Solicitation - FMS Training and Capacity Development_Signed.pdf

SOLICITATION NUMBER: 72067422R00013

ISSUANCE DATE: June 9, 2022

CLOSING DATE AND TIME: July 08, 2022 – 17:00 –

Local Time, Pretoria, South Africa

SUBJECT: Solicitation for US/TCN Personal Service Contractor (US/TCNPSC)

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International

Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.

Offers must be in accordance with Attachment 1 of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.

This solicitation in no way obligates USAID to award a PSC contract, nor does it commit

USAID to pay any cost incurred in the preparation and submission of the offer.

Any questions must be directed in writing to the Point of Contact specified in Attachment

1.

Sincerely, Shelby Hunt

Contracting Officer

ATTACHMENT 1 72067422R00013

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72067422R00013

2. ISSUANCE DATE: June 09, 2022

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: July 08, 2022

4. POINT OF CONTACT: Carol Masemola

5. POSITION TITLE: Financial Management Specialist (Training and Capacity Development)

6. MARKET VALUE: $ 95,973- $ 124,764 equivalent to GS- 14

Final compensation will be negotiated within the listed market value.

7. PERIOD OF PERFORMANCE: Five years estimated to start on September 2022

“The base period will be two years, estimated to start on September 2022. Based on

Agency need, the Contracting Officer may exercise (an) additional option period(s) for three years for the date(s) estimated as follows:”

Base Period: September 2022 to September 2024

Option Period 1: September 2024 to September 2026

Option Period 2: September 2026 to September 2027

8. PLACE OF PERFORMANCE: Pretoria, South Africa with possible travel as stated in the Statement of Duties.

9. ELIGIBLE OFFERORS: United States (U.S.) Citizens and Third Country Nationals (TCN)

10. SECURITY LEVEL REQUIRED: Employment Authorization - Facility Access

11. STATEMENT OF DUTIES

A. Introduction:

USAID/Southern Africa is one of the Agency’s largest and most complex and diverse bilateral and regional assistance programs. The program for Southern Africa and its client missions includes the largest PEPFAR program in the world, development assistance programs including Education, Democracy and Governance, Environment and Economic Growth, Power and Prosper Africa and Health with a $2.5B in program funds under management, annual program operating year budget of $800M; and annual operating expense (OE) budget of $25M. The Mission is also the Alternative Service Provider for non-residential building operations located the U.S. Embassy Pretoria Annex with an annual working capital budget of $1M.

USAID/Southern Africa’s Regional Financial Management Office (RFMO) provides financial analysis, accounting and voucher examination services to USAID/Southern Africa, Country Offices in Angola, Botswana, and Namibia and the non-presence countries of Lesotho and Eswatini. RFMO is also a service provider to the Power Africa Initiative (PATA), Prosper Africa and the USAID Office Of Inspector General –

Africa Regional Office.

B. Position Overview:

The basic functions of the position include advising, guiding, training and augmenting the USAID/Southern

Africa Regional Financial Management Office (RFMO) with all accounting, payments, and financial analysis and reporting objectives in an efficient, effective, and timely manner. Under the direction of the Regional

Controller and in coordination with the Deputy Controllers, Section Supervisors, the incumbent plans, directs and administers a comprehensive on-the-job and structured training program designed to increase the capability of the whole staff to provide the Mission’s senior management with timely financial information for making decisions. S/he contributes to the development and management of USAID/Southern Africa’s financial RFMO functions for programs. S/he develops the RFMO staff capability to provide advice and guidance to USAID/Southern Africa Mission staff regarding the financial soundness of project activities and regulatory requirements.

C. Major Duties and Responsibilities:

1. Training and Capacity Development - 60%

● Supports and builds the technical capacity of a team of 14 accounting staff, 15 voucher examination staff, 8 financial analysis staff at the FSN 12- and below grade levels, and two certifying officers at the

GS 13 grade level, and one first tour financial management officer.

● Train Voucher Examiners, Accountants including the Chief Accountant and Financial Analysts on all aspects of financial management including preparing financial reports for the Mission Director, Deputy

Mission Director, Officer Directors, and Country Representative. Directs all budget, voucher examination and accounting (including project and administrative expense) functions in the Regional

Financial Management Office

● Provides direct capacity building to the Chief Accountant (CA) in supervision and management skills to ensure the Accounting and Payments Sections run effectively and efficiently.

● Trains, guides, leads and mentors a team including Accounting Technicians, Accountants, Voucher

Examiners, Chief Accountant and Financial Analysts on all aspects of financial management and customer centric communication skills. This requires guiding staff on developing, implementing, and monitoring long-term and weekly work plans to meet the needs of the Mission and its customers. To complement work plans, the incumbent will oversee the development and implementation of individual learning and training plans (ITLP) which include on-the-job and formal training and in-depth tracking sheet on the status of implementation for each FSNPSC assigned to RFMO.

● Trains and mentors first tour USDH FS Financial Management Officer and Cooperating Country

National PSC staff.

● Coordinates with the immediate (designated) Supervisors on the administrative and human resource management functions relative to the staff supervised to ensure that mid-year and annual performance evaluations are completed on time and are accurately documented.

● Guide all employment categories within the RFMO team office to be able to analyze and advise

USAID/Southern Africa Mission technical teams about the financial implementation of programs, to include but not limited to identifiable vulnerabilities regarding waste, fraud or abuse of funds. In addition, the incumbent will educate and train mission personnel and development partners on the financial requirements of the various procurement instruments. The Trainer will also cover how to review proposals and awards for compliance with applicable USG financial laws, regulations, and project or management requirements.

● Provides support and guidance to the Financial Analysis (FA) section in Government-to-Government

(G2G) awards, audit management, financial reviews and implementing partner assessments, local capacity development, and monitoring aged unliquidated obligations, and canceling funds.

● Guide and train Financial Analysts on how to monitor partners and implementing organizations’ compliance with USG financial reporting requirements specified in pertinent contracts and agreements in the fulfillment of conditions precedent to disbursement of program funds and in overseeing the performance of USG financial reviews and payment verifications to ensure the allowability of costs incurred by recipients.

● Guide the RFMO team on Government Management Reform Act (GMRA) Audit preparation and serves as a resource to the audit team.

● Host formal (scheduled by invitation) and informal (brown bag) training sessions with RFMO and mission staff on the full range of current and/or new USG financial management topics no less than monthly.

● Supports orientation of newly hired RFMO staff in focused development of skills and abilities specific to Financial Management Operations. Provides direct oversight and guidance to ensure RFMO staff both new hires and existing personnel possess the necessary skills, so that they can effectively carry out required duties and responsibilities of the positions occupied.

● In close coordination and collaboration with the Regional Controller develop and implement matrices to track RFMO staff technical competencies monthly.

● Establishes and maintains collegial and professional working relationships (both internal and external) with individuals such as Technical Office Directors; USAID Country Representatives and the Inter-

Agencies including U.S. Embassy Pretoria and Consulates in Cape Town, Durban, and Johannesburg and at locations where USAID has designated Country Program Offices in Namibia, Angola, Botswana, Lesotho and Eswatini in developing and utilizing strategic partnerships to achieve Mission strategic goals and US foreign policy objectives.

● Coordinates Mission-wide outreach weekly during one-to-one meetings and surveys to solicit information and data that can be used to improve the quality of services provided to RFMO customers for timely decision making and accomplishing their objectives.

● Train RFMO and EXO staff on the analysis of the International Cooperative Administrative Support

Services (ICASS) budget and serves as a USAID member on the ICASS Budget Committee;

coordinates with mission management; presence and non-presence countries on ICASS matters, including ICASS invoice and workload count reviews.

2. Financial Management Advisory - 40%

● Serves as the principal advisor to the Controller on USAID/Southern Africa financial management matters. Provides Mission staff and partners with financial technical assistance and advice relative to

USAID financial management regulations and procedures. Contributes to Mission-wide financial and administrative policy and strategy formulation, RFMO staff development and resource management decisions.

● Provides expert financial management advice on appropriated funds available to USAID/Southern

Africa, including implementation of internal accounting controls to safeguard USG funds and other

USAID assets. Overseas operations to ensure effective use and accountability of USAID-financed assistance.

● Participates in the planning, implementation, and monitoring of an adequate system of internal control for processing, accounting, reporting, and safeguarding of all funds and assets available to

USAID/Southern Africa. Reviews all financial transactions, in electronic and manual formats, for completeness, accuracy and compliance.

● Oversees the formulation and preparation of the annual operating expense (OE) budget and program administration and oversight budgets; analyzes proposed forward funding and existing obligation pipelines. For current year budgets and allowed funds, assures effective management and funds controls are applied over operating expense and program funds. Reviews Mission requests for program and OE funds, provides fiscal data and the cost factors needed for budget formulation, estimates, and execution.

● Reviews and assesses the operations of the Accounting and Payments sections to identify opportunities to put in place best practices to maximize effectiveness and efficiency. Clearly identifies strengths and weaknesses, including bottlenecks, and recommends processes to streamline workflow and maximize efficiency. Assists in the establishment of business processes to enhance RFMO as a value-added provider of financial information and services to the Mission as well as our partners and stakeholders.

● Advises the Voucher Examination team on methods of prompt payment, cash management, cost reasonableness, reconciliation and disbursement issues for vendors and partners. Advises employees on the processing of payments and other documents concerning entitlements, allowances, travel, leave, etc.

● Serves as the recognized resource expert for the Southern Africa Mission Technical Officers and

Support Officers for interpreting USG financial management regulations and Agency Policies and preparing on-demand reports for use by the entire Mission for evidence-based decision making that is supported by accurate data.

● Perform quality assurance reviews, ensuring compliance with provisions of the Prompt Payment Act, Foreign Service Travel Regulations, and other applicable requirements.

D. POSITION ELEMENTS:

a) Supervision Received: The incumbent will work directly under the leadership of the USDH FSO-

Regional Controller or their designee. The incumbent exercises the maximum degree of independent judgement in planning and carrying out assigned duties/responsibilities; resolving problems and conflicts between operational units and taking necessary steps to meet time sensitive deadlines. Work results are reviewed as agreed upon intervals for the attainment of specified work objectives. The incumbent will develop and obtain the Regional Controller’s agreement with an Annual Performance

Based Workplan that lays out specific work objectives. Completing agreed upon work objectives and carrying out his/her responsibilities he/or she will immediately inform the immediate Supervisor of problems and/or concerns that arise that may affect the successful training and management of the

RFMO team.

b) Supervision Exercised: Direct Supervision of staff is not contemplated, and the incumbent may periodically supervise two Chief Accountants (FSN 12), one Certifying Officer and two Supervisory

Voucher Examiners (FSN 10) during the absence of the Controller or Deputy Controller.

c) Available Guidelines: USAID Automotive Directive System (ADS), Foreign Affairs Manual, US

Generally Accepted Accounting Principles (GAAP), Federal Travel Regulations, Department of States

Standardized Regulations, Mission Orders, Policies, and the Phoenix Manuals.

d) Exercise of Judgment: With limited or no guidance from the Regional Controller, the incumbent must be innovative and exercise independent and excellent professional judgment in all financial, accounting and payment matters. In instances not clearly covered by written guidelines the incumbent will consult with the Regional Controller and in addition, will use his/her own well-informed judgement in devising innovative and sustainable approaches to resolving technical, administrative, managerial and/or policy problems. Excellent (balanced) judgement must be exercised in setting priorities and in making decisions under tight deadlines.

e) Authority to Make Commitments: The incumbent will occupy an integral role in the financial clearance process of commitment documents. And therefore, will receive written delegated authority to approve commitments of USD1,000,000 and below. This delegation will be reviewed and will remain in effect until such time the delegation of authority is revoked by the Regional Mission

Controller.

f) Nature, Level and Purpose of Contacts: The incumbent will have frequent contact with Southern

Africa Regional Mission Team and the three recognized Country Office (Angola, Botswana, and

Namibia) Representatives and the non-presence countries of Eswatini and Lesotho. Mission Technical

Office Teams will include Agreement Office Representatives (AORs) Contracting Officers

Representatives (CORs), the Reginal Executive Office Staff, the Office of the Inspector General (OIG) located in the Southern Africa Regional Office, the Inter-Agency; mid-level host government officials, implementing partners including grantees and contractors to provide financial related guidance, ensure accountability, integrity of financial reporting and systems; US Disbursing Offices (i.e., Charleston, South Carolina and Bangkok) and local South Africa bank officials to resolve all issues related to transmitting, disbursing, and reconciling payments and host government officials in South Africa and regional countries on Value Added Tax (VAT) reimbursement question or matters as they arise.

Purpose of Contact: Is to provide training; convey current USG policies and regulations governing financial management and the regular exchange of technical and programmatic information.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education:

• A Master’s Degree in Accounting, Cost Accounting, Economics, or Chartered Certified Accountant qualification (ACCA) or Certified Public Accountant (US) is required.

Prior Work Experience:

• 15 years of professional accounting and financial analysis experience with the United States

Government is required. Eight years of supervisory, senior Accountant experience with the USG is required. And no less than five years of experience in providing focused financial management training is required.

Knowledge:

• Must have a comprehensive and thorough knowledge of U.S. professional accounting principles, standards, theories, practices, procedures, and terminology. The position requires an in-depth knowledge of the ADS, USG accounting policies, procedures and reporting requirements, USG auditing standards, Phoenix procedures and familiarity with other USG laws and regulations such as the Anti-Deficiency Act, the Prompt Pay Act and Appropriation Law, and recognized USG computer-based systems including ASIST, E2, GLAAS and Phoenix Accounting System and MS Office.

Skills and Abilities:

• Must possess a high level of managerial, analytical, and decision-making skills to lead and deliver services to a wide range of clients, execute assigned duties effectively and independently and the ability to develop and deliver formal and informal training in both technical and customer service skills. Strong leadership and management skills are required. Must be able to create and conceptualize innovative solutions to increase efficiency, improve customer service and meet challenging work demands. Must possess the ability to work under high pressure with tight deadlines and have excellent interpersonal and communication (oral and written) skills with proven ability to communicate clearly and effectively with external and internal customers and Mission staff – all employment categories and at all levels.

Other Requirement:

• The incumbent is required to travel to client operation units and implementing partners and host government sites in Angola, Botswana, Namibia, Eswatini and Lesotho periodically as requested by the Regional Controller to establish and maintain effective working relationships and to provide expert technical guidance on all aspects of financial management to staff at all levels within the functional operating units.

Language Ability:

• Excellent written and oral English language communications skills.

II. EVALUATION AND SELECTION FACTORS

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 https://www.acquisition.gov/browse/index/far 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. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

The following factors are listed in descending order of importance and will be the basis for the evaluation of applications meeting the required minimum qualifications. All applications will be evaluated based on the documentation submitted with the application. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation. The highest-ranking applicants may be selected for an interview, but an interview is not always necessary.

Applicants who clearly meet the skills and qualifications requirements will be further evaluated based on scoring of the Evaluation Factor responses submitted with the applicant’s application.

Applicants are required to address each of the following Evaluation Factors in a separate document describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor. The evaluation factors will be used to determine the competitive ranking of qualified applicants in comparison to other applicants. Be sure to include your name and the announcement number at the top of each additional page. Failure to specifically address the Evaluation Factors may result in your not receiving credit for all your pertinent experience, education, training and/or awards.

The most qualified candidates may be interviewed, required to perform a writing/editing exercise, and demonstrate an ability to operate commonly used office application software. USAID will not pay for any expenses associated with the interviews. In addition, applications (written materials and interviews) will be evaluated based on content as well as on the applicant's writing, presentation, and communication skills.

Applicants who clearly meet the eligibility requirements will be ranked based on the below Evaluation

Factors. The applicants will further be competitively ranked based on their interview performance and satisfactory professional reference checks. The Applicant Rating System is as follows:

Evaluation Factors (100 points):

Prior Work Experience: 40 points

Knowledge: 30 points

Skills and Abilities: 30 points

Interview Performance (100 points):

Interview questions may include the following areas:

● Interpersonal skills

● Work effectively in a team environment https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far

● Strategy formulation and implementation

● Demonstrate ability to communicate information to both technical and non-technical audiences, and achieve consensus on policy and administrative matters

Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)

USAID policy specifies that U.S. citizens or resident aliens (USNs) are preferred over third country nationals (TCNs). Therefore, USN and TCN offers will not be evaluated together. USAID will evaluate USN offers first and if the CO determines that there are no qualified USNs, only then will USAID evaluate TCN offers

III. SUBMITTING AN OFFER

• Eligible offerors are required to complete and submit the offer form AID 309-2, “Offeror Information for Personal Services Contracts with Individuals,” available at http://www.usaid.gov/forms.

• An up-to-date curriculum vitae (CV) or resume: Your CV/resume must contain sufficient relevant information to evaluate the application in accordance with the stated evaluation criteria. Broad general statements that are vague or lacking specificity will not be considered as effectively addressing selection criteria. Applicants are encouraged to write a brief appendix to demonstrate how prior experience and/or training addresses the minimum qualifications and evaluation criteria set forth in the solicitation.

• References: Three (3) references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.

• Security Clearance: Prior to signing a contract, the selected individual will be required to obtain an

“employment authorization” if a US Citizen or US Green Card Holder. This temporary security clearance will be requested while a personal background investigation is conducted. Instructions for obtaining the security clearance will be forwarded to the selected individual once negotiations have been concluded.

• Submissions shall be in accordance with the above information at the place and time specified. In order to be considered for the position a candidate 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 required qualifications. Applicants should note that the salary history for the purposes of the

AID309-2 is the base salary paid, excluding benefits and allowances such as housing, travel, educational support, vehicle use, etc. Applicants are reminded and required to sign the certification at the end of the AID309-2.

• Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 12.

• To ensure consideration of offers for the intended position, Offerors must prominently reference the

Solicitation number in the offer submission.

http://www.usaid.gov/forms

Methods of application submissions:

For applicants to be considered for this position the following guidelines will be adhered to and forms completed, signed and submitted to jobapplications@usaid.gov, to allow the evaluation committee to thoroughly and objectively review your application vis-a-vis the requirements of the position.

If sent via email:

Carol Masemola

Human Resource Contracts Assistant

Telephone: +27 12 452 2058

E-mail address: jobapplications@usaid.gov

IV. LIST OF REQUIRED FORMS PRIOR TO AWARD

The CO will provide instructions about how to complete and submit the forms after an offeror is selected for the contract award. Forms outlined below can be found at http://www.usaid.gov/forms:

• AID 309-2

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

• Questionnaire for Non-Sensitive Positions (SF-85). **

• Finger Print Card (FD-258). **

** Forms 2 through 4 shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.

V. BENEFITS AND ALLOWANCES

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

1. 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

2. ALLOWANCES:

Section numbers refer to rules from the Department of State Standardized Regulations

(Government Civilians Foreign Areas), available at https://aoprals.state.gov/content.asp?content_id=282&menu_id=101 mailto:jobapplications@usaid.gov http://www.usaid.gov/forms http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

(a) Temporary Quarter Subsistence Allowance (Section 120)

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

(c) Post Allowance (Section 220)

(d) Separate Maintenance Allowance (Section 260)

(e) Education Allowance (Section 270)

(f) Education Travel (Section 280)

(g) Post Differential (Chapter 500)

(h) Payments during Evacuation/Authorized Departure (Section 600), If a TCN is selected for this position the benefits will be adjusted as per Mission policy.

VI. TAXES

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

TCN will be eligible to pay taxes as specified by their respective country.

VII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES

PERTAINING TO PSCs

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/sites/default/files/documents/1868/aidar_0.pdf.

2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms.

Pricing by line item is to be determined upon contract award as described below:

https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/forms

LINE ITEMS

ITEM NO

(A)

SUPPLIES/SERVICES (DESCRIPTION)

(B)

QUANTIT

Y

(C)

UNIT

(D)

UNIT

PRICE

(E)

AMOUNT

(F)

0001 Base Period - Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: Cost

- Product Service Code: R497

- Accounting Info:

1 LOT $ _TBD $_TBD at

Award after negotiations with

Contractor_

1001 Option Period 1 – Compensation, Fringe

Benefits and Other Direct Costs (ODCs)

- Award Type: Cost

- Product Service Code: R497

- Accounting Info:

1 LOT $ _TBD $_TBD at

Award after negotiations with

Contractor_

2001 Option Period 2 – Compensation, Fringe

Benefits and Other Direct Costs (ODCs)

- Award Type: Cost

- Product Service Code: R497

- Accounting Info:

1 LOT $ _TBD $_TBD at

Award after negotiations with

Contractor_

3. Acquisition and Assistance Policy Directives/Contract Information Bulletins

(AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs.

4. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical

Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.

See https://www.oge.gov/web/oge.nsf/OGE%20Regulations .

***END OF SOLICITATION***

http://www.usaid.gov/work-usaid/aapds-cibs https://www.oge.gov/web/oge.nsf/OGE%20Regulations