Program Specialist 9-11_Sol_7200AA23R00104_FE.pdf

7200AA23R00104

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

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C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

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M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

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SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

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FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

REQ-EE-23-000029

X

7200AA

USAID M/OAA

Office of Acquisition & Assistance 1300 Pennsylvania Avenue, NW, UA Washington DC 20523-1000

1700 ET 09/13/2023

Ony Razafindratovo orazafindratovo@usaid.gov

PAGE(S)

Trenae Bonner-Watson

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____0_________ calendar days (60 calendar days unless a different period is inserted

08/14/2023

U.S. Agency for International Development 1300 Pennsylvania Avenue, NW Washington, DC 20523 www.usaid.gov

ISSUANCE DATE: August 14, 2023 QUESTIONS DUE DATE: August 24, 2023 CLOSING DATE: September 14, 2023

CLOSING TIME: 5:00 PM EST

SUBJECT: Solicitation for GS-9/11 Equivalent Personal Services Contract (PSC) for Program Specialist, for Europe & Eurasia Technical Support Office (E&E/TSO) in the Bureau for Europe and Eurasia (E&E/TSO), USAID/Washington.

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications from qualified individuals interested in providing Personal Services Contract (PSC) services as described in the attached solicitation.

Submittals must be in accordance with the attached information at the place and time specified. In order to be considered for the position, candidates must meet the Minimum Qualifications listed in the solicitation. Consideration and selection will be based on a panel evaluation of the applications vis-a-vis the Evaluation Criteria. Resumes must be attached to the USAID form AID 309-2 (Offeror Information for Personal Services Contracts) and applicants should write a brief appendix to demonstrate how prior experience and/or training address these criteria. Applicants are required to sign the certification at the end of the AID 309-2.

Applications received without a signature will not be considered for the position.

Applicants are responsible for submitting the AID-309-2 so as to reach the Government office designated in the solicitation by the closing date and time specified in the solicitation.

Applications must be submitted in an email to the person specified below. An application received after the closing date and time will be considered late, unless there is acceptable evidence to establish that it was received on time.

Questions Questions must be received by the questions closing date August 24, 2023 before 5:00 EST, by email to the Senior Contract Specialist Ony Razafindratovo at orazafindratovo@usaid.gov and with a copy to the Senior Contracting Officer Mrs. Trenae S. Bonner-Watson at tbonner@usaid.gov.

Submission of proposals Submission of proposals in response to this solicitation must be in accordance with the instructions in Section VI of this solicitation and must be directed by email to Ony Razafindratovo at orazafindratovo@usaid.gov and with a copy to the Senior Contracting Officer Mrs. Trenae S. Bonner-Watson at tbonner@usaid.gov.

about:blank about:blank about:blank mailto:orazafindratovo@usaid.gov mailto:tbonner@usaid.gov mailto:orazafindratovo@usaid.gov mailto:tbonner@usaid.gov

RFP# 7200AA23R00104

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All email submissions must contain the solicitation number, RFP# 7200AA23R00104, in the subject line.

Offerors should retain for their records copies of all enclosures which accompany their proposals.

Sincerely, Trenae Bonner-Watson Senior Contracting Officer

M/OAA/RM/AEM

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I. GENERAL INFORMATION

SOLICITATION NUMBER: 7200AA23R00104

ISSUANCE DATE: August 14, 2023

QUESTION DUE DATE: August 24, 2023

CLOSING DATE September 13, 2023

POSITION TITLE: USPSC GS-9/11 Program Specialist, Bureau for Europe and Eurasia - TSO

MARKET VALUE: This position for US Personal Services Contractor Program Specialist, has been designated as a “ladder” position. The entry level for this position has been established at the GS-9/Step 10 level equivalent (Salary of $84,441 per year) rate with locality pay, with promotion potential through the GS-11/Step 9-10 equivalent level (up to Salary $102,166 per year) rate with locality pay. Salaries over and above the top of the pay range will not be entertained or negotiated. The incumbent must be willing and available to fulfill the terms of this contract in Washington, D.C.

PERIOD OF PERFORMANCE: This position is a 5-year contract; Two(2)-year base, with three(3)-year option periods. Subject to satisfactory performance, requirements of the position, and availability of funds.

The initial appointment is for two years, with the possibility of renewal for three additional years.

USAID reserves the right to end the employment contract before the end of the initial two-year contract.

PLACE OF PERFORMANCE: Washington, D.C. | Space has been allocated for this position and is available for use at E&E/TSO

This position has been designated as suitable for Telework, subject to meeting the telework policy requirements (see ADS 309man). The contractor

4 | Page will be authorized to perform the services under this contract from the official USAID worksite where the contractor will perform services on-site for a certain number of days per pay period and perform the remaining days at an alternative worksite (the contractor’s residence)

SECURITY LEVEL REQUIRED: Secret

AREA OF CONSIDERATION: Open to all U.S. Citizens

REGISTRATION IN SAM REQUIRED: All individuals contracted as USPSCs are required to have a Unique Entity Identifier (UEI) Number, and register in System for Award Management (SAM) – www.sam.gov

II. PURPOSE OF THE POSITION:

The U.S. Agency for International Development (USAID) seeks the services of a Program Specialist to serve in the Bureau for Europe and Eurasia, Technical Support Office (E&E/TSO).

Under the direct supervision of the Program Analyst, the Program Specialist is responsible for independently performing a wide variety of administrative, management and program support activities necessary to effectively support TSO.

The incumbent must have the ability to interact with a broad range of internal and external partners and functions successfully as a member of a fast-paced multi-functional office. The incumbent must also have demonstrated initiative and ability to manage competing work priorities and work independently when required. The incumbent must also have strong organizational and interpersonal skills. The incumbent should also be team-oriented and able to take direction from and interact effectively with several team members.

III. DUTIES AND RESPONSIBILITIES OF THE POSITION

POSITION DESCRIPTION OVERVIEW

The work of the Program Specialist requires teamwork, the exercise of discretion, judgment, and personal responsibility. The incumbent has a high level of integrity and attention to detail to ensure the Agency’s policies and guidelines are being adhered to. The incumbent is highly flexible and willing to work under conditions of ongoing changes and remains professional and respectful to colleagues and authority in a diverse workforce. The incumbent is able to prioritize and complete tasks without follow-up by the supervisor while also filling in gaps as needed to ensure the responsiveness of the Technical Support Office (TSO). As a member of a http://www.sam.gov/

5 | Page highly operational office, the incumbent is willing and able to perform a wide range of administrative, program and management support duties necessary to effectively support TSO.

The PSC will work pursuant to the statement of work set forth in the contract for the GS-9 level position for a minimum period of 12 months (Washington, D.C. locality). Final compensation will be negotiated within the listed market value depending on qualifications, experience, and educational background.

After 12 months of performance, the PSC may be considered for promotion to the GS-11/Step 9 or 10 level subject to completion of the annual performance evaluation by the supervisor. To be eligible for promotion to this level, the PSC must receive at least a “Satisfactory” performance rating in the annual performance evaluation. The evaluation must include a statement by the supervisor that the PSC is performing successfully at the current grade and is considered ready to perform at the higher grade level.

STATEMENT OF DUTIES – GS-9

Under the direct supervision of the Program Analyst, the Program Specialist will perform the following duties:

Provide direct administrative support to the Technical Support Office Director, Deputy Director, and Technical Support staff.

Receive incoming actions for TSO and records these actions on trackers. Sort and distribute incoming tasks to TSO staff and follows up to ensure that the trackers reflect the most recent status of tasks and upcoming meetings. Work in close coordination with the E&E Front Office and the Bureau Executive Secretariat (ES) liaison to receive, route, and control ES taskers for the TSO. Reminds staff of upcoming deadlines. Ensure that TSO tracking mechanisms are up-to-date and consistent.

Serve as TSO representative on the E&E tasker list, should the need arise; and receive taskers from within the Agency for assignment to points of contact within the Bureau for action, which may include periodic weekend coverage.

Establish and maintain effective working relationships with intra-Agency executive, administrative, and /or program staff.

Make photocopies, sends faxes, and e-mails, and performs other routine office duties on an ad hoc basis. Recommend revisions to the administrative procedures and policy to the supervisor.

Maintain and schedule appointments for the Office Director and Office Management.

Review schedule and follows-up to ensure that conflicts are avoided, priority meetings are scheduled, changes in meeting times and places are coordinated with all participants, taking into account the schedule of the Office Director and other participants.

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Schedule regular and ad hoc meetings, including reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, and assembling background and informational materials as requested.

Responsible for receipt, review, analysis, and control of incoming actions, documents (including, faxes, controlled and routine correspondence), and ensure compliance with deadlines.

Devise and implement an automated correspondence status and tracking system which locates and reports the status of any given piece of communication, and update office leadership on compliance with deadlines. Periodically review the system and make improvements where needed. Sort and distribute correspondence and other mails.

Prepare final correspondence for the Office Director and Staff ensuring that formats conform to Agency’s guidelines. Reviews and corrects all correspondence, program and project documentations originating in the office or coming to the office for clearance (e.g., action memorandum, taskers, briefers, project authorizations, IAAs, etc.), ensuring conformity to the Agency and Bureau standards.

Maintain a tracking "suspense" system for monitoring the status of documentations (taskers, briefers, etc.)

Draft routine project documents, clearance pages, memoranda and other correspondences as requested.

Receive incoming calls and visitors using judgment and initiative. Refer calls when appropriate and in priority order and responds to calls of a non-technical nature.

As necessary, escort visitors to meetings with E&E offices and facilitate security screening and other entrance procedures.

Work with TSO program staff on general management related activities for use in briefings, publications, and reports. Collect and compile data for use in regular and ad hoc reporting on the status of programs from various sources such as cooperating agency reports, USAID reports and documents, and technical staff. Recommend formats for reports, ensuring consistency with USAID’s standards. Collects and makes arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, and cooperating agencies.

Maintain an up-to-date file plan and assures that TSO records are described accurately in the Agency’s records file. Maintain subject files of correspondence and reports.

Prepare files for storage or destruction, as appropriate. Ensures the proper retention, segregation, destruction and retirement of official office files. Coordinate office records management, including the annual inventory of TSO records containing personally identifiable information (PII) with the Bureau Records Liaison Officer.

Be responsible for updating and maintaining TSO electronic “public” drive.

Ensure that policies and practices are implemented which facilitate the mission of the office. On own initiative, recommend changes in the administrative practices and install office procedures and practices to be used by the office staff.

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Coordinate maintenance of office operating machines as needed.

Secure temporary clearances, receive and announce visitors.

Facilitate intra-bureau communication and coordination by ensuring that staff is fully informed on Bureau’s administrative and management developments and assignments where the work or various offices would be affected, and coordinate replies from Bureau offices as appropriate when a joint action assignment is required.

Serve as the TSO point of contact for onboarding new staff, both temporary and permanent. Works closely with AMS, CIO, SEC, and HCTM to ensure that new staff members are able to start working on their first day.

Assist in familiarizing new staff members with the office standards and procedures and/or participating in their on-the-job training.

Order office supplies for the TSO, ensuring supplies stay stocked not to hinder staff from completing their assignments.

Serve as back-up travel arranger. Arrange travel and prepare travel vouchers for TSO staff in the E2 System. Submit Electronic Country Clearance (ECC) requests for travelers.

Work with the Travel and Transportation Division to obtain/renew visas and diplomatic passports for travelers. Prepare travel vouchers for reimbursement.

Serve as primary timekeeper for the TSO staff using the WebTA system. Work closely with staff to ensure accuracy of records and to identify time and attendance problems.

Troubleshoot problems with payroll and HCTM when necessary.

Maintain the Office Leave/TDY/In-Office Schedule on Google docs.

Provide phone and other backstopping support to other administrative and front office assistants on an as-needed basis.

Perform other duties as assigned.

Knowledge Level Required by the Position:

At the proposed grade level, the employee is expected to have knowledge of administrative systems at a level characteristically acquired through previous administrative experience of at least five years. The incumbent must have the ability to interact with a broad range of internal and external partners and function successfully as a member of a fast-paced multi-functional office. The incumbent must also have demonstrated initiative and ability to manage competing work priorities and work independently when required. The incumbent must also have strong organizational and interpersonal skills. The incumbent should also be team-oriented and able to take direction from and interact effectively with a number of team members.

The incumbent of this position will:

● apply a sound understanding of USAIDs operational processes and administrative procedures in Washington to support E&E/TSO.

● serve as a central point of contact on USAID policies and guidelines.

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Supervisory Relationship and Controls

The Program Specialist will report to the Program Analyst of E&E/TSO. The Program Specialist will provide direct support to the Director and Deputy Director of the E&E/TSO. With guidance from the Director, the incumbent exercises a moderate degree of independence and initiative in defining and carrying out duties, prioritizing overall objectives and managing available resources.

The Program Specialist will perform duties under the direct supervision of the Program Analyst.

Supervisor sets overall objectives and resources available; the USPSC consults with the supervisor to develop deadlines, projects, and work to be done. The USPSC is responsible for planning and carrying out assignments. The USPSC is responsible for planning approaches or methodology to be used in carrying out assignments.

Guidelines

The employee uses initiative and resourcefulness in deviating from traditional methods or in researching patterns and trends to develop new methods, criteria or proposes policies. The incumbent of this position will:

Critically review existing operational processes and administrative procedures and offer alternative solutions to problems to achieve TSO objectives.

Serve as a recognized expert on USAID policies and guidelines, after completion of a minimum one year.

As appropriate, formatting initial briefing papers for review and input by staff, and handling clearance procedures.

Level of Complexity of Work Assignments:

At the GS-9 level, duties are moderately varied requiring different processes and methods applied to administrative and management functions; maintaining contact with USAID employees, supervisors, and managers to give guidance on administrative practices. Problem solving, working across the Bureau and researching administrative and logistical issues will be the key aspects of the incumbent’s duties.

The GS-9 program specialist carries out his/her assignment in accordance with plans, schedules, and samples determined by the supervisor. The supervisor or team leader defines the method of approach to be taken and techniques to be used and discusses them with the program specialists. The GS-9 specialist discusses initial findings and observations with the supervisor before preparing the draft of his portion of the formal report. The supervisor checks on work progress and reviews the final product for technical and factual accuracy.

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Scope and Effect

The employee has a wide range of administrative duties to support the office of TSO which includes three divisions.

The work of the Program Specialist requires teamwork, the exercise of discretion, judgment, and personal responsibility. The incumbent has a high level of integrity and attention to detail to ensure the Agency’s policies and guidelines are being adhered to. The incumbent is highly flexible and willing to work under conditions of ongoing changes and remains professional and respectful to colleagues and authority in a diverse workforce. The incumbent is able to prioritize and complete tasks without follow-up by the supervisor while also filling in gaps as needed to ensure the responsiveness of the Technical Support Office (TSO). As a member of a highly operational office, the incumbent is willing and able to perform a wide range of administrative, program and management support duties necessary to effectively support TSO.

Personal Contacts

At the proposed grade level, the employee is expected to maintain contact with individuals or groups from inside the agency. Contact is typically with individuals within the E&E bureau and other offices in the Agency, particularly in administrative and management functions such as payroll, human resources, travel, and financial management. As directed by TSO leadership and staff, the incumbent also will facilitate entry/security procedures for visitors and escort guests to E&E office spaces for meetings.

Purpose of Contacts

The contacts are needed to accomplish the following assigned duties of this position:

Develop and maintain collaborative relationships with employees at USAID.

Maintain contacts with Travel and Transportation Division, Travel Management Center and other offices internally/externally for the purpose of accomplishing administrative tasks (scheduling, travel, etc.).

Initiates contact with USAID employees, supervisors, and managers to give guidance on problems or relationships of a procedural nature, such as administrative practices.

Serve as the point of contact for visitors to E&E offices.

Responsibility for Decision Making

At the proposed grade level, the employee is expected to perform under general administrative discretion. The employee will track all tasks for action that come into the office and assign tasks to the appropriate desk officer.

The incumbent of this position will:

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● ensure that priority meetings are scheduled, changes in meeting times and places are coordinated with all participants, taking into account the schedule of the Office Director and other participants.

● maintain tracking systems for incoming tasks, assign tasks and deadlines to the most appropriate TSO Division staff.

Physical Demands: The work is generally sedentary and does not pose undue physical demands.

Work Environment: The incumbent will be based at USAID headquarters in Washington, DC.

Office setting is in in RRB, in a cubicle.

Security Level Required: Secret

Travel Requirements: None.

STATEMENT OF DUTIES - GS-11

Under the direct supervision of the Program Analyst, the Program Specialist will perform the following duties:

Provide direct administrative support to the Technical Support Office Director, Deputy Director, and Technical Support staff.

Receive incoming actions for TSO and records these actions on trackers. Sort and distribute incoming tasks to TSO staff and follow up to ensure that the trackers reflect the most recent status of tasks and upcoming meetings. Work in close coordination with the E&E Front Office and the Bureau Executive Secretariat (ES) liaison to receive, route, and control ES taskers for the TSO. Remind staff of upcoming deadlines. Ensure that TSO tracking mechanisms are up-to-date and consistent.

May serve as TSO representative on the E&E tasker list, which receives taskers from within the Agency for assignment to points of contact within the Bureau for action. May include periodic weekend coverage.

Establish and maintains effective working relationships with intra-Agency executive, administrative, and /or program staff.

Make photocopies, sends faxes, and e-mails, and perform other routine office duties on an ad hoc basis. Recommend revisions to the administrative procedures and policy to the supervisor.

Maintain and schedule appointments for the Office Director and Office Management.

Review schedule and follows-up to ensure that conflicts are avoided, priority meetings are scheduled, changes in meeting times and places are coordinated with all

11 | Page participants, taking into account the schedule of the Office Director and other participants.

Schedule regular and ad hoc meetings, including reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, and assembling background and informational materials as requested.

Responsible for receipt, review, analysis, and control of incoming actions, documents (including, faxes, controlled and routine correspondence), and ensure compliance with deadlines.

Devise and implement an automated correspondence status and tracking system which locates and reports the status of any given piece of communication, and update office leadership on compliance with deadlines. Periodically review the system and make improvements where needed. Sort and distribute correspondence and other mails.

Prepare final correspondence for the Office Director and Staff ensuring that formats conform to Agency’s guidelines. Review and correct all correspondence, program and project documentations originating in the office or coming to the office for clearance (e.g., action memorandum, taskers, briefers, project authorizations, IAAs, etc.), ensuring conformity to the Agency and Bureau standards.

Maintain a tracking "suspense" system for monitoring the status of documentations (taskers, briefers, etc.)

Draft routine project documents, clearance pages, memoranda and other correspondences as requested.

Receive incoming calls and visitors using judgment and initiative. Refer calls when appropriate and in priority order and responds to calls of a non-technical nature.

As necessary, escort visitors to meetings with E&E offices and facilitates security screening and other entrance procedures.

Work with TSO program staff on general management related activities for use in briefings, publications, and reports. Collect and compile data for use in regular and ad hoc reporting on the status of programs from various sources such as cooperating agency reports, USAID reports and documents, and technical staff. Recommend formats for reports, ensuring consistency with USAID’s standards. Collect and make arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, and cooperating agencies.

Maintain an up-to-date file plan and assures that TSO records are described accurately in the Agency’s records file. Maintain subject files of correspondence and reports.

Prepare files for storage or destruction, as appropriate. Ensure the proper retention, segregation, destruction and retirement of official office files. Coordinate office records management, including the annual inventory of TSO records containing personally identifiable information (PII) with the Bureau Records Liaison Officer.

Be responsible for updating and maintaining TSO electronic “public” drive.

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Ensure that policies and practices are implemented which facilitate the mission of the office. On own initiative, recommend changes in the administrative practices and installs office procedures and practices to be used by the office staff.

Coordinate maintenance of office operating machines as needed.

Secure temporary clearances, receive and announce visitors.

Facilitate intra-bureau communication and coordination by ensuring that staff is fully informed on Bureau’s administrative and management developments and assignments where the work or various offices would be affected, and coordinate replies from Bureau offices as appropriate when a joint action assignment is required.

Serve as the TSO point of contact for onboarding new staff, both temporary and permanent. Work closely with AMS, CIO, SEC, and HCTM to ensure that new staff members are able to start working on their first day.

Assist in familiarizing new staff members with the office standards and procedures and/or participating in their on-the-job training.

Order office supplies for the TSO, ensuring supplies stay stocked not to hinder staff from completing their assignments.

Serve as back-up travel arranger. Arrange travel and prepare travel vouchers for TSO staff in the E2 System. Submit Electronic Country Clearance (ECC) requests for travelers.

Work with the Travel and Transportation Division to obtain/renew visas and diplomatic passports for travelers. Prepare travel vouchers for reimbursement.

Serve as primary timekeeper for the TSO staff using the WebTA system. Work closely with staff to ensure accuracy of records and to identify time and attendance problems.

Troubleshoot problems with payroll and HCTM when necessary.

Maintain the Office Leave/TDY/In-Office Schedule on Google docs.

Act as office manager for the TSO. Advise TSO leadership on the need for revisions in administrative procedures and policy. Take the initiative to recommend changes to administrative practices and set office procedures and practices to be used by the staff.

Facilitate intra-bureau communication and coordination by assuring that staff is fully informed on Bureau administrative and management developments.

Provide phone and other backstopping support to other administrative and front office assistants on an as-needed basis.

On occasion, perform research for and respond personally to requests for information.

Draft briefer shells into which subject matter experts will provide input. As requested, obtain clearances and incorporates changes into documents. Put all documents, memos, and cables into final presentation form.

Assist staff experts with compiling and maintaining a list of talking points and background information from previously cleared documents for quick reference by staff and others in the Agency seeking the latest standard talking points.

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Knowledge Level Required by the Position

At the proposed grade level, the employee is expected to have knowledge at a level characteristically acquired through previous administrative experience of at least seven years.

The employee is expected to have sufficient knowledge of administrative procedures and systems in order to independently verify guidance provided by others within the Agency. The employee should be able to explain how the details of particular situations might require a deviation from ordinary processes or established guidance, and what procedures or policy guidance is available to help the office achieve its goals. The incumbent must have the ability to interact with a broad range of internal and external partners and function successfully as a member of a fast-paced multi-functional office. The incumbent must also have demonstrated initiative and ability to manage competing work priorities and work independently when required. The incumbent must also have strong organizational and interpersonal skills. The incumbent should also be team-oriented and able to take direction from and interact effectively with a number of team members.

In addition, the employee may assist TSO staff members with administrative components of producing briefing papers, such as preparing initial briefing papers for the division to fill with content. When the content required already exists as cleared talking points or other documents, the incumbent may pre-populate briefing papers with this content, for review and final editing by assigned staff and/or Director or Deputy Directory. The employee may also assist staff with managing the clearance process for documents requiring clearance within the Agency or from E&E Bureau leadership.

Supervisory Relationship and Controls

The Program Specialist will provide direct support to the Director and Deputy Director of the E&E/TSO. With guidance from the Director, the incumbent exercises a moderate degree of independence and initiative in defining and carrying out duties, prioritizing overall objectives and managing available resources.

The Program Specialist will perform duties under the direct supervision of the Program Analyst.

Supervisor sets overall objectives and resources available; the USPSC consults with the supervisor to develop deadlines, projects, and work to be done. The USPSC is responsible for planning and carrying out assignments. The USPSC is responsible for planning approaches or methodology to be used in carrying out assignments.

Guidelines for the Required Works

The employee is expected to familiarize themselves with USAID's administrative guidelines and policies for assist with completing their assignments successfully.

The incumbent of this position will:

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Critically review existing operational processes and administrative procedures and offer alternative solutions to problems to achieve TSO objectives.

Serve as a recognized expert on USAID policies and guidelines.

As appropriate, format initial briefing papers for review and input by staff, and handling clearance procedures.

Level of Complexity of Work Assignments:

At the GS-11 level, duties are moderately varied requiring different processes and methods applied to regular problems; initiating contact with USAID employees, supervisors, and managers to give guidance on problems or relationships of a procedural nature, such as administrative practices. The key aspects of the incumbent’s duties are problem solving, working across the Bureau and researching administrative and logistical issues.

The GS-11 program specialist typically provides assistance to other program specialists who develop the project or program evaluation plan, determine the coverage, suggest methodology, and provide guidance on the handling of technical problems and public relations issues as they arise. Within this framework, GS-11 specialists organize and carry out their assignments with relative independence from supervision. They work out their analyses and recommendations without assistance before submitting them to the supervisor for discussion and review. Results are reviewed for adequacy of coverage, factual development, and accuracy of presentation.

Scope and Effect

The work of the Program Specialist requires teamwork, the exercise of discretion, judgment, and personal responsibility. The incumbent has a high level of integrity and attention to detail to ensure the Agency’s policies and guidelines are being adhered to. The incumbent is highly flexible and willing to work under conditions of ongoing changes and remains professional and respectful to colleagues and authority in a diverse workforce. The incumbent is able to prioritize and complete tasks without follow-up by the supervisor while also filling in gaps as needed to ensure the responsiveness of the Technical Support Office (TSO). As a member of a highly operational office, the incumbent is willing and able to perform a wide range of administrative, program and management support duties necessary to effectively support TSO.

Personal Contacts

At the proposed grade level, the employee is expected to maintain contact with individuals or groups from inside the agency. Contact is typically with individuals within the E&E bureau and other offices in the Agency, particularly in administrative and management functions such as payroll, human resources, travel, and financial management. As directed by TSO leadership and staff, the incumbent also will facilitate entry/security procedures for visitors and escort guests to E&E office spaces for meetings.

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Purpose of Contacts

The contacts are needed to accomplish the following assigned duties of this position:

Develop and maintain collaborative relationships with employees at USAID.

Maintain contacts with Travel and Transportation Division, Travel Management Center and other offices internally/externally for the purpose of accomplishing administrative tasks (scheduling, travel, etc.).

Initiates contact with USAID employees, supervisors, and managers to give guidance on problems or relationships of a procedural nature, such as administrative practices.

Serve as the point of contact for visitors to E&E offices.

Responsibility for Decision Making

At the proposed grade level, the employee is expected to perform under general administrative discretion. The employee will track all tasks for action that come into the office, assign tasks to the appropriate desk officer, and use discretion to highlight certain tasks that are at risk of not being completed to office leadership, or reassign where appropriate.

The incumbent of this position will:

● ensure that priority meetings are scheduled, changes in meeting times and places are coordinated with all participants, taking into account the schedule of the Office Director and other participants.

● maintains tracking systems for incoming tasks, assign tasks and deadlines to the most appropriate TSO Division, and when necessary, highlight to EETSO leadership or other bureaus when the Division staff is unable to meet the assigned deadline.

Physical Demands: The work is generally sedentary and does not pose undue physical demands.

Work Environment: The incumbent will be based at USAID headquarters in Washington, DC.

Office setting is in in RRB, in a cubicle.

Security Level Required: Secret

Travel Requirements: None

IV. MINIMUM QUALIFICATION REQUIREMENTS

Applicants must possess the minimum qualifications for the position. Applicants who do not meet all the education and experience factors are considered NOT qualified for the position.

Once an applicant has been identified as the selected individuals, then the applicant will begin at the salary level appropriate to the selected candidate’s qualifications and experience.

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SELECTION FACTORS

Education and Experience

The following factors are listed and will be the basis for the minimum evaluation requirements for all offerors. A candidate must meet the minimum qualifications listed below to be considered for the position:

● Bachelor’s degree and five (5) years of professional office experience.

● Demonstrate experience and proficiency with Microsoft Word, Excel, PowerPoint, and

Google apps and docs. Experience in the use of data base application is recommended.

● Demonstrate experience with file maintenance and familiarity with Federal filing and record-keeping requirements.

● Demonstrate experience in arranging travel using the E2 or similar travel system.

● Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.

All offerors will be evaluated and scored based on the responses and documentation submitted with the offer.

AND

● U.S. Citizenship is required; and ability to obtain and maintain U.S. government Secret security clearance, in accordance with USAID hiring policy.

● Submission of a current resume, with complete contact information;

● Supplemental document specifically addressing the Quality Ranking Factors (QRFs);

● Submission of a U.S. Government Optional Form (AID-309-2)

V. EVALUATION AND SELECTION CRITERIA

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. FAR provisions of this solicitation are available at https://www.acquisition.gov/browse/index/far.

The Technical Evaluation Committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

https://www.usaid.gov/forms/aid-302-3 https://www.acquisition.gov/browse/index/far

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OFFEROR RATING SYSTEM

Applicants who meet the minimum requirements for the position will be further evaluated based on the Quality Ranking Factor (QRF) responses. The offeror rating system factors are used to determine the competitive ranking of qualified offerors in comparison to other offerors.

Offerors must demonstrate the rating factor (a) outlined below within their resume, as it is evaluated strictly by the information provided. The rating factors are as follows:

(a) Knowledge and Work Experience (80 points).

QRF #1 Demonstrated experience in maintaining a records system for projects and familiarity with Federal records keeping requirements, with preference given to experience in working with international development projects. (20 points)

QRF #2 Demonstrated experience in providing administrative support in a professional office context, with preference given to extensive experience in working with Microsoft Word, Excel, PowerPoint, and Google Mail. (20 points)

QRF #3 Demonstrate experience with creating/maintaining a tracking system for office documentations. (10 points)

QRF #4 Demonstrated experience working with senior government officials and technical experts, and the ability to managing communications with tact and diplomacy. (10 points)

QRF #5 Demonstrated experience conducting research and preparing presentations, briefings, charts, graphs and other visuals for use in a professional business environment. (10 points)

QRF #6 Demonstrated experience in arranging and executing travel for an office, with preference given to experience in working with international development projects. (10 points)

(b) QRF #7 Satisfactory Professional Reference Checks (20 points).

Applicants are required to address each of the QRFs on a separate sheet describing specifically and accurately what experience, training, education, and/or awards they have received that are relevant to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to address the selection and/or QRFs may result in an applicant not receiving credit for all pertinent experience, education, training, and/or awards.

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The most qualified candidates may be interviewed and required to provide a writing sample.

EE/TSO will not pay for any expenses associated with the interviews. USAID may evaluate the applicant’s professional references and academic credentials. EE/TSO reserves the right to make additional selections from this solicitation.

NOTE: If the full security application package is not submitted within 30 days after the Office of Security determines eligibility, the offer may be rescinded. If a Secret security clearance is not obtained within six months after offer acceptance, the offer may be rescinded.

Applicant Rating System (Summary) QRFs have been assigned the following points:

QRF #1 – 20 points QRF #2 – 20 points QRF #3 – 10 points QRF #4 – 10 points QRF #5 – 10 points QRF #6 – 10 points QRF #7 – 20 points Total possible points: 100

Interview Performance: Pass/Fail

VI. HOW TO APPLY:

Eligible offerors are required to complete and submit the following:

1) A USAID form AID 309-2 (Offeror Information for Personal Services Contracts - available at the USAID website, http://www.usaid.gov/forms/), with hand-written signature.

Form AID 309-2 must be signed and those submitted unsigned will be rejected;

2) A resume must be attached to the AID 309-2. Resumes must contain sufficient information to make a valid determination of meeting experience requirements as stated in this solicitation. This information should be clearly identified in the resume.

Failure to provide information sufficient to determine qualifications for the position will result in loss of full consideration.

3) Offeror submissions must clearly reference the solicitation number on all offeror submitted documents.

In order to fully evaluate applications, resume must include:

a. Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Dates (month/year) and locations for all field experience must also be detailed. Any experience that does not include dates about:blank http://www.usaid.gov/forms/ about:blank

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(month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.

b. Specific duties performed that fully detail the level and complexity of the work.

c. Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.

4) A supplemental document of up to two pages that demonstrates how prior experience and/or training directly address the QRFs should be attached.

5) Names and current contact information of three professional references that have knowledge of the applicant’s ability to perform the duties set forth in this solicitation.

6) To ensure consideration of applications for the intended position, please reference the solicitation number on the application, as the subject line in any email, e.g., RFP#

7200AA23R00104

7) A cover letter of not more than one (1) page may be submitted, but is optional.

By submitting the application materials, the applicant certifies that all of the information on and attached to the application is true, correct, and complete and made in good faith. The applicant agrees to allow all information on and attached to the application to be investigated.

False or fraudulent information on or attached to the application may result in being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.

Applications must be received by the closing date and time specified in this solicitation, and submitted to the Point of Contact.

VII. LIST OF REQUIRED FORMS FOR PSCS

Once the CO 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.

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

1) USAID form AID 309-2 (To be submitted with application).

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)**

** Forms 2 through 5 shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.

VIII. BENEFITS AND ALLOWANCES

http://www.usaid.gov/forms/

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

A. BENEFITS:

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance

(c) Pay Comparability Adjustment

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

(e) Eligibility for Worker's Compensation

(f) Annual and Sick Leave

B. ALLOWANCES:

Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas):

(a) Temporary Quarter Subsistence Allowance (Section 120)

(b) Living Quarters Allowance (Section 130)

(c) Cost-of-Living Allowance (Chapter 210)

(d) Post Allowance (Section 220)

(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)

IX. TAXES

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

X. ACQUISITION & ASSISTANCE POLICY DIRECTIVES (AAPDS) AND CONTRACT INFORMATION

BULLETINS (CIBS) PERTAINING TO PSCs

AAPDs and CIBs contain changes to USAID policy and the PSC General Provisions in accordance with USAID regulations and contracts. See http://www.usaid.gov/work-usaid/aapds-cibs.

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/ads/policy/300/aidar .

http://www.usaid.gov/work-usaid/aapds-cibs

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2. Contract Cover Page form AID 302-4 available at https://www.usaid.gov/forms or found here: https://2012-2017.usaid.gov/forms/aid-302-4.

3. Acquisition and Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services…