested does not involve undue physical demands.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Education: Minimum of Two or more years of post-secondary school in Secretarial Science or Business Administration, or other related field equivalent to a US junior college or community college diploma.
Prior Experience: A minimum of five years of administrative or secretarial work experience, including experience gained in related work with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions.
Language: Level IV (fluent) oral and writing ability in English, and level IV (fluent) highly literate level of French language.
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 (10 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 (40 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, and (4) experience in development organizations that are large and/or international.
KNOWLEDGE, (30 points): Demonstrated general knowledge of administrative regulations and procedures, and of good office management practices. Demonstrated knowledge of overall Office responsibilities and activities, as well as possess a very good knowledge of standard office procedures and practices. Demonstrated knowledge in understanding of file management, mail handling, and correspondence formatting procedures.
SKILLS AND ABILITIES (20 points): Demonstrated ability in keyboarding, and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, and other software programs as needed. Demonstrated ability in using the Internet and E-mail programs.
INTERVIEW PERFORMANCE (100 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.
Final TEC recommendations for the candidates will be based on the initial evaluation of the applications, interview performance, and written test. USAID/Ethiopia will not pay for any expenses associated with interviews.
Satisfactory Professional Reference Checks – Pass/Fail (no points assigned). Reference checks will be conducted only for the first-ranked candidate. 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.
- 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 firstname.lastname@example.org and the email subject must say– solicitation 72060323R10001, Administrative Assistant. 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_|
- 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.
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/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.