Solicitation.doc

SOLICITATION NUMBER:

SOL-267-14-000007

ISSUANCE DATE:

December 9, 2013

CLOSING DATE/TIME:

December 23, 2013 / 17:00 Baghdad Time

POSITION TITLE:

Payroll Specialist/Voucher Examiner (Intermittent)

MARKET VALUE:

GS-11 equivalent ($ 45,771 to $ 59,505)

($ 21.93 to $ 28.51 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 Intermittent Payroll Specialist/Voucher Examiner position is located in the Financial Management Office. The purpose of this position is to serve as a backstop to the USAID/Iraq (1) Payroll Specialist and (2) Voucher Examiner, working on an as needed basis.

As needed, the Intermittent Payroll Specialist/Voucher Examiner will (1) manage the payroll for all USAID/Iraq employees, and (2) examine and process administrative approval for vouchers and invoices, OE purchase orders (generally for equipment and supplies), travel vouchers, and recurring obligations. The incumbent deals with many different and unrelated processes and methods that are applied to a broad range of activities and substantial depth of analysis, like examining moderately difficult and complex international travel vouchers to ensure conformance with terms of the original contract or authorization.

Major duties and responsibilities:

A. PAYROLL (50 percent)

Responsible for managing the payroll for 5 categories of employees – USDH, USPSC, TCN and FSN; local hire and TDYers ensuring that relevant entitlements and differentials are paid accurately and in accordance with USG regulations and the Iraq Service Recognition Package, that payroll dates are met without fail, and at the same time guaranteeing integrity in data and reporting.

USDH/USPSC PAYROLL

On a bi-weekly basis, coordinates the payroll cycle ensuring all US Direct Hire and USPSC personnel enter their Time and Attendance (T&A) into webTA adhering to deadlines. Reviews T&A records for accuracy taking into account their whereabouts and status at all times. When data is verified, advises supervisors to certify the record. Ensures the data for employees not at post are registered to the system, timely and accurately. Prepares the Special and Post differential memos for NFC Pay action on a bi-weekly basis and distributes the computations to employees once the processing is finalized. Liaises with NFC Pay; in the event of discrepancies, provides information and/or documentation needed by NFC Pay to clarify and resolve issues between leave and or various entitlements. Maintains a reconciliation worksheet of administrative leave which webTA is unable to execute. Coordinates the transfer of new arrivals and/or departing post employees’ payroll data with other Missions’ timekeepers and ensure the smooth and continued timely processing of their salaries. Maintains up to date employees’ records in order to monitor their allowances and benefits to meet the conditions stipulated by the Iraq Service Recognition Package; for instance, “Boots on the Ground” reconciliation. Prepares Pay Cap analysis and coordinates a timely payment of rollover amounts with Washington.

TCN PAYROLL (including FSN TDYs)

On a bi-weekly basis coordinates the preparation and submission of timesheets and computations to the relevant paying office. Reviews all timesheets submitted to ensure accuracy of reporting and that all leave or premium pay is supported by approved documentation. Maintains individual reconciliation worksheet on administrative, annual and sick leave for each employee. Periodically provides copy of the reconciliation worksheet to employees and seeks each employee’s feedback if not in agreement. Ensures that all payroll issues are investigated and resolved in a timely manner. Distributes the Statements of Earnings and Leave (SEL) to employees.

FSN PAYROLL

Processes FSN payroll using WinTA. Reviews the timesheets to ensure that hours worked are reported accurately, that all leave and premium pay are supported with required evidence, and the documents bear relevant authorized approval. On a bi-weekly basis, using the WinTA software, prepares and submits the payroll reports to USDO, Bangkok for processing. Serves as the Point of Contact for any issues or concerns that may arise from the payroll process.

B. SEPARATE MAINTENANCE ALLOWANCE (SMA) (5 percent)

Responsible for issuing SMA payment vouchers on a monthly basis for entitled USDH, USPSC and TCN employees. Prior to payments being made ensures that the Foreign Allowances Application form (SF-1190) is completed, approved and supported with relevant documentation and certificates. On a monthly basis, reviews each SMA form making sure that the number of dependents claimed each month is consistent with what was approved and funded for on the SF-1190. Prepares the SMA payment vouchers and submits them to the paying office. Maintains up-to-date SMA files in order to establish an audit trail.

C. VOUCHER PROCESSING

ADMINISTRATIVE VOUCHERS (10 percent)

Reviews a considerable variety of average to complex administrative invoices and vouchers to ensure conformance with the terms of the original purchase order, contract, lease, and/or other authorizing obligating document. The type of transactions and vouchers examined include payments to international organizations, direct contracts with commercial organizations, purchase orders to vendors in several countries, credit cards payments, and purchase requests or orders to US vendors in support of USAID activities in Iraq. Additionally, initiates follow-up action with authorized approving officers to obtain administrative approval, corrections in documentation or clarification of invoices. Obtains approving officers’ signatures for goods and services received or the receiving reports, as necessary. Verifies all computations on invoices and supporting documentation for accuracy.

TRAVEL VOUCHERS (25 percent)

Reviews the most complex international travel vouchers, including reassignment and change of station, for correctness, and verifies that they conform with the terms of the travel authorizations and regulations regarding routings, per diem, use of proper commercial facilities, weight limitations on accompanying baggage, and USAID/Iraq specifics prior to submitting the vouchers to the payment office. Prepares hypothetical travel itinerary when traveler deviates from authorized routing, and inform traveller of any discrepancy and disallowance on the travel claim. Advises employees of allowable items in connection with various travel and reassignment orders. Audits travel vouchers in the E2i travel system.

MONITORS STATUS OF PAYMENTS (5 percent)

Schedules vouchers for the Controller’s certification and payment to include all banking data for check payments and electronic funds transfers. Monitors the outstanding vouchers to ensure timely and prompt payment.

OTHER TASKS (5 percent)

Scans and submits through ASIST to the payment office all approved vouchers. Files the hard copies of the vouchers according to FMO approved filing convention. Serves as backup voucher examiner when the payment office in USAID/Egypt is closed and when the USAID/Iraq voucher examiner is on leave. Performs duties of other FM staff while they are on leave.

II. REQUIRED MINIMUM QUALIFICATIONS AND SELECTION CRITERIA

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

Education (10 Points): Completion of secondary school is required; post-secondary training in business administration, finance or commercial subjects is desirable.

Experience (30 Points): A minimum of five years of progressively responsible experience in general administrative functions, voucher examination, payment processing, timekeeping, or accounting is required.

Language Proficiency (10 Points): Level IV (Fluent) English is required.

Knowledge (25 Points): Good knowledge of payroll systems and payment processing is required. Familiarity with U.S. Government travel regulations is required. Excellent knowledge of electronic filing as well as processes design is highly desirable.

Skills and Abilities (20 Points): Must have the ability to analyze numerous accounting records and determine the need for adjustments, to record, reconcile, and balance accounts. The incumbent must possess and exercise superb interpersonal skills to maintain the expected level of customer service while interacting with stakeholders, to clearly present the criteria for payment disallowances and the documentation requirements to comply with maintenance of financial record and reporting requirements. Computer skills with application of spreadsheet (Excel), Access, power point, and word processing is required.

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-10 level. The actual salary of the successful candidate will be negotiated within the GS-10 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-10 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-10 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: Mr. Wondwossen Bekele, Human Resources Specialist, Phone (in Iraq) - (+1) 202-216-6276, ext. 4659; Email: wbekele@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 ach**

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