VACANCY ANNOUNCEMENT – Project Management Specialist (M&E)

SOLICITATION NUMBER:          72060322R10002
ISSUANCE DATE:                          08/08, 2022
CLOSING DATE/TIME:                   08/21, 2022

SUBJECT:  Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC to serve as Project Management Specialist (M&E) 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.

Sincerely,

Linda Gregory
Supervisory Executive Officer


GENERAL INFORMATION

  1. SOLICITATION NO.: 72060322R10002
  1. ISSUANCE DATE: 08/08, 2022
  1. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: 08/21, 2022, no later than 5:00 m. Djibouti local time (close of business).
  1. POINT OF CONTACTS: Linda Gregory, Supervisory EXO and Fekadu Tamirate, HR Specialist, e-mail at djiboutiusaidjobs@usaid.gov. 
  1. POSITION TITLE: Project Management Specialist (M&E) 
  1. MARKET VALUE: DJF 7,381,233 – DJF 9,595,603 yearly 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. 
  1. 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 10/02/2022 – 10/01/2027.

  1. PLACE OF PERFORMANCE: USAID Djibouti.
  1. 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.
  1. SECURITY LEVEL REQUIRED: Facilities access.
  1. STATEMENT OF DUTIES 
  1. General Statement of Purpose of the Contract

The USAID Project Management Specialist – Monitoring and Evaluation (M&E) serves as the Djibouti Office expert on performance monitoring and evaluation for all USAID/Djibouti programs. The USAID Project Management Specialist (M&E) reports to the USAID/Representative or his/her designee and manages all M&E activities for the Office portfolios in coordination with Office staff. S/he is responsible for supporting all implementation and coordination of program monitoring, evaluation, assessment, and reporting activities. S/he will advise Office leadership on Agency and Ethiopia mission policies, procedures, and guidelines related to performance management guidance and updates. S/he will serve as the M&E point of contact to coordinate with USAID/Djibouti’s technical teams, USAID/Ethiopia Program Office counterparts and assist with data collection and analysis for USAID/Djibouti’s projects and activities.

  1. Statement of Duties to be Performed

Performance Monitoring (30%)

  • Provide necessary guidance and support to the team in the design, implementation and maintenance of Project/Activity M&E plans, ensuring that M&E plans effectively track the performance and progress of project objectives and intermediate results, that appropriate indicators are identified, baselines and targets are appropriately set, and that the performance information is properly used in program management and resource allocation.
  • Lead the development of a Performance Management Plan (PMP) for USAID/Djibouti that incorporates performance indicators and targets from all Project Appraisal Documents and relevant activities. Ensure that the PMP is in place for all objectives and that the document adequately measures progress and accomplishments under the different technical sectors.
  • Develop and maintain a quarterly results tracker in the shared drive for all indicators, especially cross-cutting indicators, for implementing partners across the Office. Update it on a quarterly basis, and share it with the A/CORs and USAID/Ethiopia Program Office for timely decision-making. Ensure that it is linked to the Mission PMP.
  • Track development results and achievements across USAID/Djibouti’s projects and activities, especially through crosscutting indications, particularly during project startup and closeout to ensure that the Djibouti Office adheres to the Collaborating, Learning and Adapting (CLA) Agenda of projects.
  • Provide leadership, thoughtful analysis, and technical support to the monitoring and evaluation needs of USAID/Djibouti, on an as-needed basis, by ensuring that: implementing partner performance monitoring systems are operating effectively; reliable outcome indicators are established; data is collected and analyzed periodically to support management decisions.
  • In collaboration with A/CORs and Activity Managers, provide technical M&E assistance and advice to A/CORs when they engage in monitoring and tracking progress against indicators; tracks progress against program descriptions, implementation plans and annual work plans; assess progress and potential barriers to achievement of results; recommends program modifications to address problems; and documents results in coordination with all staff.
  • Conduct periodic field visits to monitor activities of implementing partners in coordination with AOR/CORs to assess progress as well as identify and anticipate implementation problems and bring them forward to the attention of the General Development Officer (GDO).
  • Lead the Data Quality Assessment (DQA) process of USAID/Djibouti’s performance indicators when required. DQAs will be conducted independently, in coordination with M&E Specialists from USAID/Ethiopia, or manage a contractor to complete DQA. Review, approve and disseminate DQA reports.
  • Support AORs/CORs in preparation for the portfolio review processes in the Mission and implementing partners to collect data and information required for these reviews.
  • Work closely with the AOR/CORs to prepare performance narratives as well as other required narratives focusing on performance management issues, indicator data, and impact/results. S/he will communicate with implementing partners about USAID’s annual reporting and will collect, compile and review the data tables from implementing partners to ensure quality control and compliance with agency guidance.

Evaluation (30%)

  • Lead the evaluation planning process for USAID/Djibouti to ensure that evaluations are conducted in accordance with Agency guidance and in timely manner so that findings are available to inform new project design and resource allocation decisions. Maintain an evaluation plan and evaluation budget for current and future fiscal years based on project and activity implementation timelines for the Office. Communicate with USAID/Ethiopia Program Office regularly on evaluation plans.
  • Draft evaluation Statements of Work (SOWs) and review offerors’ proposed evaluation designs at the objective, Intermediate Result, Sub-Intermediate Result and Activity levels , as well as the individual technical sectors and project level in collaboration with the GDO and A/CORs.
  • S/he may serve on evaluation teams or as the A/COR or Activity Manager overseeing the implementation of evaluation awards. Provide oversight to the work of M&E consultants, receive and review deliverables from them, and provide them with appropriate feedback.
  • Review evaluation draft reports to ensure that they adhere to USAID Evaluation Policy standards; provide comments to evaluation contractors to improve reports.
  • Integrate results of various studies and analyses into comprehensive technical briefings, reports, and technical papers. Provide technical advice and counsel as a recognized expert in the field.

Documentation and Reporting (30%)

  • In-close communication with the Program Office at USAID/Ethiopia, serve as the point of contact for the yearly Performance Plan Report (PPR) in Djibouti. Working with USAID/Djibouti A/CORs, update USAID Standard indicators and PPR narratives and lead the review and approval process in time for PPR submission deadline.
  • Assist the A/CORs and Activity Managers to understand and remain in compliance with all USG reporting responsibilities.
  • Develop an appropriate filing and documentation system for M&E information and ensure the information’s use in preparing key planning and budget documents, program area analyses, presentations, and briefing documents.
  • Ensure that official documentation is maintained filed and disposed of in compliance with the agency records management policies. Specific files related to this position include: Portfolio Review documentation, Annual Performance Reports and documentation, Project/Activity M&E plans; data quality analysis and supporting documents, M&E scopes of work, evaluation reports, field visit reports and assessment reports.
  • Coordinate with the Development Outreach Communication (DOC) team in USAID/Ethiopia by providing information related to performance and impact for a variety of internal and external audiences. S/he will be responsible for drafting, reviewing and editing publicity and information materials, such as project briefs, fact sheets, snapshots, success stories etc. in consultation with the A/CORs.

Other Duties (10%)

  • Assist USAID/Djibouti in multi-year strategic planning processes of the Office (as relevant) such as the Country Development Cooperation Strategy, Integrated Country Strategy, and other strategic planning documents.
  • Take the lead in identifying training needs and opportunities and provide/arrange trainings for USAID/Djibouti staff and implementing partner (IP) staff on performance monitoring tools, evaluation methodologies, reporting, and lessons learned in activity and program assessment. She/he will make sure that the trainings are designed and implemented in a way which addresses M&E staff shortfalls and strengthens capacity.

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.

  1. Supervisory Relationship

The incumbent directly reports to the Country Representative or his/her designee

  1. Supervisory Controls
     None
  1. PHYSICAL DEMANDS

The work requested does not involve undue physical demands. 

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: Bachelor’s degree or its equivalent in program management, social sciences, public policy or administration or other relevant fields. 

Prior Experience: At least five years of progressively responsible work experience in international or local development, government or private sector programs, of which at least three years were focused on monitoring and evaluation.

  1. Language: Fluency in written and spoken French and English (Level IV).
  • 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: 

EVALUATION FACTORS       

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 (20 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, and (5) Experience on academic or analytical research and reporting and/or project management, design and implementation..

KNOWLEDGE, SKILLS AND ABILITIES (20 points): Demonstrated knowledge of the principles and best practices of monitoring methodologies (including participatory methods), evaluation of development projects, programs and project design and implementation. Demonstrated knowledge of regulations, procedures and documents relating to strategic and program planning, activity design, impact assessment and evaluation requirements. Demonstrated knowledge of host-country government policies and regulations. 

Demonstrated interpersonal and inter-cultural skills to ensure effective team relations. Demonstrated management and organizational skills to work with various parties, identifying priority actions and taking initiative for follow through. Demonstrated skills in financial and budgeting principles. Demonstrated ability to plan, organize, manage and evaluate complex projects. Demonstrated computer and IT skills, including full range of MS Office software, spreadsheets, database, PowerPoint and graphics. 

INTERVIEW PERFORMANCE (20 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

  1.  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.
  2.  a resume in English
  3. a written statement that responds to the requirements of the position (Section III: Evaluation and Selection Factors), and
  4. 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.

Further Guidance:

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 djiboutiusaidjobs@usaid.gov and the email subject must say– solicitation 72060322R10002, Project 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:

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

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

  1. BENEFITS:

Medical coverage, annual leave and sick leave.

  1. ALLOWANCES (as applicable):

Meal allowance and miscellaneous benefit allowance.

  • TAXES

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:

  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. Pricing by line item is to be determined upon contract award as described below: 

LINE ITEMS

ITEM NO

(A)

SUPPLIES/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: 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_

 

  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. 
  2. 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.