263-18-501-Solicitation-Financial_Management_Advisor.pdf

263-18-501

ATTACHMENT 1

I. GENERAL INFORMATION

1. SOLICITATION NO.: 263-18-501

2. ISSUANCE DATE: 06/12/2018

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 06/26/2018 at 4:30 P.M

4. POSITION TITLE: Financial Management Advisor, Office of Financial

Management.

5. MARKET VALUE: $89,370 - $116,181 equivalent to GS-14 Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE: One year with options to renew.

7. PLACE OF PERFORMANCE: Cairo, Egypt with possible travel as stated in the

Statement of Work.

8. SECURITY LEVEL REQUIRED: Facility/Computer Access Only

9. STATEMENT OF DUTIES: Please see below

10. AREA OF CONSIDERATION: U.S. Citizens

11. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

12. POINT OF CONTACT: USAID Human Resources Office - e-mail at usaidhr@usaid.gov .

The Financial Management Advisor (FMA) plays a key role in the performance of

Financial Management duties at the USAID/Egypt Mission. The incumbent assists with management of USAID/Egypt financial management operations including serving as the

Authorized Certifying Officer, the Quality Assurance Administrator and the Human

13. BASIC FUNCTION OF POSITION:

mailto:usaidhr@usaid.gov

Resources Reorganization Coordinator. The FMA will also perform functions that pertain to accounts payable like managing the Declining Balance Cards, monitoring of advances and bills for collection, as well as periodic reporting, and process improvement initiatives for Payments and Budget and Accounting sections - as required. In addition, the incumbent will also assist with special projects at the request of the Mission Controller and will serve as the Acting Controller or the Deputy Controller, when required.

The incumbent will serve as a member of the Financial Management Office Senior

Management Team and will be responsible for providing subject matter advice on financial management practices, internal control procedures, risk management, and interpretation of and compliance with Agency policy, regulations, and reporting requirements. The FMA will report to the Mission Controller, and will be assisted by the supervisors of other OFM sections.

Coaching and mentoring of section staff, including supervisors and team leads together with providing payments training, if necessary, will be an essential part of FMA responsibilities.

The incumbent will be required to serve during the months of June through September with minimal leave.

The FMA works under the supervision of and in coordination with the Mission Controller of USAID/Egypt or his/her designee. The incumbent is expected to exercise independent professional knowledge and sound judgment for the smooth planning, monitoring and implementation of functions for USAID/Egypt. The anticipated breakdown of duties associated with the position is as follows:

Accounts Payable (50%)

Review and certify all vouchers for payment and ensure compliance with the terms of the authorized contract, grant, purchase order, and travel authorizations. Ensure administrative approvals are obtained in accordance with the Prompt Pay Act.

Authorize proper disbursements for USAID/Egypt and Regional Inspector General Cairo

Sub-Office providing guidance in accordance with the ADS, FAH, FAM, DSSR, other applicable USG regulations.

Proficiently utilize Phoenix, the accounting system of record, to ensure that funds are obligated and/or committed and relevant charges are allocated and paid from the appropriate funds. Ensure that all authorizations, certifications, and other related documents properly recorded and filed in ASIST.

Monitor outstanding advances and open bills for collection and take follow-up action as necessary.

In coordination with the Chief Accountant, assist the payment section in planning, organizing, assigning and reviewing work. Assist in empowering staff to identify weaknesses/strengths to enhance professional development.

14. MAJOR DUTIES AND RESPONSIBILITIES:

In coordination with the Chief Accountant, assist in providing oversight, counseling, and support in payment processing to USG employees. This involves close interagency coordination.

Coordinate with and give advice to EXO and CORs/AORs in setting up accounting and tracking systems while integrating financial controls into the implementation mechanisms for each contract or grant in accordance with USAID Forward guidelines

Help develop service standards for the payments section and ensure adherence to those standards.

Ensure that payments procedures comply with USAID policies and applicable USG regulations.

Provide advice to Mission staff and partner country officials on payment processes and practices.

Oversee Mission’s Declining Balance Card program, including downloading reports, allowing credit limits, maintaining physical possession of cards, etc.

Serve as the Acting or the Deputy Controller, when required.

Quality Assurance (20%)

Formulate an internal quality assurance strategy for the OFM section with a particular focus on Accounting, Payments, Timekeeping and Non-Project Assistance processes to ensure highest standards of service and compliance with USAID policies and regulations.

Establish quality assurance processes (including program/steps etc.) for detection and prevention of ineffective and/or inefficient performance of critical OFM functions to protect USAID financial resources from waste, fraud, abuse, while ensuring compliance with applicable laws and regulations.

Oversee quarterly testing of documents for quality assurance, prepare reports on methodology and findings, propose corrective actions, share best practices, etc.

Analyze and evaluate new and existing systems, policies and regulations and standard contract conditions to determine their impact on OFM processes, and make recommendations to enhance processes and lead the implementation of such changes.

Develop innovative solutions to increase efficiency and meet changing work demands and regulations.

Engage in high level policy and systems improvement projects initiated at the mission, region or global levels.

Develop capacity/educate mission staff so that they can more effectively comply with

USG and USAID regulations.

Human Resources Re-organization (20%)

Coordinate updating Position Descriptions (PD), where required

Lead the process for re-classifying or updating of positions, as necessary, including preparing Job Discussion Help Sheet, organizational charts, and other necessary documentation.

Lead OFM recruitment, including chairing the technical evaluation committees, developing test and interview questions, conducting interviews, preparing selection memos, etc.

Budget and Accounting (10%)

Coordinate and advise on special initiatives like E2 for permanent change of station and entitlement travel, ASIST for B&A function, e-signatures, etc.

Handle review and reporting of potential Funds Control Violations (FCV) and advise on steps for preventing potential FCVs.

Monitor un-submitted E2 travel vouchers and follow-up with travelers, their supervisors and take other appropriate action, as necessary.

In addition, the incumbent may perform other special projects or tasks, as assigned by the

Controller or his/her designee.

In order to be considered for the position, a candidate must be a U.S. citizen and be able to obtain a Facility/Computer Access Only Security Clearance. S/he must submit an application in accordance with the following guidance. In addition, candidates must meet the Selection Criteria listed below.

Consideration and selection will be based on a panel evaluation of the criteria.

Candidates will be evaluated and ranked based on the following selection criteria:

1. Education and Prior Work Experience (60 points): At least 10 years of experience in accounting or an equivalent of accounting experience, college-level education and training that provided professional financial management knowledge is required. The applicant must demonstrate they have successfully worked at the full-performance level in accounting, auditing, or a financial management related field and demonstrated a good knowledge of accounting/financial management and of related and underlying fields that equals in breadth, depth, currency, and level of advancement that which is normally associated with successful completion of the 4 -year course of study.

2. Language Proficiency (5 points): English fluency is (required); Arabic language ability would be advantageous.

3. Knowledge (15 points): A thorough knowledge of financial management regulations, procedures and systems associated with US Government Foreign Affairs Agencies or other international development organizations is required. Must have a thorough understanding of project planning and implementation procedures and of USG organization and operations in general. Must be capable of developing financial, administrative and internal control systems that adequately safeguard resources and ensure statutory and regulatory compliance. Must be capable of directing and coordinating USG financial operations at the implementation level.

4. Skills and Abilities (20 points): Demonstrated management ability, teamwork and interpersonal skills are required. Proven ability to work well in complex institutional settings and to develop networks of relationships that facilitate collaboration among colleagues is required. Demonstrated ability to perform work within a team environment. Must be able to maintain effective working relations with American and local staff in USAID and other USG agencies at post, host country officials, local banks, credit institutions, and local business organizations. Must have excellent interpersonal

15. QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE:

and training skills, and genuine interest in developing the abilities of FSN staff. A high level of analytical skill and sound judgment is required. Must be able to compile and present a great deal of detailed information in a concise and fully professional manner.

Must be capable of advising and assisting in the supervision of a broad range of financial management personnel and coordinating the various elements of a complex

OFM operation.

Total points: 100 points

1. Supervision Received: Works under the general supervision of the Mission Controller or as delegated to the Deputy Controller, but the incumbent carries out assignments independently, referring only complex issues as needed to the supervisor. Incumbent independently plans, organizes, and carries out their duties.

2. Available guidelines: AID Directives System (ADS), Foreign Affairs Handbook (FAH), Foreign Affairs Manual (FAM), Department of State Standardized Regulations (DSSR), Mission Orders.

3. Exercise of Judgment: The incumbent has considerable independence and exercises professional judgment in verifying the adequacy of financial reports, researching payment and systems issues that arise, determining reasonableness of payment claims, and allowing or disallowing payments. Exercises independence in recommending actions to management to apply USG/USAID regulations, to correct deficiencies, and to enhance office productivity.

4. Nature, Level and Purpose of Contacts: Extensive and substantial contacts with internal and external customers and clients: FM management and peers, USAID project offices, and a variety of contractors, grantees and vendors for the purpose of exchanging information, researching and resolving issues. Also includes regular contact with local

USDO bank management.

5. Authority to Make Commitments: None, unless as delegated when serving as Acting

Controller or the Acting Deputy Controller.

6. Supervision Exercised: No continuing supervisory responsibility, except when called upon to serve as the Acting Controller or the Acting Deputy Controller.

II. EVALUATION AND SELECTION FACTORS

Selection Factors Scoring Percentage

Education and Prior Work Experience 60%

Language Proficiency 5%

Knowledge 15%

16. POSITION ELEMENTS:

Skills & Abilities 20%

TOTAL 100%

* As per details reflected under Qualifications above.

III. OTHER REQUIREMENTS:

The incumbent must be:

1. A U.S. citizen.

2. In possession of, or able to obtain, a “Facility/Computer Access Only” level Security

Clearance.

3. In possession of, or able to obtain, a State Department Medical Clearance for assignment to Cairo, Egypt. Details of how to obtain US Department of State Medical

Clearance will be provided.

4. Complete Foreign Affairs Counter-Threat (FACT) Training before arriving in Cairo.

5. Available and willing to work outside the regular 40-hour workweek when required or necessary.

IV. APPLYING

Submission of a resume alone IS NOT a complete application. This position requires the completion of additional forms and/or supplemental materials as described in this section. Failure to provide the required information and/or materials will result in your not being considered for employment.

Interested individuals meeting the Minimum Qualifications above are required to submit the following:

Signed Form AID 302-3, Offeror Information for Personal Services Contracts

(available at http://www.usaid.gov/forms/)

All applicants must submit complete dates (months/years) and hours per week for all positions listed on the form AID 302-3 to allow for adequate evaluation of your related and direct experiences. Applicants should note that the salary history for the purposes of the AID 302-3 is the base salary paid, excluding benefits and allowances such as housing, travel, educational support, etc.

Cover letter and a current resume/curriculum vita (CV). The CV/resume must contain sufficient relevant information to evaluate the application in accordance with the stated evaluation criteria. Broad general statements that are vague or lacking specificity will not be considered as effectively addressing particular selection criteria. Complete http://www.usaid.gov/forms/ dates (month/year) are also required on CV.

Applicants must provide a minimum of three and a maximum of five references within the last five years from the applicant’s professional life namely individuals who are not family members or relatives. Three references must be from direct supervisors who can provide information regarding the applicant’s work knowledge and professional experience. Applicants must provide e-mail addresses and/or working telephone numbers for all references.

Applicants also must address the above Section I #15: Selection Criteria, in a summary statement to be included in the application. This summary statement, limited to two pages, must describe specifically and accurately what experience, training, education, and/or awards the applicant has received that are relevant to each selection factor above. The summary statement must include the name of the applicant and the announcement number at the top of each page.

V. LIST OF REQUIRED FORMS FOR PSC HIRES

Once the CO or his designee informs the successful Offeror about being selected for a contract award, the CO or his designee will provide the successful Offeror instructions about how to complete and submit the following forms.

Forms outlined below can be found at: http://www.usaid.gov/forms/

1. Application for Federal Employment (AID 302-3);

2. Medical History and Examination Form (Department of State Forms)

3. Questionnaire for Sensitive Positions for National Security (SF-86), or

4. Questionnaire for Non-Sensitive Positions (SF-85)

5. Finger Print Card (FD-258)

CONTRACT INFORMATION BULLETIN (CIBs) AND ACQUISITION AND

ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING TO PSCs

CIBs AND AAPDSs contain information or changes pertaining to USAID policy and

General Provisions in USAID regulation and procedures concerning acquisition and assistance including Personal Service Contracts and can be found at:

http://www.usaid.gov/work-usaid/aapds-cibs. AIDAR Appendix D and J apply to USPSC and TCNPSC respectively and can be found at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.

VI. BENEFITS/ALLOWANCES

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

1. BENEFITS:

(a) Employer's FICA Contribution (USPSCs only)

(b) Contribution toward Health & Life Insurance http://www.usaid.gov/forms/ http://www.usaid.gov/work-usaid/aapds-cibs https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf

(c) Pay Comparability Adjustment

(d) Annual Increase (pending a satisfactory performance evaluation)

(e) Eligibility for Worker's Compensation

(f) Annual and Sick Leave

(g) Access to Embassy medical facilities, commissary and pouch mail service (USPSCs only)

*Note: If a US citizen, the Contractor’s salary will be subject to employee’s FICA and

Medicare contribution.

2. ALLOWANCES:

Section numbers refer to rules from the Department of State Standardized Regulations

(Government Civilians Foreign Areas)

(a) Temporary Lodging Allowance (Section 120)*

(b) Living Quarters Allowance (Section 130)

(c) Post Allowance (Section 220)

(d) Supplemental Post Allowance (Section 230)*

(e) Separate Maintenance Allowance (Section 260)

(f) Education Allowance (Section 270)

(g) Education Travel (Section 280)

(h) Post Differential (Chapter 500)

(i) Payments during Evacuation/Authorized Departure (Section 600), and

(j) Danger Pay Allowance (Section 650)

(k) Sunday Premium Pay 5%

* Standardized Regulations (Government Civilians Foreign Areas).

VII. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State

Income taxes.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES

PERTAINING TO PSCs

USAID regulations and policies governing USPSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix D, “Direct USAID Contracts with a U.S. Citizen or a U.S. Resident Alien for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf .

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

3. Acquisition and Assistance Policy Directives/Contract Information Bulletins

(AAPDs/CIBs) for Personal Services Contracts with Individuals available at https://aoprals.state.gov/content.asp?content_id=282&menu_id=86 https://aoprals.state.gov/content.asp?content_id=282&menu_id=86 https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/forms 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 .

http://www.usaid.gov/work-usaid/aapds-cibs https://www.oge.gov/web/oge.nsf/OGE%20Regulations