USPSC - OTI Financial Management Specialist - Washington, DC

Request for Personal Services Contractor USAID Office of Transition Initiatives Position Title: OTI Financial Management Specialist Solicitation Number: SOL-OTI-15-000035 Salary Level: GS-9 Equivalent: $52,668 - $68,465 GS-11 Equivalent: $63,722 - $82,840 GS-12 Equivalent: $76,378 - $99,296 Issuance Date: June 22, 2015 Closing Date: July 6, 2015 Closing Time: 5:00 P.M. Eastern Time 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 a Financial Management Specialist 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 explicit 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 explicit information to determine your qualifications for the position will result in loss of full consideration. ? 2. Supplemental document specifically addressing: Each of the three (3) 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 or emailed to: Office of Transition Initiatives 529 14th Street, NW, Suite 807 Washington, DC 20045 E-Mail Address: contact@example.gov 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: OTI Recruitment Team Telephone Number: +1 (555) 000-0000 E-Mail Address: contact@example.gov Website: www.OTIjobs.net Sincerely, Cristina Sylvia Contracting Officer Solicitation for U.S. Personal Services Contractor (PSC) OTI Financial Management Specialist 1. SOLICITATION NO.: SOL-OTI-15-000035 2. ISSUANCE DATE: June 22, 2015 3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: July 6, 2015 5:00 pm Eastern Time 4. POSITION TITLE: Financial Management Specialist 5. MARKET VALUE: This position has been designated as a "tandem/ladder" position that, depending on the qualifications of the candidate, can be filled at either the GS-9 ($52,668 - $68,465 per annum) or GS-11 ($63,722 - $82,840 per annum) equivalent level. The highest level of this position is a GS-12 ($76,378 - $99,296 per annum). Final compensation will be negotiated within the listed market value of the GS-9 or GS-11 level depending on 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. Following at least one year at the GS-9 grade, the candidate may have the opportunity for advancement to the GS-11 equivalent grade. Following two years at the GS-11 grade, the candidate may have the opportunity for advancement to the GS-12 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. Note: Applicants who submit an application for the GS-11 grade level, but do not meet the minimum qualifications as outlined in this solicitation and as reviewed by the Technical Evaluation Committee, will not be considered for the GS-9 positions if they have not submitted a separate application for the GS-9 level. Similarly, applicants who apply for the GS-9 position even though they might meet the minimum qualifications for the GS-11 position will not be considered for the higher graded position if they have not submitted a separate application for the GS-11 position. Applicants who are unsure of which grade level they meet the minimum qualifications for should submit separate applications for the GS-9 and the GS-11 positions. 6. PERIOD OF PERFORMANCE: Two years, with three one-year option periods. 7. PLACE OF PERFORMANCE: Washington, DC 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 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 14 of this solicitation. For more information about OTI and its country programs please see: http://www.usaid.gov/political-transition-initiatives INTRODUCTION The Financial Management Specialist reports directly to the OTI Finance Team Leader. The incumbent of the position is OTI's financial expert and must possess knowledge of financial systems, especially those employed by USAID, to support OTI's transition programs. As the OTI financial expert, the Financial Management Specialist is the office's financial analyst and budget professional, and must have the presence and ability to identify and articulate financial issues that impact OTI programs to counterparts. The Financial Management Specialist will efficiently manage all OTI financial resources, ensuring that program funding for OTI activities is readily available. Approximately 95% or more of OTI's resources are program funds, and 5% or less are operational expenses. The Financial Management Specialist must be able to quickly master OTI and USAID budget and finance systems, and be able to guide program and operations staff, including senior management, in their use when required. The Financial Management Specialist must be readily available to advise and train OTI/Washington, field staff, and implementing partner staff on financial issues. OTI is a fast-paced office with frequently changing priorities, and staff must be able to multitask and move quickly from one activity to another. Effective organizational skills, attention to detail, and understanding of financial management systems and processes are required. Ledgers, records and relevant financial documentation must be current and accurate. This is a key position in a very demanding office that responds rapidly to numerous complex activities and provides OTI staff with financial services and support, including training. The demands of this position require a Financial Management Specialist with a superb customer service and work ethic, and with the ability to operate independently and anticipate the needs of a complex organizational unit. 9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY DUTIES AND RESPONSIBILITIES The work of the Financial Management Specialist 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 Financial Management Specialist 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 Finance Team Leader or his/her designee, the Financial Management Specialist will perform the following duties: At the GS-9 Level: - Support program budgets and assist with financial planning, management and reconciliation; - 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; - Maintain the DCHA/OTI official accounts for OTI program funds, including commitments and obligations for the current year and carryover funds. Monitor prior year obligation balances. Perform regular account reconciliation and determine necessary adjustments to balance accounts accordingly; - Provide support to the development and maintenance of DCHA/OTI's budget and finance database; - Maintain continuous liaison and effective working relationships with OTI teams, particularly OTI's Program Office budget team; - Maintain continuous liaison and effective working relationships with Agency counterparts such as the DCHA Bureau Controller, PPC, M/OAA, M/FM, and USAID Missions overseas on matters relating to procurement, financial issues, obligations and de-obligations of program-funded activities. [Note: 95% or more of OTI funding is from program funding sources, and 5% or less of OTI funding is from operational expense funding]; - Maintain accurate records of all DCHA/OTI budget and finance activities supporting transition programs; - After an initial learning period, provide orientation, training, and mentoring for new staff that have since on-boarded as delegated; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - If required, serve on short-term assignments with other USAID offices or bureaus in support of OTI programs. These placements shall not exceed three months; - Perform all other duties assigned by the supervisor. At the GS-11 Level: - Prepare accurate financial and budget reports. Conduct regular and special financial analyses that cover reimbursements and special appropriations; - Prepare and monitor financial reports for program-funded activities. Monitor OTI's resource availability, prepare reports on disbursements and use of funds and manage the obligation/de-obligation process to maximize use of available funds; - Manage program funds for the Office. Control the allocation of approximately $50 million of OTI funds as well as additional program funds from other sources per year (ranging from $15 million to $200 million or more). Coordinate and work closely with the DCHA Bureau controller's office, as well as with other Bureaus when additional funds are received or transferred to OTI for OTI managed programs; - Conducts the day-to-day operation and maintenance of OTI program financial accounts. These statements are required under legislation to assure compliance with laws and regulations affecting the expenditure of funds, control of the budget, and reports on the status of obligations and expenditures; - Review financial proposal to adhere to financial procedures, conformance to agency requirements and/or limitations to generally accepted accounting principles and standards. Assure approved documents are within established guidelines and are readily retrievable from country or project files; - Utilize funding analysis to recommend program budget and staffing levels based on management decisions and/or changes in the program goals, objectives, and priorities and as back-up material for requests for budget increases/decreases; - Prepare funding requirements for inclusion in a variety of budgetary and programmatic submissions, e.g., Annual Budget Submission, Congressional Budget Justification, Quarterly Accrual Reports, Monthly reports to OMB, Annual Report, etc. - Advise country team program managers on the preparation of budget requests; consolidate supporting budget data and justifications; - Maintain continuous liaison and effective working relationships with OTI teams, particularly OTI's Program Office budget team; - Perform Section 1311 Review of Unliquidated Obligations for all years, e.g., contracts, grants, cooperative agreements, inter-agency agreements (ICASS), CNs and MOUs. This process results in making a determination regarding the retention or de-obligation of remaining program funds. Ensure that required documentation supports the analysis and determination. Work with FM and DCHA/PPM to help ensure that program funds de-obligated are immediately reprogrammed and available for other program priorities; - Provide orientation, training, and mentoring for new staff that have since on-boarded as delegated; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - If required, serve on short-term assignments with other USAID offices or bureaus in support of OTI programs. These placements shall not exceed three months; - Perform all other duties as assigned by supervisor. At the GS-12 Level: - Prepare accurate financial and budget reports. Conduct regular and special financial analyses that cover reimbursements and special appropriations; - Prepare and monitor financial reports for program-funded activities. Monitor OTI's resource availability, prepare reports on disbursements and use of funds and manage the obligation/de-obligation process to maximize use of available funds; - Manage program funds for the Office. Control the allocation of approximately $50 million of OTI funds as well as additional program funds from other sources per year (ranging from $15 million to $200 million or more). Coordinate and work closely with the DCHA Bureau controller's office, as well as with other Bureaus when additional funds are received or transferred to OTI for OTI managed programs; - Conducts the day-to-day operation and maintenance of OTI program financial accounts. These statements are required under legislation to assure compliance with laws and regulations affecting the expenditure of funds, control of the budget, and reports on the status of obligations and expenditures; - Review financial proposal to adhere to financial procedures, conformance to agency requirements and/or limitations to generally accepted accounting principles and standards. Assure approved documents are within established guidelines and are readily retrievable from country or project files; - Utilize funding analysis to recommend program budget and staffing levels based on management decisions and/or changes in the program goals, objectives, and priorities and as back-up material for requests for budget increases/decreases; - Prepare funding requirements for inclusion in a variety of budgetary and programmatic submissions, e.g., Annual Budget Submission, Congressional Budget Justification, Quarterly Accrual Reports, Monthly reports to OMB, Annual Report, etc.; - Advise country team program managers on the preparation of budget requests; consolidate supporting budget data and justifications; - Maintain continuous liaison and effective working relationships with OTI teams, particularly OTI's Program Office budget team; - Perform Section 1311 Review of Unliquidated Obligations for all years, e.g., contracts, grants, cooperative agreements, inter-agency agreements (ICASS), CNs and MOUs. This process results in making a determination regarding the retention or de-obligation of remaining program funds. Ensure that required documentation supports the analysis and determination. Work with FM and DCHA/PPM to help ensure that program funds de-obligated are immediately reprogrammed and available for other program priorities; - Act as the OTI expert on OTI and USAID financial operating systems in support of OTI program funding (e.g. OTI's TOMAS program budget/finance database, Phoenix, GLAAS, etc.). Provide reports, advice, guidance, instructions and training to OTI staff, including senior managers, in preparing, executing and tracking a wide variety of program funded procurement actions; - Mentor and train at least one financial backstop ensuring that the backstop will be able to provide OTI with full finance services in the absence of any Finance Team member; - Provide orientation, training, and mentoring for new staff that have since on-boarded as delegated; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - When required serve as Acting Team Leader for the OTI Finance Team in his/her absence; - If required, serve on short-term assignments with other USAID offices or bureaus in support of OTI programs. These placements shall not exceed three months; - Perform all other duties as assigned by supervisor. SUPERVISORY RELATIONSHIP: The Financial Management Specialist will be supervised by the OTI Finance Team Leader, as a member of the Operations and Management Division (OMD). SUPERVISORY CONTROLS: At the GS-9 level, the supervisor will assign priorities, deadlines, and work to be accomplished. The employee is expected to use initiative in carrying out recurring assignments independently, while referring deviations, problems and unfamiliar situations to the supervisor. At the GS-11 level, the supervisor will create assignments by defining objectives, priorities and deadlines, and will work with the employee on situations that do not have clear precedents. The employee is expected to plan and carry out successive steps, and handle problems and deviations in accordance with instructions, policies, previous training or accepted practices. The supervisor will evaluate work for technical soundness, appropriateness and conformity to policy requirements. At the GS-12 level, the supervisor will set overall objectives and resources available, and work with the employee to develop deadlines, methodology, and work to be accomplished. The employee will be responsible for carrying out assignments and consulting with the supervisor on policy interpretations. The supervisor will evaluate work for technical soundness and effectiveness in meeting work objectives. 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: At the GS-9 level: (1) Bachelor's degree with two (2) years of work experience in finance; AND (2) Demonstrated experience developing and maintaining financial management and information systems; (3) Demonstrated experience with U.S. Government rules and regulations pertaining to budget and financial resources. At the GS-11 level: (1) Bachelor's degree with three (3) years of work experience in finance; AND (2) One (1) year of experience developing and maintaining financial management and information systems; (3) Demonstrated experience with U.S. Government rules and regulations pertaining to budget and financial resources. At the GS-12 level: (1) Bachelor's degree with four (4) years of work experience in finance; AND (2) Two (2) years of experience developing and maintaining financial management and information systems; (3) Demonstrated experience with U.S. Government rules and regulations pertaining to budget and financial resources. 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. Due to anticipated program needs, individuals should be able to travel to post within 60 days after a contract is awarded. 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 developing solutions to financial and management problems, with a strong emphasis on maintaining good customer service; Factor #2 Demonstrated experience gathering, analyzing and evaluating budgets (including statistical and program data) to make appropriate financial recommendations and/or decisions; Factor #3 Demonstrated experience tracking and maintaining program finances with software applications such as Microsoft Access or Excel. 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. The Applicant Rating System is as Follows: Evaluation Factors have been assigned the following points: Factor #1 - 30 Factor #2 - 30 Factor #3 - 10 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: 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 three (3) 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: Office of Transition Initiatives, 529 14th St. NW, Suite 807, Washington, DC 20045 Via email: contact@example.gov 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. FAR 52.222-50 - COMBATING TRAFFICKING IN PERSONS FAR Clause 52.222-50 is hereby incorporated as Attachment...