Solicitation.doc

SOLICITATION NUMBER:

SOL-267-14-000004

ISSUANCE DATE:

November 7, 2013

CLOSING DATE/TIME:

November 22, 2013 / 17:00 Baghdad Time

POSITION TITLE:

Correspondence and Records Specialist (Intermittent)

MARKET VALUE:

GS-9 equivalent ($ 41,563 to $ 54,028)

($ 19.92 to $ 25.89 per hour)

PERIOD OF PERFORMANCE: One year intermittent, with possible extension.

The Personal Services Contractor hired under this intermittent contract will provide up to a maximum of 180 workdays of services on an annual basis.

PLACE OF PERFORMANCE: Iraq

SECURITY ACCESS: U.S. Citizen – Secret Security Clearance

Third Country National – RSO Security Certificate

AREA OF CONSIDERATION:

U.S. Citizens / Third Country National

(TCN)

I. STATEMENT OF WORK

Basic Function of the Position:

The Correspondence and Records Specialist is responsible for the organization, maintenance and control of the unclassified Correspondence & Records (C&R) Program for the USAID Mission to Iraq. The incumbent is responsible for on-the-job training for Secretarial staff and technical office file custodians within the Mission in USAID official record management procedures. S/he is responsible for advising staff responsible for C&R on the proper procedures to be followed for the receipt, assignment of actions and distribution of all correspondence. S/he exercises staff direction and control over decentralized records and file operations. Under the direct supervision of the Supervisory Executive Officer, the incumbent conducts record inventories and inspections of files to ensure that proper maintenance, disposal and the avoidance of unnecessary duplication of files are being followed. S/he works closely with Mission staff in determining classification of files, as well as determining and advising on which records may be retained on a centralized basis.

Major duties and responsibilities:

a) Management of the Correspondence & Records Program – (60% of time)

The incumbent is responsible for organization, maintenance and control of the unclassified C&R Management program for the USAID Mission to Iraq, a medium-sized Mission with complex projects. The incumbent conducts routine inspections/inventories of files to ensure records are maintained properly in accordance with USAID policies and duplicate files are avoided. S/he plans, establishes and maintains a system for centralized and decentralized unclassified records. S/he analyzes and modifies as necessary, local procedures for the receipt, control, processing, distribution and dispatch of unclassified correspondence. The incumbent determines need for new files, revised space requirements, modification of procedures, need for new equipment and other needs associated with records and correspondence management. S/he works closely with Mission staff at all levels on C&R management issues.

b) Training – (30% of time)

The incumbent is responsible for providing on-the-job training of USAID C&R procedures (proper classification and labeling, maintenance and filing of program, case, and subject files, procedures for archiving, storage, destruction and/or shipment of records to Washington for storage) to secretarial staff, file custodians, and Contracting Officer’s Representatives (CORs). S/he serves as the Mission’s subject matter expert on records management and correspondence control; and provides written and oral directives necessary for adopting USAID C&R management policies and procedures.

c) Reporting – (10% of time)

The incumbent prepares annual and special reports to be sent to USAID/Washington regarding C&R Management. S/he oversees organization and submission of the Mission Vital Records and updates the emergency plan for records protection and destruction. S/he establishes standard operating procedures for C&R to include management and control of correspondence flow, and reproduction services including printing of materials, binding and laminating of Mission publications.

II. REQUIRED MINIMUM QUALIFICATIONS AND SELECTION CRITERIA

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

Education: Secondary school and some University studies required. Relevant technical education is highly desirable. (10 points)

Prior Work Experience: Six years of administrative or clerical experience in records management is required. Experience with the U.S. Government or librarian experience is highly desirable. Experience in a cross-cultural setting is viewed favorably. (40 points)

Language Proficiency: Fluent English (Level IV) reading, speaking and writing ability is required; knowledge of Arabic is a plus. (10 points)

Knowledge: Thorough knowledge of organizational file systems and procedures is required. Knowledge of management of US Government correspondence and records is a plus. (20 points) Abilities and Skills: Must have the ability to oversee, organize and manage records and correspondence operations. Must have excellent computer skills and ability to analyze existing systems and procedures and recommend improvements to enhance efficiency. Must be tactful and effective in explaining procedures and requirements to Mission personnel and must have the ability to manage and supervise the C&R management functions. Must have good knowledge of personal computers and data entry. Must be able to work with minimal supervision. (20 points) Maximum Points Available: 100.

Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks. USAID reserves the right to conduct interviews with the top ranked short-listed applicants. The interview will be one of the determining factors in the final selection.

III.

TERM OF PERFORMANCE / COMPENSATION

Within two weeks after written notice from the Contracting Officer that all clearances, including medical and security clearances, have been received, or unless another date is specified by the Contracting Officer in writing, the contractor shall proceed to the Washington, D.C. area for mandatory pre-deployment training and orientation, and then directly to Baghdad, Iraq, where s/he shall promptly commence performance of the duties specified above. The term of the contract will be for approximately one year (including the mandatory training period in Washington, D.C.), with a level of effort not to exceed 180 work days per year.

The position has been classified at a GS-9 level. The actual salary of the successful candidate will be negotiated within the GS-9 pay band, depending on qualifications and previous salary history. It is unlikely that an individual will be selected who does not already have the prior training and experience to fully perform at the GS-9 level, or who in some other way does not fully meet all requirements for the position. However, should such an individual be offered a position, the offered salary may be at less than the minimum salary in the GS-09 pay band.

In addition to the basic salary, differentials and other benefits in effect at the time, and which are applicable and subject to change on a similar basis as for direct-hire USG employees, will be added. Illustratively, these may include 25% Post Differential, 35% Danger Pay, and 5% Sunday Differential.

The new USAID offices are located at the Annex II of the US Embassy Compound within the guarded and fortified International Zone in Baghdad. All USAID TDY employees are provided TDY furnished quarters. Unless policy at Post changes, meals are provided at no cost to the employee. Internet service is available for purchase.

IV.

MEDICAL AND SECURITY CLEARANCES

The selected candidate must be able to obtain both a background security clearance and a worldwide available medical clearance. The security clearance involves a comprehensive investigation performed by the appropriate U.S. Government agency. Details on how to obtain US Department of State Medical Unit clearance will be provided once a job offer is made and accepted.

V.

BENEFITS/ALLOWANCES/TAXES

As a matter of policy, and as appropriate, a US/TCN PSC is normally authorized the following benefits and allowances: (NOTE: An individual defined as a Resident-Hire employee may only be eligible for those benefits listed under item A below.)

A. BENEFITS:

Employer's FICA Contribution

Contribution toward Health & Life Insurance

Pay Comparability Adjustment

Eligibility for Worker's Compensation

Annual & Sick Leave

Access to Embassy medical facilities, commissary and pouch mail service

B. ALLOWANCES (If Applicable):

Temporary Lodging Allowance (Section 120)

Living Quarters Allowance (Section 130)

Post Allowance (Section 220)

Supplemental Post Allowance (Section 230)

Separate Maintenance Allowance (Section 260)

Education Allowance (Section 270)

Education Travel (Section 280)

Post Differential (Chapter 500)

Payments during Evacuation/Authorized Departure (Section 600) and

Danger Pay (Section 650)

C. FEDERAL TAXES: USPSCs and TCNPSC green card holders are not exempt from payment of Federal Income taxes under the foreign earned income exclusion.

VI. APPLYING

Interested applicants MUST submit the following materials:

- Most current Curriculum vitae or resume

- Completed and hand-signed federal form OF-612 (including OF-612 continuation sheets as needed). The OF-612 can be downloaded from: www.usaid.gov/forms/.

- Three references, who are not family members or relatives, with telephones and e-mail contacts

- Brief appendix to demonstrate how prior experience and/or training address the minimum qualifications and selection criteria shown in the solicitation

Applicants are required to sign the certification at the end of the OF-612. Applications that are received without a signature will not be considered for the position.

Late, incomplete or unsigned applications will NOT be considered.

All applications should be submitted electronically to:

iraquspscjobs@usaid.gov

All applications should be received by the closing date and time previously specified. To ensure consideration of applications for the intended position, please reference the solicitation number on your application and as the subject line in any cover letter. The selection will be based on the panel evaluation of the applicants vis-à-vis selection criteria mentioned previously. Applicants should also note that the salary history for the purpose of the OF-612 is the salary paid, excluding benefits and allowances such as housing, travel, educational support, vehicle use, etc.

Points of Contact

PRIMARY: Mr. Francisco Santos, Human Resources Specialist, Phone (in Iraq) - (+1) 202-216-6276, ext. 4659; Email: frsantos@usaid.gov

SECONDARY: Ms. Ellen Zehr, Supervisory Executive Officer, Phone (in Iraq) - (+1) 202-216-6276, ext. 4631; Email: ezehr@usaid.gov

1. LIST OF REQUIRED FORMS FOR PSCs

Forms outlined below can be found at: http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/

1. Optional Form 612.

2. Contractor Physical Examination (AID Form 1420-62)**

3. AID 6-1 (Request for Security Action)**

4. SF-86 (Questionnaire for National Security Positions)**

5. FD-258 (Fingerprint Cards) 2 each**

6. AID 610-14 (Authority for Release of Information)**

7. AID 6-85 (Foreign Residence Data)**

8. Fair Credit Reporting Act of 1970, As Amended**

9. Notice Required by the Privacy Act of 1974**

** Forms 2 through 9 shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. Note: The selected individual shall be required to obtain a security clearance.

2. ACQUISITION AND ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING TO PERSONAL SERVICE CONTRACT (PSC)

AAPDs contain information or changes pertaining to USAID policy, regulation and procedures concerning acquisition and assistance. A number of AAPDs pertain to Personal Service Contracts. Please refer to the USAID website: http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/ to locate relevant AAPDs. Additionally, AIDAR Appendix D or J also applies to PSCs and can be found at: http://www.usaid.gov/policy/ads/300/aidar.pdf