1 | P a g e Request for Personal Services Contractor USAID Office of Transition Initiatives Position Title: Administrative Program Assistant (Multiple Positions) Solicitation Number: SOL-OTI-15-000015 Salary Level: GS-7 Equivalent: $43,057 - $55,970 GS-9 Equivalent: $52,668 - $68,465 GS-10 Equivalent: $58,000 - $75,395 Issuance Date: February 3, 2015 Closing Date: February 18, 2015 Closing Time: 5:00 P.M. EST Dear Prospective Applicants: The United States Government (USG), represented by the U.S. Agency for International Development (USAID), is seeking applications from qualified U.S. citizens to provide personal services as an Administrative Program Assistant under a personal services contract, as described in the attached solicitation. Submittals must be in accordance with the attached information at the place and time specified. Applicants interested in applying for this position MUST submit the following materials: 1. Complete resume. In order to fully evaluate your application, your resume must include: (a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Dates (month/year) and locations for all overseas field experience must also be detailed. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements. (b) Specific duties performed that fully detail the level and complexity of the work. (c) Names and contact information (phone and email) of your current and/or previous supervisor(s). (d) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments. (e) U.S. Citizenship. Your resume should contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation for each grade level(s) for which you are applying. This information should be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration. Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 2 | P a g e 2. Supplemental document specifically addressing: Each of the four (4) Evaluation Factors shown in the solicitation. Responses must be limited to 500 words per factor. Any additional words above the limit will neither be read nor scored. NOTE: The Evaluation Factors are worth 70 out of 100 points. Applicants are required to address each of the 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. Additional documents submitted will not be accepted. Incomplete or late applications will not be considered. Your complete resume and the supplemental document addressing the EFs must be mailed, delivered, faxed, or emailed to: USAID/Office of Transition Initiatives 529 14th Street, NW, Suite 807 Washington, DC 20045 E-Mail Address: OTIjobs@usaid.gov Facs'mile: (202) 403-3911 Applicants can expect to receive a confirmation email when application materials have been received. Applicants should retain for their records copies of all enclosures which accompany their applications. Any questions on this solicitation may be directed to: Nathan Karrel or Christine Deloff E-Mail Address: OTIjobs@usaid.gov Website: OTIjobs.net Facs'mile: (202) 403-3911 Sincerely, Cristina Sylvia Contracting Officer Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 3 | P a g e Solicitation for U.S. Personal Services Contractor (PSC) Administrative Program Assistant (Multiple Positions) 1. SOLICITATION NO.: SOL-OTI-15-000015 2. ISSUANCE DATE: February 3, 2015 3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: February 18, 2015 4. POSITION TITLE: Administrative Program Assistant 5. MARKET VALUE: This position has been designated as a "ladder" position. The highest level of this position is a GS-10 ($57,426 - $74,654 per annum); however, USAID intends to fill this position at the entry GS-7 ($42,631 - $55,421 per annum) equivalent level, DC-locality pay. Final compensation will be negotiated within the listed market value based upon qualifications, previous relevant experience and work history, salary and educational background. Salaries over and above the pay range will not be entertained or negotiated. Candidates who live outside the Washington, D.C. area will be considered for employment but no relocation expenses will be reimbursed. The title of the position at the GS-7 and GS-9 levels will be "Administrative Program Assistant." The title of the position at the GS-10 level will be "Administrative Program Specialist." Following at least one year at the GS-7 grade, the candidate may have the opportunity for advancement to the GS-9 equivalent grade. Following one year at the GS-9 grade, the candidate may have the opportunity for advancement to the GS-10 equivalent grade. In order to be advanced to the higher grade, the incumbent must meet the minimum qualifications of the higher grade and receive an excellent performance rating in their most recent annual performance evaluation. The evaluation must include a statement by the supervisor that the employee is performing successfully at the current grade and is considered ready to perform at the higher grade level. Neither advancement nor extension of the contract is guaranteed. 6. PERIOD OF PERFORMANCE: Two years, with three one-year option periods. 7. PLACE OF PERFORMANCE: Washington, D.C. 8. STATEMENT OF WORK POSITION DESCRIPTION BACKGROUND USAID's Office of Transition Initiatives (OTI) is seeking highly motivated, highly qualified individuals who want the opportunity to help support rapid international transition programs for priority conflict-prone countries. Created in 1994 as a distinct operating unit within USAID, OTI helps local partners advance peace and democracy in politically-transitioning countries. In Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 4 | P a g e support of U.S. foreign policy, OTI seizes emerging windows of opportunity in the political landscape to promote stability, peace, and democracy by catalyzing local initiatives through adaptive and agile programming. Countries experiencing a significant political transition in the midst of a disaster or emerging from civil conflict have unique needs that cannot be fully addressed by traditional disaster relief. Timely and effective assistance to promote and consolidate peaceful, democratic advances can make the difference between a successful or a failed transition. OTI assists in securing peace by aiding indigenous, mostly non-governmental, civil society and media organizations. OTI uses such mechanisms as support for re-integration of ex-combatants into civilian society; development of initiatives to promote national reconciliation; identification of quick-impact community self-help projects to meet urgent economic needs; and aid to independent media outlets and community-based organizations to help promote informed debate and broaden public participation. To respond quickly and effectively and meet its program objectives and mandate OTI retains a group of high level professionals and experts under U.S. Personal Services Contracts (USPSCs). These knowledgeable and skilled professionals make up the vast majority of the OTI work force and are at its forefront implementing and achieving the office's programmatic goals and objectives. USPSCs are considered employees of USAID for all purposes except programs administered by the Office of Personnel Management (OPM) - such as federally sponsored health insurance, life insurance, and retirement benefits. However, there are several other similar benefits that USPSCs may participate in, such as partial reimbursement for health and life insurance costs, as well as full coverage of workers' compensation, among other benefits. For more complete information on USPSC benefits, please see page 16 of this solicitation. For more information about OTI and its country programs please see: http://www.usaid.gov/political-transition-initiatives INTRODUCTION The Administrative Program Assistant will be based in Washington, DC and provide a range of administrative and/or program services in support of OTI program-funded staff in Washington and the field. The Administrative Program Assistant will start work within one of OTI's three divisions: Field Programs Division (FPD), Program Learning and Innovation Division (PLI), or Operations and Management Division (OMD). The Administrative Program Assistant's supervisor will be determined upon hiring. Given the contingent, operational, and flexible nature of OTI's political transition work overseas, the Administrative Program Assistant may be required to move from one OTI division or team to another, depending on the operational and programmatic needs of the office. Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 5 | P a g e 9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY DUTIES AND RESPONSIBILITIES The work of the Administrative Program Assistant requires teamwork, the exercise of discretion, judgment, and personal responsibility. As a member of a highly operational office, the incumbent is willing and able to perform a wide range of administrative functions to help ensure programmatic success. The incumbent has a high level of integrity and attention to detail to ensure the use of OTI systems and procedures to maintain effective and efficient management of funds, programming, and monitoring and evaluation. The incumbent is highly flexible and willing to work under conditions of ongoing change, and remains professional and respectful of colleagues and authority in a diverse workforce. She or he places a premium on the building of positive relationships with his or her respective team both in the field and in Washington, and with key stakeholders both in and outside of USAID. The incumbent is able to prioritize and complete tasks without follow-up by the supervisor, while also filling in gaps as needed to ensure the responsiveness of the team. The Administrative Program Assistant is a strategic thinker, articulates innovative ideas, presents solutions, and is a positive role model for colleagues both in and outside of OTI. Under the direct supervision of the OTI Team Leader or his/her designee, the Administrative Program Assistant will perform the following duties: At the GS-7 "Administrative Program Assistant" Level: ? Provide knowledge management support such as tracking documents, lessons learned, and best practices across OTI programs and/or operations as required. Assist the teams in the creation and/or maintenance of information products in support of political transition programs; ? Provide general administrative support such as scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, ensuring that action items are followed up, filing, correspondence control, and other administrative services as required; ? Coordinate personnel support and action requests for program-funded staff including travel assistance, training logistics, and payroll support; ? Draft and track personnel memos, maintain personnel files, and manage the staff hiring tracker and temporary duty (TDY) scheduler; ? Assist in responding to requests for information on OTI programs from other teams, divisions, and/or USAID regional offices; ? Support program budgets and assist with financial planning, management and reconciliation; Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 6 | P a g e ? Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities; ? Coordinate closely with OTI's three divisions - Operations and Management Division, Field Programs Division, and Program Learning and Innovation Division - to attend meetings, report out to the supervisor, and ensure that the supervisor's priorities are shared with other divisions and teams; ? After an initial learning period, demonstrate an acquired knowledge of agency and offices policies, procedures and guidelines related to field programs and operational support; ? After an initial learning period, provide orientation, training, and mentoring for new staff that have since on-boarded; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; ? Backstop other Administrative Program Assistants across teams, as necessary; ? Perform all other duties assigned by the supervisor to ensure the successful completion of country programs. At the GS-9 "Administrative Program Assistant" Level: ? Provide knowledge management support such as tracking documents, lessons learned, and best practices across OTI programs and/or operations as required. Assist the teams in the creation and/or maintenance of information products in support of political transition programs; ? Provide general administrative support such as scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, ensuring that action items are followed up, filing, correspondence control, and other administrative services as required; ? Assist in the development of effective tracking systems for personnel action requests for program-funded staff, including travel assistance, training logistics, and payroll support; ? Draft and track personnel memos, maintain personnel files, and manage the staff hiring tracker and temporary duty (TDY) scheduler; ? Respond to requests for information on OTI programs from other teams, divisions, and/or USAID regional offices, within established office guidelines; ? Participate as needed in assessments of new country programs, and the implementation of country program operations including management, logistical, budget, administrative and contractual support; Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 7 | P a g e ? Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities; ? Coordinate closely with OTI's three divisions - Operations and Management Division, Field Programs Division, and Program Learning and Innovation Division - to attend meetings, report out to the supervisor, and ensure that the supervisor's priorities are shared with other divisions and teams; ? Evaluate established program operational support processes, and make recommendations to improve effectiveness within office and agency policies and guidelines; ? Provide orientation, training, and mentoring for new staff that have since on-boarded; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; ? Backstop other Administrative Program Assistants across teams, as necessary; ? Perform all other duties assigned by the supervisor to ensure the successful completion of country programs. At the GS-10 "Administrative Program Specialist" Level: ? Provide knowledge management support such as tracking documents, lessons learned, and best practices across OTI programs and/or operations as required. Assist the teams in the creation and/or maintenance of information products in support of political transition programs; ? Provide general administrative support such as scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, ensuring that action items are followed up, filing, correspondence control, and other administrative services as required; ? Assist in the development of effective tracking systems for personnel action requests for program-funded staff, including travel assistance, training logistics, and payroll support; ? Draft and track personnel memos, maintain personnel files, and manage the staff hiring tracker and temporary duty (TDY) scheduler; ? Participate in the selection of program implementers such as grantees, contractors, and personal services contractors. If required, serve as Contracting Officer's Representative (COR) or COR Backstop for contracts or agreements; ? Respond to requests for information on OTI programs from other teams, divisions, and/or USAID regional offices, within established office guidelines; Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 8 | P a g e ? Participate as needed in assessments of new country programs, and the implementation of country program operations including management, logistical, budget, administrative and contractual support. Possible field travel (not likely more than once a year) may be required to provide program support; ? Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities; ? Coordinate closely with OTI's three divisions - Operations and Management Division, Field Programs Division, and Program Learning and Innovation Division - to attend meetings, report out to the supervisor, and ensure that the supervisor's priorities are shared with other divisions and teams; ? Evaluate established program operational support processes, and make adjustments to improve effectiveness within office and agency policies and guidelines, and supervisor instruction; ? Provide orientation, training, and mentoring for new staff that have since on-boarded; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; ? Backstop other Administrative Program Assistants across teams, as necessary; ? Perform all other duties assigned by the supervisor to ensure the successful completion of country programs. 10. PHYSICAL DEMANDS The work is generally sedentary and does not pose undue physical demands. 11. WORK ENVIRONMENT Work is performed in an office setting. Overseas deployments are not required for this position. 12. START DATE: Immediately, once necessary clearances are obtained. 13. POINT OF CONTACT: See Cover Letter. EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION (Determines basic eligibility for the position. Applicants who do not meet all of the education and experience factors are considered NOT qualified for the position. See detailed instructions for demonstrating Education/Experience under "Applying") At a minimum, the applicant must have: Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 9 | P a g e At the GS-7 level: (1) A Bachelor's Degree with one (1) year of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; OR An Associate's Degree with two (2) years of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; OR A High School Diploma with three (3) years of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; AND (2) Demonstrated experience proofreading, drafting and managing correspondence. At the GS-9 level: (1) A Bachelor's Degree with two (2) years of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including at least one (1) year of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; OR An Associate's Degree with three (3) years of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including one (1) year of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 10 | P a g e OR A High School Diploma with four (4) years of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including one (1) year of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; AND (2) Demonstrated experience proofreading, drafting and managing correspondence. At the GS-10 level: (1) A Bachelor's Degree with three (3) years of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including two (2) years of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; OR An Associate's Degree with four (4) years of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including two (2) years of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; OR A High School Diploma with five (5) years of work experience performing a range of administrative or program support duties similar to those outlined in the scope of work, including two (2) years of experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; AND (2) Demonstrated experience proofreading, drafting and managing correspondence. In addition, the applicant must satisfy the following Selection Factors: ? Applicant is a U.S. citizen; ? Complete resume submitted; Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 11 | P a g e ? Supplemental document specifically addressing how the candidate meets each of the Evaluation Factors submitted; ? Ability to obtain a SECRET level security clearance; ? Satisfactory verification of academic credentials. SELECTION FACTORS (Determines basic eligibility for the position. Applicants who do not meet all of the selection factors are considered NOT qualified for the position.) ? Applicant is a U.S. Citizen; ? Complete resume submitted. See cover page for resume requirements. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements; ? Supplemental document specifically addressing how the candidate meets each of the Evaluation Factors submitted; ? Ability to obtain a SECRET level security clearance (NOTE: Dual citizens may be asked to renounce second-country citizenship); ? Satisfactory verification of academic credentials. A USAID Secret level security clearance is required prior to issuance of the contract for this position. NOTE: If a full security investigation package is not submitted by the selected within 30 days after it is requested, the offer may be rescinded. If a security clearance is not able to be obtained within four months after the selected submits the initial security clearance documentation, the offer may be rescinded. NOTE: The incumbent must obtain Department of State medical clearance within six months after the contract is issued. If a medical clearance is not obtained within this period, USAID may terminate the contract at the convenience of the government. EVALUATION FACTORS (Used to determine the competitive ranking of qualified applicants in comparison to other applicants. The factors are listed in priority order from highest to least.) Applicants should cite specific, illustrative examples for each factor. Responses must be limited to 500 words per factor. Any additional words above the limit will neither be read nor scored. Factor #1 Demonstrated experience applying and adapting administrative practices to various office settings. Factor #2 Demonstrated experience balancing a wide variety of tasks and working independently under pressure, often with extremely short deadlines. Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 12 | P a g e Factor #3 Demonstrated financial management experience and attention to detail including budget analysis, planning, tracking and scheduling. Factor #4 Demonstrated experience establishing and maintaining effective relationships with a variety of groups and individuals, across organizational structures. BASIS OF RATING: Applicants who clearly meet the Education/Experience Requirements and Selection Factors will be further evaluated based on scoring of the Evaluation Factor responses. Applicants are required to address each of the 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. Be sure to include your name and the announcement number at the top of each additional page. Failure to specifically address the Selection and/or Evaluation Factors may result in your not receiving credit for all of your pertinent experience, education, training and/or awards. Sample Evaluation Factors are provided on the GlobalCorps website at www.globalcorps.com. The Applicant Rating System is as Follows: Evaluation Factors have been assigned the following points: Factor #1 - 20 Factor #2 - 20 Factor #3 - 15 Factor #4 - 15 Total Possible - 70 Points Interview Performance - 30 points Satisfactory Professional Reference Checks - Pass/Fail (no points assigned) Total Possible Points: 100 The most qualified candidates may be interviewed, required to provide a writing sample, and demonstrate an ability to operate commonly used office applications. OTI 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. In the event that a candidate has fully demonstrated his/her qualifications and there are no other competitive applicants, OTI reserves the right to forego the interview process. Professional references and academic credentials will be evaluated for applicants being considered for selection. APPLYING: Applications must be received by the closing date and time at the address specified in the cover letter. Qualified individuals are required to submit: Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 13 | P a g e 1. Complete resume. In order to fully evaluate your application, your resume must include: (a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Dates (month/year) and locations for all overseas field experience must also be detailed. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements. (b) Specific duties performed that fully detail the level and complexity of the work. (c) Names and contact information (phone and email) of your current and/or previous supervisor(s). (d) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments. (e) U.S. Citizenship. Your resume should contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation for each grade level(s) for which you are applying. This information should be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration. 2. Supplemental document specifically addressing: Each of the four (4) Evaluation Factors shown in the solicitation. Responses must be limited to 500 words per factor. Any additional words above the limit will neither be read nor scored. NOTE: The Evaluation Factors are worth 70 out of 100 points. Applicants are required to address each of the 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. Additional documents submitted will not be accepted. By submitting your application materials, you agree to allow all information on and attached to the application to be investigated. False or fraudulent information on or attached to your application may result in you being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment. To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any email. DOCUMENT SUBMITTALS Via mail: USAID/Office of Transition Initiatives, 529 14th Street, NW, Suite 807, Washington, D.C. 20045 Via facs'mile: (202) 403-3911 Via email: OTIjobs@usaid.gov Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 14 | P a g e Please note in your document submittal where you heard about this position. NOTE REGARDING GOVERNMENT OBLIGATIONS FOR THIS SOLICITATION 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 application. NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS All individuals contracted as US PSCs are required to have a DUNS Number. USAID will provide a generic DUNS Number and PSCs are not required to register with CCR. For general information about DUNS Numbers, please refer to Federal Acquisition Regulation (FAR) Clause 52.204-6, Data Universal Numbering System (DUNS) Number (10/2003) https:/acquisition.gov/far/current/html/52_200_206.html LIST OF REQUIRED FORMS FOR PSCs Forms outlined below can found at: http://www.usa.gov/Topics/Reference-Shelf/forms.shtml or at http://www.usaid.gov/forms/ 1. Federal Employment Application (OF-612). 2. Declaration for Federal Employment (OF-306). 3. Medical History and Examination Form (DS-6561). 4. Questionnaire for Sensitive Positions (for National Security) (SF-86), or Questionnaire for Non-Sensitive Positions (SF-85). 5. Finger Print Card (FD-258). Forms 1 through 5 shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. CONTRACT INFORMATION BULLETINS (CIBs) and ACQUISITION & ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING TO PSCs CIBs and AAPDs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to http://www.usaid.gov/work-usaid/aapds-cibs#psc to determine which CIBs and AAPDs apply to this contract. AAPD 06-10 - PSC MEDICAL PAYMENT RESPONSIBILITY AAPD No. 06-10 is hereby incorporated as Attachment 1 to the solicitation. Solicitation for a USPSC OTI Administrative Program Assistant (Multiple Positions) SOL-OTI-15-000015 15 | P a g e FAR 52.222-50 - COMBATING TRAFFICKING IN PERSONS FAR Clause 52.222-50 is hereby incorporated as Attachment 2 to the solicitation. BENEFITS/ALLOWANCES: As a matter of policy, and as appr...