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22-110 Acquisition and Assistance Specialist - STRICTLY INTERNAL APPLICANTS ONLY

USAID (Kenya) Nairobi, Kenya

Summary

GENERAL INFORMATION

USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANT’S BANK ACCOUNTS.

  1. SOLICITATION NO.: 22-110
  2. ISSUANCE DATE: June 24, 2022
  3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: July 7, 2022 (4:30 PM East Africa Time).
  4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at [email protected].
  5. POSITION TITLE: Acquisition and Assistance Specialist (Multiple positions) – Internal Applicants ONLY.
  6. MARKET VALUE: The market value of this position is equivalent to FSN-12 Step 1 (6,834,442 KSH per annum) to Step 13 (11,618,566 KSH per annum) of the Local Compensation Plan (LCP) of USAID/Kenya and East Africa. Contracts will be written in accordance with AIDAR Appendix J and the LCP. Final compensation will be negotiated within the listed market value.
  7. PERIOD OF PERFORMANCE: The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to the availability of funds, the continued need for services and successful performance. It is anticipated that the selection of the successful candidate will be completed within an estimated six-month period from the closing date of this solicitation. The base period will be for one year with the commencement date based upon successful medical clearance and security certification. Contingent on Agency needs, the Contracting Officer may exercise four additional option period from the contract commencement date.
  8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
  9. ELIGIBLE OFFERORS: Open only to qualified locally hired employees of the US Government in Kenya. USG Employees presently on probation are ineligible to apply.
  10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.
  11. STATEMENT OF DUTIES:

General Statement of Purpose of the Contract

The Acquisition and Assistance (A&A) Specialist will serve as one the Mission’s most senior FSNs in the Office of Acquisition and Assistance. This expert is responsible for providing and advising on all acquisition and assistance related matters and instruments necessary to support USAID’s programs in the USAID/Kenya, East Africa, Sudan and/or Somalia portfolios. The A&A Specialist will act as an advisor to the Mission on "cradle-to-grave" procurement matters, including requests for proposal/application, negotiation, award and administration of a large variety of acquisition and assistance instruments.

The A&A Specialist will take the lead in managing all procurements in his/her portfolio, regardless of the funding source, from small dollar contracts and grants to the most complex and high dollar instruments with either local, U.S. and/or international partners. S/he may receive a warrant that would give him/her the responsibility to sign obligating documents such as incremental funding and other actions. The incumbent must be able to exercise judgment and make independent decisions. The A&A Specialist has in depth knowledge of the full range of acquisition and assistance instruments including contracts, grants, cooperative agreements, public international organization grants, and interagency agreements.

S/he will design, develop and lead on-site training sessions for Mission's technical personnel and advise/mentor grantees and contractors regarding contract/grant administration and implementation issues. This person will also serve as a mentor and advisor to other A&A Specialists, junior Foreign Service Officers and technical office team members.

12. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

Description

All documents drafted by the A&A Specialist shall require minimal to no edits or revisions and must be fully compliant with applicable policy and regulations. This includes documents drafted for even the most complex grants, cooperative agreements, purchase orders, task orders, fixed price and/or cost reimbursement contracts. This position includes the following elements.

Senior Business Advisor (30% of time)

  • Provide procurement expertise in implementing the Mission’s most difficult and sensitive development programs in collaboration with the Resident Legal Officers, Program Office, Front Office, State Department and USAID/Washington, informing the CO/AO as necessary.
  • Collaborate with Development Objective (DO) Teams in the development of their Acquisition and Assistance plans, providing advice/recommendations to facilitate this process. Review final procurement plans to ensure that procurement schedules are realistic. Advise DO Teams of the advantages and disadvantages of using various procurement mechanisms.
  • Provide advice and recommendations to DO Teams on development of Statements of Work (SOWs) and Program Descriptions (PDs). Review SOWs/PDs for completeness and provides advice to correct inadequacies when SOWs/PDs are incomplete. Ensure that SOWs/PDs are non-restrictive and that the key personnel required conform to Agency policy; provide advice to correct deficiencies. Review evaluation criteria to ensure fairness and consistency with USAID requirements and guidance.
  • Represent the Office of Acquisition and Assistance (OAA) in the capacity of OAA senior business advisor during Quarterly Financial Reviews, portfolio reviews, performance troubleshooting, activity design and other meetings with Office Directors, Mission Management, and others. Serve as acting Team Leader when requested.
  • Mentor and train junior Acquisition and Assistance FSNs, technical team members and local partners who require capacity building via technical assistance.

 Procurement of Assistance and Acquisition Instruments (40% of time)

  • Continuously monitor changes and updates to USG, Agency and Mission policies. S/he will also monitor court verdicts and Government Accountability Office (GAO) decisions that interpret procurement regulations. S/he will incorporate the changes and updates, as applicable, into OAA processes and documents.
  • Provide advice and recommendations on authorities for limiting competition in assistance and acquisition instruments. Review Justifications and Approvals, Waivers or other documents drafted by DO Teams to ensure that they fully address requirements and provide adequate justification for approval. Work with DO Teams to ensure the quality of the document is acceptable and cleared by the appropriate authorities.
  • Draft pre-solicitation and sources-sought notices, obtain relevant clearances, and post them on approved public websites such as www.sam.gov. Using established contracting methods and required OAA formats determine appropriate type of instrument and documentation. Prepares Requests for Information (RFIs) or other pre solicitation documents in accordance with Agency policy and regulations.
  • Draft solicitation documents, recommending changes to specifications or terms as required. Resolves critical contracting and assistance issues with DO Teams - referring those that cannot be resolved to the CO/AO for his/her action. Recommend alternative and preferred types of contracts (e.g., fixed price or cost reimbursement), grants, or cooperative agreements to best achieve the DO Teams’ objectives. Review proposed Requests for Proposals (RFPs), Notices of Funding Opportunity (NOFOs), and Invitations for Bids (IFBs) to ensure they are prepared in accordance with policy and regulations, incorporating special conditions and requirements as necessary. Responsible for ensuring that requests are posted on sam.gov, or other approved dissemination method.
  • Review supporting documentation (e.g. Independent Government Cost Estimates, Instrument Recommendations, Assistance Selection Plans, Individual Acquisition Plans, Source Selection Plans and others) for conformance with mandatory templates and Agency policy. Provide clear feedback to activity managers and follow up to ensure revisions are made and documents are cleared.
  • Ensure response is made on time and in the appropriate format to queries/questions raised by offerors and applicants. This could include review and coaching of documents drafted by subordinates.
  • Organize and lead pre-and post-proposal conferences with offerors and applicants, to include collecting, compiling and distributing applicable data. Monitor and document proceedings to ensure integrity of procurement process.
  • Draft instructions for technical evaluation committees, collecting conflict of interest certificates and briefing members on procedure and policy.
  • Analyze proposals and applications for conformance with solicitation requirements. Draft cost analysis.
  • Review Technical Evaluation Committee documents and provide feedback if changes are required to conform to solicitations and/or Agency policy.
  • Review past awards, conduct pre-award surveys and analyzes financial statements, as well as company and management policies to determine if an applicant or offeror is responsible (as defined by Agency policy).
  • Draft and send letters to negotiate final revised proposals/applications, ensuring the Agency’s negotiation objectives are met on time.
  • Drafts awards for contracts and assistance instruments, ensuring they include required information from GLAAS, mandatory templates, Agency policy and regulations and technical information.
  • Draft and send congressional notification, if required.
  • Draft and post award notice on sam.gov, or other approved website, as applicable.
  • Draft and send post award notifications, debriefs or additional information for unsuccessful offerors and applicants.
  • Comply with Agency requirements for filing in the ASIST system.

 Contract and Grant/Cooperative Agreement Administration (30% of time)

  • Advise contractors and recipients on award requirements and limitations. Advise, inform, and train implementing partners regarding U.S. Government regulations and Agency policy.
  • With council from the RLO, and SCO, negotiate and resolve any disputes that arise.
  • Fully responsible for the administration of all acquisition and assistance instruments assigned to his/her procurement portfolio. This will include site visits (travel outside of Nairobi to visit/oversee partner activities), change orders, drafting correspondence, advising Contracting and Agreement Officer Representatives (CORs/AORs) and awardees of their administration responsibilities. In addition, the Acquisition and Assistance Specialist will advise the Supervisory CO/AO and prepare appropriate documentation on any issues that may arise in the course of performance. This includes changes, disputes, work stoppages, problems with Government furnished property or materials, changes in scope or direction, replacement of key personnel, failure to make acceptable progress or meet any required cost share, default, payment problems, or unacceptable performance/ deliveries.
  • Expert usage of the Global Acquisition and Assistance System (GLAAS), the software program that standardizes and automates USAID's management of Acquisition and Assistance instruments. Continuously stay abreast of GLAAS updates and ensures mission staff are properly informed of changes or updates to the software.
  • Primary responsibility for internal controls rests with the Acquisition and Assistance Specialist. S/he will review and evaluate correspondence for necessary action, and if necessary, draft and send an appropriate response. Through prior experience, knowledge and necessary research, it is expected that the Acquisition and Assistance Specialist will have the capability to respond to all but the most complex issues, without prior consultation with the Supervisory CO/AO.
  • Ensure that contractors and recipients submit required deliverables/reports described in their awards including, but not limited to, subcontracting plans, inventory reports, quarterly financial reports, responses to contractor performance reports, follow extension needs, due dates for award fees, funding needs, and ensure AOR/CORs respond with technical approval if appropriate.
  • Disseminate performance reporting procedures to CORs and AORs and follow-up to ensure that reports are completed in accordance with Agency and USG policy.
  • Prepare and submit award information to the Office of Financial Management to facilitate the preparation of the Mission’s Audit Universe. Ensure that awards are closed out in a timely fashion. Resolve any grantee/contractor questions related to grant/contract close outs.

Supervisory Relationship

The Acquisition and Assistance Specialist works for and is under the administrative and general technical supervision of, the Supervisory Contracting and Agreement Officer (CO/AO) or his/her designee.

Supervisory Controls

S/he will supervise newly hired A&A Foreign Service Nationals (FSNs), developing and implementing on the job and classroom-based trainings to ensure their knowledge, skills and abilities expand. S/he will provide input into Agreement Officer Representative and Contracting Officer Representative (AOR/COR) annual performance reviews regarding management and oversight of procurement mechanisms.

Education

Master’s degree in Business Management/Administration, Procurement, Finance, Accounting, Law, International Trade, Industrial Management, or a related subject

More Details on Experience

S/he must have a minimum of seven (7) years of progressively responsible experience working with acquisition and/or assistance positions within the field of international development. Five (5) years of prior experience must be with International Development Organization(s), Non-Governmental Organizations, Embassies or Donor Agencies.

More Details on Skills

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 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 //www.acquisition.gov/browse/index/far.

 

-     Job Knowledge (50 points)

Advanced knowledge of all of the following areas is required at the full performance level: (1) Federal acquisition/assistance legislation, regulations, and procedures; (2) U.S. Federal Specifications and Standards; (3) U.S. and host-country acquisition, contracting and business procedures; (4) U.S. and local market conditions to include but not limited to the Kenya market conditions, pricing structures, and the capabilities of local vendors for specialized services and commodities; (5) U.S. Government acquisition and assistance practices; (6) USAID Automated Directives System; (7) the United States Agency for International Development's Acquisition Regulation; (8) the USG's Federal Acquisition Regulation; (9) Title 2 of the Code of Federal Regulations, Section 200 and 700; (10) In addition, good knowledge of advanced Kenyan and international procurement rules and principles is required.

 

-     Skills and abilities (50 points)

  • Due to frequent interaction with stakeholders in high stakes environments, the jobholder must be able to perceive, use, understand, manage, and handle emotions and communicate effectively to ensure positive working relationships are maintained. S/he must have the following skills and abilities:
  • Expert skills in developing presentations and trainings (e.g. Power Point, Google Slides, etc.). This includes technical knowledge of the software and understanding of how to develop content that is easy to understand and of professional level quality. Expert skills in use of spreadsheets (e.g. Excel, Google Sheets or others). This includes creating tables, formulas, analyzing and manipulating data. Expert skills in word processing (e.g. Microsoft Word, Google Documents or others). This includes the ability to draft a professional level document with appropriate formatting and content.
  • Expert skills in managing and responding to large numbers of e-mails received internally and from partners or interested offerors/applicants.
  • Ability to successfully manage and complete multiple tasks of competing priorities.
  • Advanced financial analytical skills to perform cost/price analyses.
  • Ability to explain complex procurement regulations and policy in a manner that is easy for the audience to understand.
  • Ability to display tact and political astuteness in high level negotiations or communications with senior level internal or external officials
  • Advanced reading comprehension and analysis is required to understand and apply USG regulations and policy in a manner that advances Mission, Agency goals and objectives
  • Excellent public speaking and presentation skills for use in conducting bidder’s conferences, trainings and other events

 Total possible points:  100

Terms And Conditions

Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com

Step 2: Complete the job application at www.myjobsinkenya.com

Step 3: Internal Offerors/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload them to MyJobsInKenya.

                        OR

External Offerors/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload them to MyJobsInKenya.

Offerors must provide a list of minimum three (3) professional references who are not family members or relatives, with complete name, title, organization where he/she works, description of relationship, with working/accurate telephone numbers and email addresses. The offeror’s references must be able to provide substantive information about his/her past performance and abilities.

Note to Applicants:

  1. Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com.
  2. Submissions will only be accepted through www.myjobsinkenya.com. Late and incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position.
  3. All Applicants must provide at least three professional 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.

LIST OF REQUIRED FORMS PRIOR TO AWARD

The CO will provide instructions about how to complete and submit any required forms after an offeror is selected for the contract award.

BENEFITS AND ALLOWANCES

Benefits and allowances are offered in accordance with the Local Compensation Plan (LCP).

 TAXES

The Contractor must observe Kenyan laws including those concerning income and related tax obligations.

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 //www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.
  2. Contract Cover Page form AID 309-1 available at //www.usaid.gov/forms.
  3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at //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 //www.oge.gov/web/oge.nsf/OGE%20Regulations.
  5. 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: //www.usaid.gov/work-usaid/personal-service-contracts-ombudsman. The PSC Ombudsman may be contacted via: [email protected].