USAID/Ukraine Solicitation for an Administrative Assistant - FSN-8 (Cooperating Country National only)

Solicitations open to: Ukrainian Nationals (Residency/Ukrainian Work Permit)

Solicitation No.: 720-121-23-R-10014

Position Title: Administrative Assistant

Issuance date: May 25, 2023

Closing date and time: June 08, 2023, at 11:59 p.m. Kyiv Time

Work hours: 40 hours (Full time)

Position Grade: FSN-08

Market Value: Basic Annual Rate (in U.S. Dollars): $21,801-28,343 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Ukraine. Final compensation will be negotiated within the listed market value.

Place of Performance: Kyiv, Ukraine

Period of Performance: Five (5) years contract with the possibility of extension

Security Level Required: Facility Access

STATEMENT OF DUTIES:

The Administrative Assistant position is in the Executive Office of the USAID/Ukraine and Belarus regional mission. Under the direct supervision of the Supervisory Management Specialist (Deputy EXO), the incumbent serves as a primary support to the Deputy EXO in administrative management of EXO operations and performs a variety of management support duties including: C&R management for the Mission – management of unclassified records, correspondence and communications within the Mission, liaison with other Embassy sections and USAID/Washington on records issues; support to the Deputy EXO on preparation of property inventory reports and disposition reports for the Mission; surge support to Travel administrative function – sharing workload with Travel Assistant and drafting Travel Authorizations (TAs) for domestic and international travel as needed; surge and backup support to Procurement Administrative function – supporting procurement process, processing and coordinating procurement actions requested, depending on the office needs; supervision of the Mission Director’s Chauffeur, coordination with Front Office on chauffeur’s assignments; advising on updates and drafting Mission Orders, Mission Notices, Mission Announcements, and Standard Operating Procedures; maintenance of the Executive Office webpage on the USAID/Ukraine Sharing Site.

MAJOR DUTIES AND RESPONSIBILITIES:

The Administrative Assistant collaborates with the Deputy EXO, Travel Assistant, Procurement Agent, and other EXO and Mission personnel, including the Belarus Country Office (currently relocated to Vilnius, Lithuania) as well as with all other agencies at post including and especially the ICASS staff. These liaison functions cover matters, issues, and problems pertaining to administrative management and support services. As a primary support to the Deputy EXO, the incumbent assists the latter in assuring that the integrity, efficiency and effectiveness of administrative operations are sound. S/he helps the Deputy EXO to identify processes and areas for strengthening systems. Under supervision and general guidance by the Deputy EXO, the incumbent works in the execution of:

Support to the Office Management: Maintains awareness over Records Management, Travel and Procurement functions of the Executive Office. Assists Deputy EXO in implementation of USAID administrative management policies, regulations and procedures or compliance with host country statutory or regulatory requirements that affect administrative management service of the mission and its employees. The incumbent drafts and coordinates the issuance of Mission Orders, Mission Notices, SOPs, checklists and other documents on policies and procedures applicable to the entire mission. Drafts or participates in drafting documents related to Correspondence and Records (C&R), administrative management, and contracting/procurement. The incumbent provides administrative management support to the Deputy EXO by establishing and maintaining working relationships with the counterparts in Embassy Administrative Offices and monitoring the quality and quantity of services provided and agreed upon between the agencies under the ICASS system, including the areas of: residential maintenance, warehousing, personal property accountability and disposal, the issuing, controlling, and reporting of personal property, air travel, customs and shipping, and motor pool. The incumbent monitors and ensures that maintenance work orders for Mission staff, transportation requirements, procurement requests, custom clearances, etc. are properly assigned and acted upon in a timely fashion. The incumbent attends Embassy management meetings, as needed, with the Deputy EXO or in his/her absence, ensures that actions assigned during such meetings are carried out in a timely manner. The incumbent assures all required logistics (vehicles/non-expendable supply/inventory) and reporting is accomplished to USAID/Washington.

In collaboration with Procurement Agent, the incumbent assists with all aspects of the administrative procurement process, including: the preparation of a detailed annual administrative procurement plan; market research; the development of statements of work (SOWs)/requests for quotes (RFQs), procurement related actions. The incumbent research, interprets, and communicates USG regulations, policies and procedures related to the aforementioned areas of administrative management.

Correspondence and Records (C&R): The incumbent administers and maintains the filing system and assists all mission offices in managing the records maintenance, storage, retrieval, and disposal functions of the records for the Mission in accordance with the mandatory regulations. Advises Administrative Assistants on correspondence and records management and proper procedures. Keeps records of files sent to both permanent and temporary storage. The incumbent assists in the maintenance of files storage area, retrieves records upon request from Mission personnel and ensures a mission filing schedule is adhered to and records are destroyed according to termination date by tracking disposal dates of archived files in temporary storage, advising File Custodians when the destruction date arrives, and coordinating the destruction of expired files with post’s GSO/Property. The incumbent organizes and coordinates the shipment of records for permanent storage. The incumbent is responsible for coordination of and adherence to regulations on all mandatory reporting (including Vital Records and Mission Records Inventory Disposition Plan). Being the primary point of contact for liaison with USAID/Washington Information and Records Division (M/AS/IRD), assists and coordinates with all Mission offices in preparing and submitting the annual Vital Records and Records Inventory and Disposition Plan to USAID/Washington. The incumbent determines needs for new files, revise space requirements, modification of procedures, new equipment and other needs associated with records and correspondence management. The incumbent advises all Mission personnel (including orientation to newcomers) on C&R activities such as records and mail handling procedures and regulations. The incumbent services as a liaison with post’s Mail Room. Acts as the Mission point of contact for courier services, supervises dispatch of official material (domestic and international) through courier services as required, advises EXO on the quality of their services and the need to change vendors, if any. Serves as the point of contact for the mobile phone services provider and software company generating personal phone bills when needed in accordance with post policy, maintaining the database and coordinating with the Financial Management Office for billing purposes.

The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

Supervisory Relationship: Work is performed under the supervision and guidance of the Supervisory Management Specialist (Deputy EXO).

Supervisory Controls: The incumbent will provide direct supervision of the Mission Director’s chauffeur.

Physical Demand: The work requested does not involve undue physical demand.

QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE:

Education: At a minimum two (2) years of College or University studies in business administration, public administration, or a field related is required.

Work Experience: At least three (3) years of progressively responsible administrative and/or secretarial experience, including experience in an administrative support role in an organization is required.

Language Proficiency: Level IV (fluent) in English and Ukrainian language proficiency (speak/read/write) is required.

EVALUATION AND SELECTION FACTORS:

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The Contracting Officer reserves the right at any point in the 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 Contracting Officer 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 Contracting Officer 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 technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

Selection Process and Basis of Evaluation: Offerors who clearly meet the minimum education and work experience qualification requirements may be further evaluated through review of the offeror’s submitted required documents (see points below) and ranked based on the evaluation and selection factors. A competitive range may be established of the highest-ranked offerors, who may be further evaluated through technical/language tests, interviews, and reference checks to determine the most qualified/highest-ranked offeror. Reference checks may be conducted with individuals not provided by the offeror, and without prior notification to the offeror. Any offeror not receiving satisfactory reference checks will no longer be considered for the position. Negotiations may be conducted with the most qualified/ highest-ranked offeror at the conclusion of evaluations.

40 points – Knowledge: Knowledge and understanding of administrative processes, procedures, rules and regulations of travel, business and commercial practices.

60 points – Skills and Abilities: Excellent interpersonal, teamwork, and customer services skills. Working level of keyboard/data entry, analytical skills, as well as intermediate level of IT software skills (use of more specialized software, such as advanced spreadsheet features, charts) are required. Strong communication skills, both verbal and written, are essential. The incumbent must be able to compile and present detailed administrative presentations/analysis and in an effective manner.

TOTAL POSSIBLE POINTS: 100 points

HOW TO APPLY:

Eligible Offerors are requested to submit a complete application package which must include all the required documents in English electronically to [email protected] with Subject line: Administrative Assistant (****720-121-23-R-10014).

ANY/ALL application submissions received after the closing date will not be considered.

REQUIRED DOCUMENTS:

1. Cover Letter: A memo or email that outlines how your qualifications and experience meet the selection criteria.
2. Application for Employment (DS-174): The form can be downloaded from this link https://eforms.state.gov/Forms/ds174.pdf.

Offerors must thoroughly complete the DS-174 form in English and are advised to include all of their current and previous work experience related to this position. Offerors may use continuation pages to further explain their relevant work experience, if needed. AND;

3. Current Resume/Curriculum Vitae (CV): The CV/resume must contain sufficient relevant information to evaluate the applications in accordance with the stated technical evaluation criteria, listed above.

IMPORTANT:

IN ORDER TO HAVE YOUR APPLICATION CONSIDERED, YOU MUST SUBMIT ALL THREE REQUIRED DOCUMENTS. IF YOU OMIT ANY OF THE REQUIRED DOCUMENTS, COVER PAGE, CV or DS-174 FORM, YOUR APPLICATION WILL NOT BE CONSIDERED.

Note:

• Only short-listed candidates will be notified.
• This vacancy is open to Ukrainian Nationals (Ukrainian Nationals (Residency/Ukrainian Work Permit Required).
• Applications with insufficient, incomplete and inconsistent information to make a determination will not be considered.
• No in-person appointments or telephone calls will be entertained.
• Offerors who are applying for this position must fully meet the education requirement (graduated and degree and/or diploma already received) as specified. At the time of applications, candidates must also meet in full the experience requirement.
• Short-listed candidates will be requested to provide educational documents such as degrees, diplomas, certificates and other pertinent documents (passport, proof of residency or work permit) as needed. Failure to provide the required documentation will result in the rejection of their application from further consideration.
• The Agency retains the full right to cancel or amend the solicitation and associated actions at any time

BENEFITS/ALLOWANCES:

As a matter of policy, and as appropriate, a CCN PSC is normally authorized the following benefits and allowances in accordance with the Mission Policy:

BENEFITS

1. Health and Life Insurance coverage: Provided under the Compensation Plan.
2. Defined Contribution Plan: Upon separation, a lump sum benefits equal to 12% of the basic salary earned for the duration worked under the appointment.

ALLOWANCES (as applicable)

1. Meal Allowances: The annual amount is $853 for employees working on a full-time basis.
2. Family Allowances: The mission provides a child allowance. Grants amounts are subject to change as determined by the Ukrainian State Budget Law.
3. Unique Conditions of Work Allowances/ Benefits: 10% of Basic Rate Additional information may be provided to the selected offeror at the time of the salary offer.

TAXES:

Locally Employed Staff are responsible for paying local income taxes. The U.S. Mission does withhold year-end local income tax payments.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs:

USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National 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:

LINE ITEMS

ITEM NO

(A)

SUPPLIES/SERVICES (DESCRIPTION)

(B)

QUANTITY

(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: Agency/B Code: 797

1

LOT

$ TBD

$ TBD at Award after negotiations with Contractor

Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs

USAID Acquisition and Assistance Policy Directives (AAPD-20-08): Leave and Holidays for CCNs and TCNs, available at https://www.usaid.gov/sites/default/files/documents/AAPD-20-08.pdf

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

PSC Ombudsman:

The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman.

EQUAL EMPLOYMENT OPPORTUNITY (EEO):

The U.S. Mission in Ukraine provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or transgender status), national origin, age, physical or mental disability, genetic information, religion, marital or parental status, veteran status, membership in an employee organization, political affiliation, or involvement in protected equal employment opportunity (EEO) activity. USAID/Ukraine also strives to achieve equal employment opportunities in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

END OF SOLICITATION

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Added 11 months ago - Updated 10 months ago - Source: usaid.gov