Regional Acquisition and Assistance (A&A) Specialist

Regional Acquisition and Assistance (A&A) Specialist USAID/ Ukraine, Moldova, Belarus and Cyprus (UMBC) 1. SOLICITATION No. SOL-121-13-000005 2. ISSUANCE DATE: March 15, 2013 3. CLOSING DATE/TIME SPECIFIED FOR RECEIPT OF APPLICATIONS: April 13, 2013 4. POSITION TITLE: Regional Acquisition & Assistance (A&A) Specialist 5. MARKET VALUE: GS-13 ($71,674-$93,175) Final compensation will be negotiated within the listed market value based upon the candidate's past salary, work history and educational background. 6. PERIOD OF PERFORMANCE: 1 years (with a possibility of extension) 7. PLACE OF PERFORMANCE: Kyiv, Ukraine 8. SECURITY CLEARANCE REQUIREMENT: The selected applicant shall be required to obtain a secret level security clearance as a pre-condition for employment. 9. MEDICAL CLEARANCE: The selected applicant and any eligible family members who will accompany the applicant to post shall be required to obtain a Department of State Medical clearance to live and/or work in Ukraine as a pre-condition for employment and/or residence in this position. 10. SUPERVISOR: Regional Contracting Officer, USAID/Ukraine, Moldova, Belarus and Cyprus 11. AREA OF CONSIDERATION: US Citizens, Eligible Family Members, Green Card Holders _________________ 1. Basic Function of Position: The Regional Acquisition & Assistance Specialist independently performs a variety of acquisition and assistance (A&A) duties including procurement planning, negotiating, writing assistance and acquisition awards, preparing modifications, and terminations for assigned technical programs in the USAID Missions serviced by USAID/UMBC/RCO. 2. As an assistant to a Regional Contracting Officer/Agreement Officer (RCO/RAO), the Acquisition and Assistance Specialist is responsible for, but not limited to, the following duties: 1. Plan and Negotiate of New Acquisition and Assistance Awards 35% a. Supports one or more technical offices for one or more countries to identify and plan the appropriate procurement steps and actions required to obtain the services, commodities or assistance needed to implement approved activities in a timely, effective and efficient manner. b. Provides advice during the design phase of activities on the various acquisition and assistance mechanisms available for implementation and the benefits and/or drawbacks of each type of mechanism to allow the technical office to make an informed decision and ultimately a recommendation to the Contracting/Agreement Officer. c. Provides advice and guidance to team member(s) in developing a contractible Statement of Work or suitable Program Description, including measurable results; developing the budget; developing appropriate evaluation criteria for competitive actions; and other necessary pre-obligation documentation, such as non-competitive justifications or source/origin waivers. d. Prepares and issues Requests for Quotations for purchase orders, Requests for Proposals for contracts and task orders and Requests for Applications for grants or cooperative agreements for the Contracting/Agreement Officer's review and approval and ensures that these documents are advertised and disseminated in accordance with the applicable policies and regulations. e. Manages the technical evaluation process, including receipt and safeguarding of proposals; briefs the technical evaluation panel on its role and responsibilities; provides the technical evaluation panel with past performance records; reviews the evaluation memorandum prepared by the technical evaluation panel; and prepares discussion letters to offerors describing deficiencies in their technical proposals for the Contracting/Agreement Officer's review and approval. f. Manages the cost evaluation process by analyzing cost proposals for allowability, allocability and reasonableness in accordance with the appropriate cost principles, including, inter alia, a review of indirect cost rates and any ceilings proposed, proposed subcontracts and subawards, and proposed cost sharing (if appropriate); prepares discussion letters to offerors describing deficiencies in their cost proposals for the Contracting/Agreement Officer's review and approval. g. Develops cost and technical rankings of offerors and establishes competitive range (if appropriate) for the Contracting/Agreement Officer review and approval; and prepares memoranda to the Contracting/Agreement Officer supporting best value decisions. h. Negotiates price and/or individual costs and technical requirements (as described by technical officers) with prospective contractors and recipients to ensure that all USAID requirements are met and that the price of the award is fair and reasonable. i. Prepares Negotiation Memoranda, documenting and describing all relevant aspects of an award, including competition (or exceptions thereto), selection, cost analysis, responsibility determination and basis for award, for the Contracting/Agreement Officer review and signature. j. Prepares acquisition and assistance award documents in the Global Acquisition & Assistance System (GLAAS) for the Contracting/Agreement Officer review and signature, ensuring all relevant clauses or provisions and special instructions (such as Substantial Involvement or Reporting) are included. Prepares, as appropriate, electronic Congressional Notifications of Award, Federal Business Opportunities and Grants.gov announcements, and documents for the Mission website. Ensures award documents are distributed appropriately. 2. Acquisition and Assistance Administration 35% a. Performs a wide variety of actions to support Strategic Objective team(s) in post-award contract and agreement administration and monitoring of performance by reviewing contractor or recipient reports, attending meetings with contractor or recipient staff, personal contacts and site visits, as necessary. b. Arranges post-award conferences to review the roles and responsibilities of all parties to the agreement or contract. c. In conjunction with Contracting Officer's Representatives (COR)/Agreement Officer's Representatives (AOR), monitors contractor and recipient performance and achievement of results, notifying the Contracting/Agreement Officer of any deficiencies or problems. d. Responds to contractor and recipient correspondence and action requests in accordance with applicable regulations, including, inter alia, personnel, salary and travel approvals, consent to subcontracting, source, origin and nationality or other waivers, disposition of property, etc. e. Negotiates and prepares modifications to contract and assistance awards for unfunded extensions, increases in ceiling price, incremental funding, and changes to contract terms and conditions, among others. Prepares more complex modifications with guidance from the Contracting/Agreement Officer. f. Maintains up-to-date and complete contract and award files. 3. Project Design and Performance Review 10% Serves as an active member of Activity Design Teams and provides authoritative advice in designing and managing the portfolio for accomplishing the results in a most efficient and effective manner. Travels to project sites and participates in new development activities such as providing assistance in focus groups and in depth interviews with customers. 4. Mentoring & Procurement Activity Coordination 20% Conducts mentoring and on-the-job training to junior/less experienced staff on A&A policies and practices. Coordinates the activities of the A&A Assistants by giving specific work assignments and overseeing their completion. 3. Qualifications: Education: Possession of a Bachelor's Degree, preferably in a relevant field such as Business Administration, Finance, Marketing, Commerce, International Trade, Industrial Management or Law. An advance degree in these area is highly desirable i.e. MBA, MA, JD. Prior Work Experience: Five to seven years of progressively responsible experience in acquisition or closely related fields, plus at least one year of A&A experience within the USG. Post Entry Training: The incumbent must have successfully completed all mandatory Federal Acquisition Certification in Contracting Program (FAC-C) Level I and II courses or equivalent class hours of other advanced A&A trainings approved by their supervisor. The incumbent must successfully complete all required GLAAS training. (NOTE: These training requirements are for the full performance level and are not required at the trainee level.) Language Proficiency: Fluency in English, writing and speaking ability is required. Knowledge: - Good knowledge of Federal and USAID acquisition Regulations, particularly as it relates to acquisition through methods of negotiation, sealed bidding, small purchase procedures, and results in standard and established contract types; - Comprehensive knowledge of the local and regional market place pertaining to program and project requirements for services and commodities; - Good knowledge and understanding of the U.S. market and pricing methods. Skills and Abilities: - Demonstrated ability to plan and administer large acquisition activities, and provide adequate acquisition assistance and support for the agency's programs and projects in a timely manner; - Ability to apply governing contracting regulations, procedures and policies to individual acquisition and assistance programs. - Ability to deal effectively with high level representatives of the U.S. and local business community, colleagues in the USAID/UMBC Mission and the host government; - Ability to negotiate and persuade in contract discussions with potential suppliers and recipients. - Excellent writing skills in English. - Excellent interpersonal, oral/written communication skills; - Knowledge of Word, Excel and PowerPoint computer software, administrative and management skills, policy and diplomacy skills are necessary. 4. Authority to Make Commitments: The incumbent will have no independent authority to commit U.S. Government (USG) funds on behalf of the U.S. Government. 5. Selection Process: After the closing date for receipt of applications, a committee will be convened to review applications and evaluate them in accordance with the evaluation criteria. Applications from candidates which do not meet the selection factors will not be scored. As part of the selection process, final candidates may be interviewed either in person or by telephone at the discretion of the selection panel. Reference checks will be made only for applicants considered as finalists. If an applicant does not wish for the current employer to be contacted as a reference check, this should be stated in the application. The interviewing committee will delay such reference check pending communication with the applicant. Only shortlisted candidates shall be contacted with regards to the status of the recruitment and selection process. 6. Terms of Performance: The selected candidate shall perform the preceding services for a period of one year (with a possibility of extension), based in Kyiv, Ukraine. Within 2 weeks after written notice from the Contracting Officer that all clearances have been received, the incumbent will begin work. The position described has been classified at a U.S. Government GS-13. The actual salary of the successful candidate will be negotiated within that pay band, depending on qualifications and previous salary history. 7. Benefits: 1. Employee's FICA Contribution 2. Health & Life Insurance: Health Insurance Annual Premium (not to exceed $20.330 for contractor with family; and $7,266 for contractor only. The Contractor shall be provided a maximum contribution of up to 72% against the actual costs of the Contractor's annual health insurance costs, provided that such costs may not exceed the maximum U. S. Government contribution as announced periodically by USAID's Office of Acquisition and Assistance. The Contractor shall be provided a contribution of up to 50% against the actual costs of annual life insurance not to exceed $500.00 per year. 3. Medical Evacuation (Medevac) Insurance: 100% Medical Evacuation Insurance annual premium for contractor with family will be reimbursed to the contractor, if not covered by Health Insurance. 4. Pay Comparability Adjustment-Annual across the board salary increase for US Government employees and US Personal Services Contractors. Currently this Pay Comparability Adjustment is frozen until further notice. 5. Eligibility for Worker's Compensation. 6. Vacation & Sick Leave 8. Allowances* (If Applicable): As a matter of policy, and as appropriate, an offshore USPSC is normally authorized the following allowances: 1. Post Differential (Section 500) 2. Living Quarters allowances (Section 130) 3. Temporary Lodging Allowances (section 120) 4. Post Allowance (COLA) (Section 220) 5. Supplemental Post Allowances (Section 230) 6. Payment During Evacuation (Section 600) 7. Education Allowances (Section 270) 8. Separate Maintenance Allowances (Section 260) 9. Education Travel (Section 280) *Dept. of State Standardized Regulation (DSSR) (Government Civilians Foreign Areas). 9. Other Benefits: Additional benefits are available for individuals hired outside Ukraine in accordance with the AIDAR, Federal Travel Regulations and Standardized Regulation, e. g., international airfare from place of residence, R&R, international shipment of personal effects, unaccompanied baggage allowance, POV Shipment, Repatriation Travel and furnished housing. Federal Taxes: USPSCs are not exempted from payment of Federal Income taxes under the foreign earned income exclusion. 10. Required Forms for PSCs: For initial consideration: 1. OF-612 Upon advice by the Contracting Officer that the applicant is the successful candidate: 2. Contractor Employee Biographical Data Sheet (AID 1420-17) 3. Medical Clearance or Physical Examination Forms 4. Security Clearance or Background Investigation Forms The list of required PSC forms above can be found at: http://www.usaid.gov/forms 11. Application Process: Qualified individuals are requested to submit 1. A U.S. government OF-612 which is available at the USAID website http://www.usajobs.opm.gov/forms.asp, or at Federal Offices. Alternatively, the old SF-171 may be submitted in lieu of the OF-612. 2. Applicant's detailed Resume and a Cover Letter of application The letter of application should list the Qualifications and the Selection Criteria factors from section 11 above, and the applicant should address how s/he meets each criteria. Additionally, applicants are required to provide three professional references with complete contact information including email address and telephone numbers. Failure to do this will result in exclusion from the recruitment and selection process. Please send your application package to this e-mail account: KyivVacancies@usaid.gov ACQUISITION AND ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING TO PERSONAL SERVICES CONTRACT (PSC) AAPDs contain information or changes pertaining to USAID policy, regulation and procedures concerning acquisition and assistance. There are a number of AAPDs pertaining to PSCs. Please refer to the USAID website http://www.usaid.gov/business/business_opportunities/ to locate relevant AAPDs. Additionally, AIDAR Appendix D applies to PSCs and can be found at: http://www.usaid.gov/policy/ads/300/aidar.pdf Point of Contact: 1. Oksana Shvaitser, HR Mgmt Assistant, USAID/Ukraine, Moldova, Belarus and Cyprus (oshvaitser@usaid.gov) 2. Don Brady, Supervisory Regional Executive Officer, USAID/Ukraine, Moldova, Belarus and Cyprus (dbrady@usaid.gov)