Program_Specialist_Solicitation.doc

SOLICITATION NUMBER:

SOL-267-14-000016

ISSUANCE DATE:

June 02, 2014

CLOSING DATE/TIME:

June 23, 2014 / 17:00 Baghdad Time

POSITION TITLE:

Program Specialist

MARKET VALUE:

GS-13 equivalent ($72,391 to $94,108) PERIOD OF PERFORMANCE: One year, with possible extension.

PLACE OF PERFORMANCE: Iraq

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

AREA OF CONSIDERATION:

U.S. Citizens

I. INTRODUCTION

The Program Specialist will have broad responsibilities that require experience in many areas of the Program Office’s core areas of responsibility: project coordination, budget, and strategy. S/he will play an important quality assurance role, advising technical teams on agency and mission policies, procedures, and guidelines. S/he will also be assigned tasks that are critical to the planning, management, implementation, and tracking of the USAID/Iraq portfolio.

In addition to mission responsibilities, s/he will play a role in the Assistance Coordination group, and coordinating major reporting. The incumbent will be the office director in the absence of the Supervisory Program Officer, supervising the five person Program Office team. Core to the incumbent’s responsibility is working closely with the locally employed staff to improve their skills and capacity.

II. BACKGROUND

Since 2003, USAID has been a major contributor to the U.S. government (USG) reconstruction effort in Iraq. USAID works closely with other USG entities, the Government of Iraq (GOI), provincial and local governments, international institutions such as the United Nations (UN) and the World Bank, and a network of partners from non-governmental organizations, local community groups, and Iraqi citizens.

U.S. assistance to Iraq has changed substantially over the past years and will change even more dramatically in 2014. From 2003 to 2006, USAID focused on restoring essential services such as in health, education, water and electricity; improving economic opportunities; building the foundation of democracy and governance; and managing conflict. In 2007, the focus shifted to strengthening the effectiveness of government and civil society, expanding private sector opportunities, supporting focused stabilization activities, and providing humanitarian assistance and support for internally displaced persons. These types of activities continued until 2009 when USG assistance began shifting from reconstruction to enhancing Iraq’s capacity to rebuild itself and improving Iraq’s ability to govern itself effectively. Today the U.S. government’s long-term goal is a “sovereign, stable, self-reliant Iraq.” To this end, USAID provides assistance to Iraq to strengthen the private sector, improve governance, and support civil society.

III. MAJOR DUTIES AND RESPONSIBILITIES

A. Program Budget Execution and Tracking

· Monitoring mission budget: The incumbent is responsible for the accurate monitoring of the mission’s operating year budget and the status of funds. In coordination with the Office of Financial Management (OFM), s/he will monitor program funds’ commitment and obligation status and reconcile the mission’s budget planning tables with Phoenix reports, and prepare monthly reports for USAID/Washington on obligations and disbursements. The incumbent will work with OFM on executing the quarterly financial reviews. The incumbent will request monitoring of the allowance of funds by USAID/Washington to the field.

· Budget documentation: The incumbent will maintain organized electronic files on at least 3-4 consecutive funding years (past year: amount obligated, current year: approved amount, as needed future years: amounts requested) in the Program Office budget files. S/he will maintain a log of all waivers signed by and not-withstanding authority invoked by the Mission Director.

· Closeout budget planning: In coordination with the Office of Financial Management (OFM) and the Office of Acquisition and Assistance (OAA) the incumbent will monitor projects’ closeout activities as they relate to the mission budget. S/he will work with technical teams to identify de-obligations and possible areas for re-obligation.

· Operational Plan: The incumbent is responsible for coordinating the Embassy submission of the Iraq Operational Plan, through the Assistance Coordination Committee. S/he will serve as the subject matter expert for Embassy Iraq submissions and ensure that it is accurate and complete. S/he is responsible for entering information into FACTS INFO. S/he will track all directives and earmarks and provide information for the “key issues” section of the Operational Plan. S/he will update throughout the year to ensure it reflects all reprograming actions done in the USAID Iraq budget.

· The incumbent will perform other budget activities as needed to facilitate the management and implementation of the USAID/Iraq budget.

· The incumbent will provide USAID budget processes expertise as the mission explores mechanisms to support Iraqi funding of development activities.

· As needed Budget planning: The incumbent will coordinate and prepare the submission of the planning budgets and justifications to the Embassy and Washington DC. S/he will be responsible for the budget tables in USAID’s portion of the Congressional Budget Justification.

B. Program Coordination and Support

· Alternate Contracting Officer’s Representative (COR): The incumbent will serve as the alternate COR for the mission’s performance management and staffing contract which provides the mission with monitoring and evaluation (M&E) and staffing services. In that capacity s/he will assist the COR with activities related to the contract including: liaising between the technical offices to understand their needs regarding the contract, instructing technical offices on the services and limitations of the contract, working with OAA to properly manage the contract, and providing instruction and feedback to the contractors. S/he may need to help train the COR in day-to-day management of the contract.

· Bi-annual Portfolio Reviews: In close coordination with project A/CORs, and the technical office director, the incumbent will coordinate bi-annual portfolio reviews. Based on consultations with technical teams and senior management, the incumbent will develop standard formats for issues papers. S/he will work with technical teams and support offices to identify issues and draft a preparation documents for each program. The incumbent will ensure that all documents are distributed to participants in advance of scheduled reviews. S/he will lead follow up activities official records of these portfolio reviews, including a matrix to track action items. The incumbent will follow up on action items between portfolio reviews to ensure that actions are completed in accordance with agreed timetables.

· Participant Training: The incumbent will serve as Mission Participant Training Coordinator, ensuring that the mission complies with the mission order on participant training. S/he will work with technical teams and support offices to ascertain the need for and feasibility of a Participant Training contractor to facilitate compliance with agency and mission policies on Participant Training. S/he will work with the Program Office administrative assistant to set up and maintain a formal system for tracking participant training actions within the mission.

· Unsolicited Proposals and Special Reporting: The incumbent will coordinate and draft responses to unsolicited proposals and other general requests for information. S/he will ensure that appropriate mission staff review and comment on proposals and provide requested information. S/he will coordinate reporting on cross-cutting issues that affect mission programs (e.g., gender, environment, anti-corruption). S/he will draft other short, periodic or ad hoc program management and performance reports.

IV. Position Elements

1. Supervision received: The incumbent will report to the Supervisory Program Officer.

2. Supervision exercised: In the absence of the Supervisory Program Officer, the incumbent will supervise an office of five individuals.

3. Available guidelines: The incumbent is required to understand and analyze mission and agency‑specific policies and procedures which relate to core Program Office activities, in addition to the USAID/Iraq established administrative operating procedures, policies and formats. The incumbent will be required to be proactive in keeping abreast of evolving guidelines and policies, including the Automated Directives System (ADS), mission orders, mission notices, and USAID and State program strategy and policy documents.

4. Decision Making/Exercise of judgment: Employee may have to make decisions without consulting with a supervisor. The incumbent must react to and interpret changing priorities and circumstances and work in coordination with various mission elements. Many important decisions will be based on employee’s experience and managerial skills. The employee must plan his/her work schedule independently.

5. Authority to make commitments: The incumbent has specific authorities delegated by the supervisor, largely based on the personal skills and knowledge the incumbent brings to the job. The incumbent has no personal authority to make financial commitments on behalf of the U.S. government. The supervisor typically clears all major written communications to parties outside the mission.

6. Complexity: The incumbent must have understanding of the development environment in the Middle East. The incumbent must have analytical and diplomatic skills, and strong organizational ability. The incumbent must be able to obtain, analyze, and evaluate a variety of data; organize, interpret and present data in meaningful oral or written form; conceive, plan, organize, manage, and evaluate projects; draft factual and interpretive reports; and provide information and advice with detachment and objectivity. The incumbent assumes lead role and responsibility in many aspects of budgeting and reporting to Congress, including preparation of Congressional Budget Justification and a variety of other documents. The incumbent must have extensive and deep understanding of USG budgeting, accounting and monitoring systems.

7. Nature, Level and Purpose of Contacts

· Relationship in the USAID mission: The incumbent is key to the mission programmatic and closeout activities. S/he will lead budget management activities that involve coordination across all mission offices. S/he will also be responsible for significant reporting responsibilities that also require coordination across offices. As acting office director s/he will work with the mission senior staff. Similarly, as alternate COR for the Advancing Performance Management contract s/he will work closely with Agreement Officer Representatives (AORs) or CORs to coordinate evaluations and staffing issues.

· Relationship with USAID/Washington: The incumbent will be in contact with the USAID Middle East Bureau’s Office of Iraq and Arabian Peninsula Affairs (IAPA) to understand and complete information requests from stakeholders and respond to IAPA queries as appropriate.

· Other Relationships: The incumbent’s responsibilities will require coordination with the Departments of State, Defense, and Treasury; as well as USAID contractors, U.S. and international non-governmental organizations, and other donors. S/he will be an active participant in the Embassy-wide Assistance Coordination group, and will coordinate the Embassy wide reporting activities including the Operational Plan and the Performance Plan and Report.

V.

SELECTION PROCESS AND CRITERIA

Applicants must submit a one-page summary statement that describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above. The application must explicitly address the selection criteria listed below.

Applicants must list at least three references and provide current contact information, preferably both an email address and a telephone number. Candidate applications that meet the required qualifications will be scored using the criteria listed in the solicitation. Top ranked candidates will be interviewed. Following the interview, those applicants ranked highest will be required to submit a timed writing sample on a topic provided. The selection committee may conduct reference checks at any time during the selection process.

Applications that do not meet the required minimum qualifications will not be scored.

Education and training (10%)

· A Master’s degree in finance, economics, public administration, international development, or business administration/management.

· Training in one or more of the following areas is required: budget planning and execution, strategic planning, project management, project development, and management of participant training programs.

Technical knowledge/work experience (35%)

· At least five years of experience in management of development programs and management of budgets is required. Applications will be initially scored for technical knowledge/work experience, and the score will be updated throughout the selection process, including past performance reference checks.

· Working knowledge in formulating, analyzing, and managing budget for an American or international development organization is required.

· Knowledge of interagency work and how that work relates to development is required.

· Good knowledge of the federal budget system is required.

· At least three years of experience managing tasks requiring consolidation of input from several offices and staff representing other government agencies is required.

· Experience liaising with development partners, ministries, and key USG agencies is required.

· At least three years supervisory experience is required.

· Familiarity with the Foreign Assistance Framework is highly desirable.

· Experience with an international organization is desirable.

· Previous experience managing participant training is desirable.

Language (20%)

Level IV (fluent) English in both oral and written, is required. Applications will be initially scored, and the language score will be updated throughout the selection process based on the interview and writing sample.

Skills and abilities (35%)

· Evidence of effective team leadership skills through supervision responsibilities or informal mentoring is required.

· Ability to analyze quantitative information to present major themes and conclusions is required.

· Initiative and proactive engagement with colleagues to complete assigned tasks in accordance with agreed timetables is required.

· Good organizational skills and attention to detail is required.

· Ability to make cogent arguments clearly and succinctly in written and oral presentations is required.

· Ability to effectively facilitate discussions and/or meetings is required.

· Ability to interpret and enforce policy and execute sound judgment is required.

· Excellent computer skills (including Microsoft Excel, Word, and PowerPoint) and ability to use internet search engines to facilitate information gathering and research are 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 with possible extension.

The position has been classified at a GS-13 level. The actual salary of the successful candidate will be negotiated within the GS-13 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-13 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-13 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 employees are provided 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 USPSC 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 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 telephone 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