USPSC - OTI Program Assistant/Specialsit - Washington, D.C.

Request for Personal Services Contractor USAID Office of Transition Initiatives Position Title: Program Assistant/Specialist - Washington, DC Solicitation Number: SOL-OTI-15-000039 Salary Level: GS-9 Equivalent: $52,668 - $68,465 GS-10 Equivalent: $58,000 - $75,395 GS-11 Equivalent: $63,722 - $82,840 Issuance Date: July 10, 2015 Closing Date: July 24, 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 Program Assistant or a Program 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 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 60 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: Nathan Karrel or Ariel Bothen Telephone Number: +1 (555) 000-0000 or +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) Program Assistant/Specialist 1. SOLICITATION NO.: SOL-OTI-15-000039 2. ISSUANCE DATE: July 10, 2015 3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: July 24, 2015, 5:00 pm Eastern Time 4. POSITION TITLE: Program Assistant/Program 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), GS-10 ($58,000 - $75,395 per annum) or GS-11 ($63,722 - $82,840 per annum) equivalent level. The highest level of this position is a GS-11. Final compensation will be negotiated within the listed market value of the GS-9, GS-10 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. The title of the position at the GS-9 level will be "Program Assistant." The title of the position at the GS-10 and GS-11 levels will be "Program Specialist." If selected at the GS-9 equivalent grade level, following at least one year at the GS-9 grade, the candidate may have the opportunity for advancement to the GS-10 equivalent grade. Following at least one year at the GS-10 grade, the candidate may have the opportunity for advancement to the GS-11 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-10 or GS-9 positions if they have not submitted a separate application for each. Similarly, applicants who apply for the GS-9 position even though they might meet the minimum qualifications for the GS-10 or GS-11 position will not be considered for the higher graded positions if they have not submitted a separate application for each. Applicants who are unsure of which grade level they meet the minimum qualifications for should submit separate applications for the GS-9, GS-10 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 15 of this solicitation. For more information about OTI and its country programs please see: http://www.usaid.gov/political-transition-initiatives INTRODUCTION The Program Office provides OTI with strategic guidance on country-level and office-level budgeting, strategy, and program performance issues, and increases key stakeholder awareness of and support for OTI as a key instrument in carrying out U.S. foreign policy objectives. The Program Office maintains technical oversight of non-personnel procurement awards including the Support Which Implements Fast Transitions (SWIFT) Indefinite Quantity Contract (IQC) and the Program Development Quickly III (PDQ) IQC, the Support That Augments Rapid Transitions (START) IQC, and manages coordination of programming within the Foreign Assistance (F) framework. The Program Office plays a key role in the initial country assessment process, periodic country program and management reviews, and final evaluations. The Program Office also provides support to OTI's Senior Leadership Team on office-level budget needs and management as well as to ongoing country programs through managing budgeting decisions and allocation of resources, and setting standards and providing guidance on strategic planning, decision making, and implementation. In addition, the Program Office provides reports on country activities for USAID's DCHA Bureau, the Office of Management and Budget (OMB), the Department of State, and Congress. The Program Assistant/Specialist will assist in performing key Program Office actions including: budget planning, tracking, accruals and reconciliation; new country program planning; reporting and strategic outreach; and program performance review and monitoring. The Program Assistant/Specialist will also provide country program assistant support for OTI program-funded staff when required. 9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY DUTIES AND RESPONSIBILITIES The work of the Program Assistant/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 Program Assistant/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 Program Office Team Leader or his/her designee, the Program Assistant/Specialist will perform the following duties: At the GS-9 Level: - Provide daily administrative and operational support for the OTI Program Office; - Assist in responding to requests for information regarding OTI programs from within and outside of the agency; - Assist with the monitoring and coordination of the receipt, obligation, management, and reporting of program funds; - Prepare accurate reports and planning documents for budgeting decisions and allocation of resources at the office and country program level; - Participate as needed in implementation of new country program operations to include management, logistical, budget, administrative and contractual support; - Assist in posting, managing and facilitating the usage of OTI web-based communication tools, including OTI/Anywhere; - After an initial learning period, provide orientation, training, and mentoring for incoming staff as delegated by supervisor; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - Assist in the drafting of OTI contributions to USAID internal and external reports, the Annual Report, Congressional Budget Justification, and other office, bureau and agency documents; - Assist the Program Office and country teams with monitoring and evaluation, including assisting in final evaluations, program performance reviews, and reporting; - Coordinate closely with OTI's three divisions (Operations and Management Division; Field Programs Division; and Program, Learning and Innovation Division) and the Program Office on all issues. Attend the respective team meetings report out to the supervisor, and ensure that the supervisor's priorities are shared with other divisions and teams. Backstop other teams when required; - Coordinate Program Office records management and information technology needs with the OTI Operations and Management Division; - Travel to country programs to support field operations, as requested; - Assist in the preparation of Acquisition and Assistance requests and other support documentation for the management and administration of procurement, including the Support that Augments Rapid Transition (SWIFT) Indefinite Quantity Contract (IQC), the Program Development Quickly IQC, Support That Augments Rapid Transitions (START) IQC, other procurement mechanisms, Program Office Personal Services Contractors (PSCs), purchase orders, and General Services Administration (GSA) contracts. Assist in reporting on Program Office accruals and country team quarterly budget reconciliations. Assist in short-term and long-term procurement planning; - As needed, serve on short-term assignments with other USAID offices or bureaus in direct support of OTI programs. These placements shall not exceed three months; - Perform related duties as assigned by the supervisor. At the GS-10 Level: - Provide daily administrative and operational support for the OTI Program Office; - Assist in responding to requests for information regarding OTI programs from within and outside of the agency; - Assist with the monitoring and coordination of the receipt, obligation, management, and reporting of program funds; - Prepare accurate reports and planning documents for budgeting decisions and allocation of resources at the office and country program level; - Participate as needed in implementation of new country program operations to include management, logistical, budget, administrative and contractual support; - Assist in posting, managing and facilitating the usage of OTI web-based communication tools, including OTI/Anywhere; - Provide advice to OTI Senior Leadership and other staff on budgeting issues; - After an initial learning period, provide orientation, training, and mentoring for incoming staff as delegated by supervisor; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - Serve as Contracting Officer's Representative (COR) with a contractor for Program Office services, ensuring that OTI requirements are met; - Assist in the drafting of OTI contributions to USAID internal and external reports, the Annual Report, Congressional Budget Justification, and other office, bureau and agency documents; - Assist the Program Office and country teams with monitoring and evaluation, including assisting in final evaluations, program performance reviews, and reporting; - Coordinate closely with OTI's three divisions (Operations and Management Division; Field Programs Division; and Program, Learning and Innovation Division) and the Program Office on all issues. Attend the respective team meetings report out to the supervisor, and ensure that the supervisor's priorities are shared with other divisions and teams. Backstop other teams when required; - Coordinate Program Office records management and information technology needs with the OTI Operations and Management Division; - Travel to country programs to support field operations, as requested; - Assist in the preparation of Acquisition and Assistance requests and other support documentation for the management and administration of procurement, including the Support that Augments Rapid Transition (SWIFT) Indefinite Quantity Contract (IQC), the Program Development Quickly IQC, Support That Augments Rapid Transitions (START) IQC, other procurement mechanisms, Program Office Personal Services Contractors (PSCs), purchase orders, and General Services Administration (GSA) contracts. Assist in reporting on Program Office accruals and country team quarterly budget reconciliations. Assist in short-term and long-term procurement planning; - As needed, serve on short-term assignments with other USAID offices or bureaus in direct support of OTI programs. These placements shall not exceed three months; - Perform related duties as assigned by the supervisor. At the GS-11 Level: - Provide daily administrative and operational support for the OTI Program Office; - Respond to requests for information regarding OTI programs from within and outside of the agency; - Prepare accurate reports and planning documents for budgeting decisions and allocation of resources at the office and country program level; - Participate as needed in implementation of new country program operations to include management, logistical, budget, administrative and contractual support; - Post, manage and facilitate the usage of OTI web-based communication tools, including OTI/Anywhere; - Provide advice to OTI Senior Leadership and other staff on budgeting issues; - Provide orientation, training, and mentoring for incoming staff as delegated by supervisor; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - Serve as Contracting Officer's Representative (COR) with a contractor for Program Office services, ensuring that OTI requirements are met; - Monitor and coordinate the receipt, obligation, management, and reporting of program funds; - Draft OTI contributions to USAID internal and external reports, the Annual Report, Congressional Budget Justification, and other office, bureau and agency documents; - Assist the Program Office and country teams with monitoring and evaluation, including assisting in final evaluations, program performance reviews, and reporting; - Coordinate closely with OTI's three divisions (Operations and Management Division; Field Programs Division; and Program, Learning and Innovation Division) and the Program Office on all issues. Attend the respective team meetings report out to the supervisor, and ensure that the supervisor's priorities are shared with other divisions and teams. Backstop other teams when required; - Coordinate Program Office records management and information technology needs with the OTI Operations and Management Division; - Travel to country programs to support field operations, as requested; - Prepare Acquisition and Assistance requests and other support documentation for the management and administration of procurement, including the Support that Augments Rapid Transition (SWIFT) Indefinite Quantity Contract (IQC), the Program Development Quickly IQC, Support That Augments Rapid Transitions (START) IQC, other procurement mechanisms, Program Office Personal Services Contractors (PSCs), purchase orders, and General Services Administration (GSA) contracts. Assist in reporting on Program Office accruals and country team quarterly budget reconciliations. Assist in short-term and long-term procurement planning. - As needed, serve on short-term assignments with other USAID offices or bureaus in direct support of OTI programs. These placements shall not exceed three months; - Perform related duties as assigned by the supervisor. SUPERVISORY RELATIONSHIP: The Program Assistant/Specialist will be supervised by the OTI Program Office Team Leader or his/her designee, as a member of the Program Office within the Program, Learning and Innovation (PLI) Division. SUPERVISORY CONTROLS: At the GS-9 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-10 and GS-11 levels, 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. If traveling overseas, the employee may be subject to some additional physical exertion including long periods of standing, walking over rough terrain, or carrying of moderately heavy items (less than 50 pounds). 11. WORK ENVIRONMENT Work is primarily performed in an office setting. If the employee travels overseas, the work may additionally involve safety and/or security precautions, wearing of protective equipment, and exposure to severe weather conditions. 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 "Program Assistant" level: (1) A Master's Degree; OR A Bachelor's Degree with two (2) years of work experience; AND (2) Demonstrated experience in budget planning, tracking, accruals and reconciliation. At the GS-10 "Program Specialist" level: (1) A Master's Degree with one (1) year of work experience; OR A Bachelor's Degree with three (3) years of work experience; AND (2) Demonstrated experience in budget planning, tracking, accruals and reconciliation. At the GS-11 "Program Specialist" level: (1) A Master's Degree with two (2) years of work experience; OR A Bachelor's Degree with four (4) years of work experience; AND (2) One (1) year of experience in budget planning, tracking, accruals and reconciliation. 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 conducting complex analyses involving program data and information, and developing unique solutions to program management problems. Factor #2 Demonstrated experience researching and interpreting rules and regulations (with preference given to familiarity with federal and USAID procurement policies and regulations). Factor #3 Demonstrated experience balancing competing demands and established work priorities under short deadlines, while maintaining a high level of detail. Factor #4 Active or recent U.S. Government security clearance. 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 - 25 Factor #2 - 20 Factor #3 - 10 Factor #4 - 5 Total Possible - 60 Points Interview Performance - 40 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 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: Office of Transition Initiatives, 529 14th Street, NW, Suite 807, Washington, D.C. 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. FA...