SAMS_Statement_of_Work.docx

Draft Statement of Work Southern Africa Mission Support (SAMS) Activity

C.1 Purpose

The purpose of the Southern Africa Mission Support (SAMS) activity is to provide program, administrative, financial management and acquisition and assistance support services to USAID’s Missions and offices in the Southern Africa region, including the Power Africa office.

C.2 Background

The United States Agency for International Development (USAID) is the lead U.S. Government development agency that works to end extreme global poverty and enable resilient, democratic societies to realize their potential. USAID works in over 100 countries to promote broadly shared economic prosperity; strengthen democracy and good governance; protect human rights; improve global health, advance food security and agriculture; improve environmental sustainability; further education; help societies prevent and recover from conflicts; and provide humanitarian assistance in the wake of natural and man-made disasters. Programs are primarily implemented by partner organizations through acquisition and assistance mechanisms issued either out of an overseas Mission or from USAID’s headquarters in Washington, DC.

USAID also supports U.S. Presidential Initiatives, including the U.S. President’s Emergency Plan for AIDS Relief, the Feed the Future Initiative, the Global Climate Change Initiative, among others. Power Africa is a special Presidential Initiative launched in 2013 by President Obama to increase access to electricity in sub-Saharan Africa. Power Africa’s two ambitious targets to expand power across sub-Saharan Africa by 2030 are:

· Increase installed power capacity by more than 30,000 MW and

· Add at least 60 million new connections to double electricity access.

Power Africa’s programs are implemented in over 24 countries across the continent, by several U.S. Government (USG) agencies, including USAID, and in partnership with African governments, private sector partners, and other donors.

USAID Mission Organization

A USAID Mission is typically led by a Mission Director who serves as the most senior USAID official at post. The Mission Director normally reports to the U.S. Ambassador at post and to the Assistant Administrator of the USAID regional bureau with cognizance for the geographic area within which the Mission is located. The Mission Director is responsible for strategic planning and for the achievement of USAID’s development objectives in the country and/or region. S/He represents the USG through USAID to the host country government, other donors, and development partners on development matters and guides the Mission to achieve USAID’s development results.

In addition to a Mission Director, larger USAID Missions usually have one or more Deputy Mission Director(s), whose principal role is to act as the Mission Director’s alter ego. The DMD is also typically a senior USAID official who shares responsibility for program oversight, and for staffing and professional development at a Mission. Smaller Offices are generally led by a Principal Representative who reports to a Mission Director at a location in the vicinity. USAID field offices generally rely on legal advice from Resident Legal Officers that guide the Mission on legal matters and those related to legislative and Agency policy. A Mission has one or more technical offices that have responsibility for the planning and technical oversight of USAID’s development assistance programs in a particular sector, such as health, education, economic growth, etc. Technical Officers typically serve as Contracting and Agreement Officers’ Representatives that oversee and monitor USAID’s programs.

A “Program Office” within a USAID Mission provides program support services in programming, planning, design, and learning areas. It plays a key role in aligning project and activity goals with strategic objectives and results in the Mission. A Program Office serves as an advisor to the Mission Director on strategic planning and programming, leading the mission in program budgeting, providing economic analysis and cost benefit analysis, providing guidance on monitoring and evaluation, coordinating program reporting including development of performance monitoring plans and indicators, leading the participant training program for the mission, and implementing other Agency policies and ensuring required analyses are completed associated with program design, such as gender, environmental compliance and sustainability. It also coordinates mission public-private partnership (PPP) activity and reports on PPP activity annually. The office serves as the Mission’s liaison with the host country government in developing and implementing overarching assistance agreements, official development assistance coordination and coordination of donor activities for USAID.

The “Executive Office (EXO)” provides administrative support to a USAID Mission and manages Mission operations and logistics. The EXO is responsible for providing human resource management, information technology/data management, procurement, general services, property management, real property management, communications and records, travel, facilities management and motor pool services to the bilateral Mission, and to their client Missions.

The “Financial Management Office” provides policy guidance on all financial matters and delivers a full range of financial management support services to a USAID Mission. The Financial Management Office is responsible for providing accounting, budgeting, funds control, financial analysis, payment and payroll administration, and audit management services to the USAID’s Missions and client Missions and Offices. In addition, the FMO performs financial management risk assessments and institutional strengthening in support of Local Solutions.

The “Acquisitions and Assistance” office at a USAID Mission provides acquisition and assistance (A&A) services for USAID’s programs that are awarded and administered in the field. A&A offices provide the full range of A&A services including the planning, soliciting, negotiating, awarding, and administering awards though closeout. A&A services include ensuring compliance with U.S. Federal and USAID policies and regulations, monitoring contractor/recipient performance, and ensuring prudent use of Federal funds. USAID Contracting and Agreement Officers (CO/AOs) are personally warranted the authority to sign contracts on behalf of the U.S. Government, and that authority is inherently governmental and cannot be re-delegated. CO/AOs are assisted by professional A&A staff that perform support functions, such as reviewing budgets, liaising with partner organizations, preparing documentation, etc.

USAID in Southern Africa

Southern African nations face some of the highest levels of income inequality, extreme poverty, and HIV prevalence in the world. While the region has realized significant achievements in economic growth, the overall number of people living in poverty has increased over the past two decades. Forty-five percent of the wider Southern Africa population lives on less than $2 per day. Botswana, Lesotho, Namibia, and South Africa have some of the highest levels of income inequality globally. Thirty-four percent of the world’s population living with HIV resides in ten Southern African countries. Though a leader in the region in many aspects, South Africa continues to suffer from the apartheid legacy of disparity, division, and exclusion, and faces severe income disparity, a collapsing energy infrastructure, resurgent political polarization, high unemployment, failing schools, labor strife, rampant violent crime, corruption, inadequate policies, and poorly targeted public investment.

USAID's programs in the Southern Africa region aim to increase and integrate trade, fight the HIV/AIDS epidemic, mitigate food insecurity, support democratic processes, protect human rights, fight climate change, and address cross-border issues. USAID’s operations in the Southern Africa region comprise of country offices in Angola, Botswana, Lesotho, Madagascar, Malawi, Mozambique, Namibia, South Africa, Swaziland, Zambia and Zimbabwe, and the Power Africa office located in Pretoria. Each Mission/Office manages USAID country programs that aim to advance development through bilateral relationships with respective host country governments. These offices vary in size from full, large scale Missions led by a USAID Mission Director, to smaller non-presence country offices with few staff. USAID’s offices in those countries rely in varying degrees on services, or alternatively surge support, provided out of the USAID Southern Africa (USAID/SA) regional platform, located in Pretoria, South Africa.

USAID/SA implements programs that aim to complement country-specific programs by addressing cross-border issues and common development needs, and provides support services to USAID/s Missions in the region. USAID/Southern Africa (SA), one of the Agency’s largest Missions, also houses and provides support to two other operating units in South Africa: the Regional Inspector General and Power Africa. USAID/SA provides technical, programmatic, legal, financial, and administrative services to USAID’s offices in 11 Southern African countries, and it serves as a regional center for conferences and training for the African continent. USAID/SA also oversees bilateral health programs for South Africa.

USAID’s Power Africa office, which is a separate operating unit from USAID/Southern Africa, is led by the Power Africa Coordinator and has staff in both Pretoria, South Africa and Washington, D.C. Power Africa also coordinates closely with Embassy and USAID staff in more than 24 countries in sub-Saharan Africa and provides programmatic, support, and technical services to these other country teams.

C.3 Objective

The objective of the Southern Africa Mission Support (SAMS) contract is to provide services to USAID’s Missions and offices in the Southern African region, including the Power Africa office, in the areas of program support, administrative, financial management and acquisition and assistance services when needed to ensure USAID’s continuing ability to successfully implement its development assistance activities in the region. This will be accomplished through the following four tasks:

Task 1: Program Support Services

Task 2: Administrative Support Services

Task 3: Financial Management Services

Task 4: Acquisition and Assistance Services

C.4 Statement of Work

The Contractor will provide qualified personnel to support USAID’s operations to perform non-inherently governmental functions in the areas of program, administrative, financial management and acquisition and assistance services on as-needed basis to USAID’s Missions and Offices in the Southern Africa region. Given the relationship of the work to Agency operations, the Contractor and its staff will be required to sign non-disclosure statements and comply with U.S. Government ethics and conflict of interest requirements. The advisors will include local/regional and international experts to provide coverage and surge support. Support will be short- or long-term, on-site or remote task-based assistance depending on the Mission’s needs.

Specific labor categories are indicated under each task. The following are the minimum requirements at the senior and mid-level.

Senior level: At the senior level, a candidate must possess a post-graduate degree in a relevant field and a minimum of 10 years of professional experience in the specific field of specialty. Ideally, candidates will have extensive hands-on experience in the functional area(s) in a cross-cultural overseas, developing country context. Specific knowledge of USG and USAID regulations and policies related to the function area(s) is highly desirable. At the senior level, the individual must be fully knowledgeable in the area of expertise, and must be able to perform tasks independently with little or no direction provided.

Mid-level: At the mid-level, a candidate must possess a bachelor’s degree in a relevant field and a minimum of 6 years of professional experience in the specific field of specialty. Ideally, candidates will have extensive hands-on experience in the functional area(s) in a cross-cultural overseas, developing country context. Specific knowledge of USG and USAID regulations and policies related to the function area(s) is highly desirable. At the mid-level, the individual must be knowledgeable in the area of expertise, and must be able to perform tasks with moderate independence and some direction provided.

All candidates must be fully fluent in English. The contractor will be responsible for providing all logistical and travel support for its staff.

Task 1: Program Support Services

USAID seeks program support services for Mission Program Offices in the Southern Africa region. USAID’s Program Office Director or his/her designee will oversee the contractor’s staff performing work under this task. Areas of support include the full range of program office functions, including but not limited to:

1. Strategic planning

2. Project and activity life cycle

3. Monitoring and Evaluation

4. Learning and adaptation

5. Program budgeting, performance reporting and related support

6. Program Office backstopping of technical offices and country office programs

7. Development Outreach and Communication (DOC) support, including events planning and implementation, preparation of briefers and fact sheets, and the full range of communication services as required by the mission

8. Mentoring staff in all employment categories

9. Providing program office support services to offices in limited and non-presence countries

10. Other Program Office related activities or functions.

Labor categories under this task include the following:

Program Advisor: A Program Advisor will be an expert with broad-based development experience fully capable of performing in the functional areas listed above. The Program Advisor will provide support services to USAID in strategy development, program and project planning, design and management, and managing design and evaluation teams. The Program Advisor will have hands-on experience in one or more of the following specific areas: strategic planning; program/activity design and implementation; program/project management; and project monitoring, evaluation, and reporting. Ideally this experience will have been in a USAID Mission or USAID-funded project. Program Advisors will have demonstrated knowledge of broad, multi-sectoral development issues including trends in US Government development planning. Program Advisors will meet the education requirements at the appropriate level in areas related to Economics, Development Studies, or other related field, and will have specific training in one or more of the following areas: strategic planning, operational planning, project management, project development and other relevant areas. Program Advisors will have excellent communication skills and demonstrate evidence of effective team leadership skills and the ability to work effectively as a member of a multi-disciplinary, multi-cultural team. Excellent writing and editing skills are required as well as the ability to make cogent arguments clearly and succinctly in written and oral presentations, and the ability to effectively facilitate discussions and meetings.

Monitoring, Evaluation and Learning (MEL) Specialist: An MEL Specialist will be responsible for providing support services related to project monitoring and evaluation, and for collaborating and adapting learning and best practices into USAID’s programming. The MEL Specialist will assist the Mission in developing and designing performance monitoring systems, overseeing evaluations, analyzing information gathered through various sources to synthesize best practices and lessons learned from programming approaches, and incorporate those into an evidence-base for ongoing and future program decision-making. Manage and coordinate M&E training and skills development activities. The MEL Specialist will have specialized training and experience in monitoring and evaluation of development programs in an overseas context. Knowledge of and hands-on experience in USAID’s program cycle and evaluations policy is essential for the MEL Specialist’s effective performance.

Development Outreach and Communication (DOC) Specialist: The DOC manages communications, social media and events for a USAID Mission, including producing or reviewing program fact sheets, speeches, press releases, photos and briefers, ensuring that branding and marking compliance. The DOC develops electronic and print materials, and coordinates preparation of a wide range of events, trips, reports, briefings, presentations, memos, publications, newsletters, press briefings and other related methods of communication. The DOC must be expert in synthesizing complex technical issues and subjects for presentation to diverse stakeholders and audiences, including the press. The DOC will have specialized training and experience in communications related to development programs in an overseas context, and will be highly knowledgeable about USAID’s branding and marking requirements.

Illustrative activities under this task include, but are not limited to:

· Providing support for a wide range of program operations including, strategic planning activity planning, procurement planning, and budget and reporting as required

· Providing advice and support on current program activities in all sectors, as needed

· Contributing to the development of mission-wide systems and processes for program development, implementation, monitoring and evaluation and reporting (e.g. Mission Orders, Performance Management Plans (PMPs), CDCS/RDCS, Regionalization, USAID Forward and checklists)

· Supporting efforts to develop new program activities

· Planning and logistical support for events, including scouting and booking venues, coordinating with partners, inviting speakers and attendees, ensuring necessary equipment, and more.

· Preparing analyses/assessments, approval memoranda, procurement related inputs etc.

· Developing/mentoring Program Office staff

· Temporarily filling-in for Program Office personnel while they are on leave or attending conferences and training activities

· Developing an orientation program

Task 2: Administrative Support Services

USAID seeks administrative and operational support for its Executive Offices in the Southern Africa region. USAID’s Executive Officer or his/her designee will oversee the contractor’s staff performing work under this task. Administrative staff must have familiarity with applications used by USAID including USAID’s Global Acquisition and Assistance System (GLAAS), WebPass, ARIBA, ILMS, and other related software and electronic systems. Areas of support include the full range of Executive Office functions, including but not limited to:

1. Administrative management, operations and logistics

2. General Services including facilities maintenance

3. Procurement of items and services

4. Communications and Records management

5. Travel management and support

6. Training and professional development

7. Operational budget planning, formulation and control

8. Human resources, including local and international staff recruitment and administration

9. Information technology and data management support

Labor categories under this task include the following:

Administrative Management and Operational (AMO) Advisor: The AMO Advisor will provide support services to USAID in administrative management and operational oversight, as needed by the USAID Mission. The AMO Advisor will have excellent communication skills, strong leadership skills and the ability to work effectively as a member of a multi-disciplinary, multi-cultural team. Excellent writing and editing skills is required. The AMO Advisor will provide expert advice and staff support in the administrative management areas of: management analysis; office services policies and management; budget planning, formulation and control; procurement of commodities, services, supplies equipment and facilities; property and supply management; personnel management and services; housing; transportation; equipment and maintenance services; training; and communication resources. S/He will make recommendations to the EXO, and follow up on all management operations to ensure they are carried out properly and within appropriate time limits. The AMO Advisor must exercise good judgment, often under times of stress and limited time frames, in making recommendations and providing advice on USAID management policies and contracting practices, and when providing technical advice to staff.

Human Resources Specialist: The HR Specialist will support the Mission in planning, and administering human resources management within the Mission/Office. The HR Specialist will assist with the development and interpretation of administrative policies, regulations, and procedures related to human resource and performance management, ensuring compliance with related policies, regulations and procedures and statutory requirements. S/He will support the EXO in planning and implementing personnel management programs for U.S. direct hire (USDH), U.S. and third country national personal services contractors (US/TCN PSCs), Participating Agency Service Agreement (PASA) employees and Foreign Service National (FSN) employees, and will advise on human resources development, employee relations, and employee benefits. S/He will be responsible for providing guidance to USDH managers on the recruitment process for new or newly vacated positions, including obtaining needed Mission, Embassy and USAID/Washington clearances, verifying positions to be recruited, providing guidance on the development or revision of position descriptions and other required documents to initiate the employment process, and drafting solicitations and position announcements for review and approval by the EXO, and guiding selection processes.

Information Management Specialist: The Information Management Specialist will carry out duties that relate to the management and implementation of the Mission’s information management and technology requirements. Building on Agency-wide tools, this individual works to understand user needs and coordinates with the USAID Office of the Chief Information Officer (CIO), Mission and Regional Systems Managers, and Executive Offices to ensure Mission/Office solutions interface with Agency-wide technology, leading to economies of scale and improved workflows.

Illustrative tasks include, but are not limited to:

· Providing overall operational and logistical support to USAID’s offices and staff housing

· Human resource planning, and staff professional development

· IT resource planning and management, systems roll-out and training

· Procurement planning, negotiation and administration

· Records Management planning and program administration

· Planning and managing training events and conferences

Task 3: Financial Management Services

USAID seeks support for its Financial Management offices in the Southern Africa region. USAID’s senior Controller or his/her designee will oversee the contractor’s staff performing work under this task. Areas of support include the full range of Financial Management Office functions, including but not limited to:

1. Accounting

2. Voucher examination and payment processing

3. Financial Analysis

4. Payments

Labor categories under this task include the following:

Financial Management Advisor: The FM Advisor will provide expert advice in matters related to financial management and compliance with USG and USAID policies and regulations. S/He will make recommendations to the USAID Controller or to Mission management, and follow up on all financial management matters to ensure they are carried out properly and within appropriate time limits. S/He also trains, mentors, and provides guidance to accountants, accounting technicians, voucher examiners, and financial analysts in areas related to budgeting, funds control, accounting, financial reporting, reconciliation, analysis, and voucher processing. The FM Advisor must exercise good judgment, often under times of stress and limited time frames, in making recommendations and providing advice on USAID financial management policies, and when providing advice to Mission management and staff. The FM Advisor will have excellent communication skills, strong leadership skills and the ability to work effectively as a member of a multi-disciplinary, multi-cultural team. Excellent writing skills are required.

Accountant: The Accountant performs the budgeting, accounting, and reporting aspects of USAID’s financial management functions. S/He is responsible for the financial implementation and maintenance of USAID’s comprehensive accounting system and ensures the completeness, accuracy, validity, and timeliness of data recorded in USAID’s electronic financial management system, and its compliance with Agency rules and regulations. S/He advises on the efficiency of accounting procedures, work flow processes and internal control systems, and monitors funds control at all budgeting levels. S/he develops and monitors all administrative and operating budgets for the Southern Africa and its clients, including the Alternative Service Provider budget using the ICASS methodology. S/He oversees the work of and provides guidance to accounting technicians and provides financial and accounting advice to other USAID staff and offices with regards to methods of financing, and implementation of project or operating activities.

Financial Analyst: This position is responsible for financial analysis and audit management and provides financial analysis support to technical teams in USAID client missions/offices. Specifically the Financial Analyst supports technical teams in the design, implementation, and evaluation of USAID projects through performance of financial activity analysis, reviews, and assessments. S/he enhances the integrity of internal operations and controls through periodic review of management and accounting control. S/He also leads or assists in the conduct of the Mission’s Audit Management Resolution Program, including development of the Mission audit plan and tracking timely closure of audit recommendations. Excellent communication and writing skills are required.

Voucher Examiner: This position audits, reviews, and examines a range of payment documents from simple to the most difficult and complex multi-source funded contract, grant, and cooperative agreement payment documents for goods and services relating to USAID project activities, operating expenses, international and entitlement travel vouchers, and US Direct Hire benefit and allowance payments. This includes vouchers, invoices, advance requests, and advance liquidations in US dollars and local currencies from multiple countries. S/He exercises independent judgement in the interpretation of applicable USG and USAID regulations, guidance, and laws and contract provisions to make recommendations to the Controller or his/her designee.

Illustrative tasks include, but are not limited to:

· Control and review of payment certification documents

· Budgeting, accounting, and reporting on financial aspects of USAID’s program and operational budgets

· Monitoring funds control and availability

· Reviewing and assessing potential implementing partners’ systems

· Performing internal controls reviews and risk assessments

Task 4: Acquisition and Assistance Services

USAID seeks to support its acquisition and assistance (A&A) offices in the Southern Africa region. A&A actions can range in complexity from fixed price, simplified acquisition orders to large, multi-year, multi-million dollar cost reimbursement procurements. A USAID Contracting and Agreement Officer (CO/AO) or his/her designee will oversee the contractor’s staff performing work under this task. Areas of support include the full range of A&A functions, including but not limited to:

1. Procurement Planning

2. Solicitation and negotiation of A&A awards

3. Source selection and award

4. Award administration and compliance

5. Award closeout

Labor categories under this task include the following:

Acquisition and Assistance (A&A) Specialist: The A&A Specialist will be responsible for performing tasks related to all phases of the acquisitions and assistance process, from procurement planning, solicitation, evaluation, negotiation, selection, award, administration and closeout of the full range of contracts and grants mechanisms. This includes the most complex multi-year, multi-million contracts, grants, cooperative agreements, interagency agreements, awards to public international organizations, and all amendments/modifications thereto. The A&A Specialist will work with clients to plan procurement actions, prepare solicitations and distribute them as needed, guide evaluations teams and perform detailed cost analyses, communicate with partners and other organizations interested in partnering with USAID, participate in pre-award reviews and assessments, organize post award orientation conferences prepare negotiations memoranda and other award related documents to support the full life-cycle of the acquisition and assistance processes. The A&A Specialist may be asked to develop templates and assist in the training of more junior A&A staff or CORs/AORs as needed.

Illustrative tasks include, but are not limited to:

· preparation of pre-award planning documents

· preparation of solicitations

· receipt of proposals from offerors/applicants

· providing instructions and oversight to a technical evaluation committee

· review of technical evaluation report

· cost and price analyses and cost realism analyses

· preparation of competitive range determinations

· exchanges with offerors/applicants

· day-to-day contact and grant administration

· quality control reviews of complex pre-award documentation