GENERAL INFORMATION

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

1. SOLICITATION NO.: 72061524R10002
2. ISSUANCE DATE: November 24, 2023
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: December 01, 2023 (4:30 PM East Africa Time).
4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at [email protected]
5. POSITION TITLE: Project Management Assistant
6. MARKET VALUE: Equivalent to FSN-09 Step 1 (2,687,399.00 KSH per annum) to Step 13 (4,568,579.00 KSH per annum). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to the availability of funds, the continued need for services and successful performance. It is anticipated that the selection of the successful candidate will be completed within an estimated six-month period from the closing date of this solicitation.
8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Open to qualified current locally hired employees of the US Government in Kenya. Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.

STATEMENT OF DUTIES

General Statement of Purpose of the Contract

USAID’s Kenya and East Africa Mission (USAID/KEA) is the largest USAID mission in Africa supporting Kenya’s journey to self-reliance and programs in East Africa. USAID/KEA furthers the Bilateral Strategic Dialogue between Kenya and the United States by addressing shared priorities such as economic prosperity, trade and investment, democracy, governance, and civilian security, and multilateral and regional issues.  The Office of Democratic Governance, Peace and Security (DGPS) is responsible for the achievement of USAID’s governance, accountability, anti-corruption, decentralization, conflict mitigation and preventing and countering violent extremism (P/CVE) objectives in partnership with civil society, private sector, and national and county governments in Kenya.  In addition, DGPS supports integrated platforms in Kenya, such as local development organizations, Prosper Counties, and the Partnership for Resilience and Economic Growth (PREG), DGPS’s expertise cuts across sub-sectors and areas including civic engagement and participation, devolution, electoral processes, conflict prevention, peacebuilding, preventing and addressing violent extremism, youth participation, human rights social accountability, inclusion, and gender, among others. USAID/KEA is a mission of leaders and DGPS staff exercise their leadership as technical advisors, developing and managing development programs, representing USAID in external partnerships, and proactively implementing change within the Mission.

The Project Management Assistant functions under the supervision of the Deputy Office Director for Analytics, Policy, Partnerships and Systems, unless otherwise directed by the Office Director. The incumbent’s primary role is to provide financial and procurement support to the entire DGPS portfolio. 

Statement of Duties to be Performed.

Using knowledge of USAID requirements and procedures, and information and guidance provided by the Deputy Office Director for Analytics, Policy, Partnerships and Systems and the Agreement Officer’s Representatives/Contracting Officer’s Representatives (A/CORs), the incumbent provides administrative, programmatic, and financial support to the implementation of DGPS activities, as well as, holding activity management, A/COR, and/or Alternate A/COR responsibilities. The incumbent provides financial and procurement support to the DGPS portfolio and is the DGPS Liaison with the Office of Acquisition and Assistance (OAA), Office of Strategic Planning and Analysis (SPA), and Office of Financial Management (OFM).  

The Project Management Assistant will provide support to DGPS in the following ways:

Program Management Support Duties (50%)

• The incumbent assists and supports the Deputy Office Director for Analytics, Policy, Partnerships and Systems and the A/CORs with the administration and oversight of program activities, including planning of activities, monitoring programs through field visits, reviewing program budgets, and checking implementing partner inventories. 
• In consultation with A/CORs, the incumbent undertakes all administration actions related to program management of activities, including preparing documents related to program planning, implementation, and management, such as memoranda, action memos, justifications for exceptions to full competition, routine implementation letters, funding requests, and analysis. The job holder prepares and tracks pre-obligation checklists, activity checklists, and other documentation required prior to obligation and updates the Mission procurement tracking system appropriately.
• The incumbent engages implementing partners to ensure they submit their quarterly program and financial reports in the correct format, with the correct information, and provides guidance as needed regarding the same. The incumbent also collects and consolidates information from quarterly/semi-annual/annual reports; tracks activity/project/development objective-level indicators; and performs data quality assessments (DQAs). With guidance from A/CORs, the incumbent shall prepare documentation and presentations, such as the Performance Indicator Reference Sheets (PIRS) and program portfolios. The job holder tracks program evaluations and assists in preparing and maintaining Performance Monitoring Plans. The incumbent also assists in the preparation of the Performance Plan and Report (PPR) and the Operation Plan (OP), including uploading narratives and budget information into the Foreign Assistance Coordination and Tracking System (FACTS Info) database, AidTracker, Development Information Solution (DIS) and other information collection databases. The incumbent develops and maintains a database of program descriptions and briefers for information sharing, responding to routine and special requests for information, and preparing success stories.  The incumbent is the backstop for the preparation of DGPS’s Annual Report. The job holder ensures that all the documentation described above is saved in a directory that is easily accessible to all of DGPS.
• The incumbent shall keep their FAI Certificate updated in order to carry out A/COR or Alternate A/COR responsibilities of small grants/contracts. The job holder shall also be assigned and be responsible as an Activity Manager for specific activities.
• As directed, the incumbent shall represent DGPS at seminars, workshops, and meetings; and share appropriate read outs with the team. The job holder reviews unsolicited proposals submitted to DGPS and relays them to SPA for appropriate responses as required.  

Financial and Procurement Duties (40%)

• The incumbent is the DGPS Point of Contact (PoC) for the Financial Manager’s Financial Integrity Act – Uniform Risk and Internal Control Assessment (FMFIA-URICA) tool and works with OFM, A/CORs, and DGPS leadership to complete the annual Federal Managers’ Financial Integrity Act (FMFIA) risk assessment. The job holder is the PoC on the Business Forecast Global Assistance and Acquisition (A&A) Plan and prepares and updates DGPS’s procurement plan and business forecast. 
• The incumbent is the DGPS Global Acquisition and Assistance System (GLAAS) subject matter expert. The job holder prepares all DGPS requisitions and modifications in GLAAS worth an estimated $8 million per year. The incumbent is responsible for working with the A/CORs, the Financial Analyst, and SPA to identify and use appropriate program funds in GLAAS requests. In consultation with A/CORs, OFM, and OAA, the incumbent is DGPS’s lead on close-outs and open commitments, including ensuring that expired awards are closed and de-obligations and de-commitments carried out in a timely manner to release residual funds back to Phoenix for re-programming. In consultation with SPA, OFM, and A/CORs, the incumbent shall track the DGPS program design and learning budget and pipelines. 
• The incumbent supports and coordinates the preparation for Quarterly Financial Reviews (QFRs) and tracks all pending issues from previous QFRs. In consultation with A/CORs, OFM, and OAA, the job holder consolidates, documents, and tracks programmatic, procurement planning, and financial information including budgets, pipelines, accruals, evaluations, and audit requirements. The incumbent assists in ensuring that accurate information is recorded in the Phoenix financial tracking system; and creates and disseminates reports on procurement and pipelines as required/requested by DGPS. The incumbent is a backstop to the Financial Analyst on budget functions.

Administrative Duties (10%)

The incumbent backstops DGPS’s Administrative Assistant. To this end, they will be required to carry out administrative roles including the time and attendance, travel-related support, Visitor Access Requests, and document tracking amongst other duties.

Supervision Received

Incumbent is directly supervised by the Deputy Office Director for Analytics, Policy, Partnerships and Systems.  The incumbent’s progress against work objectives is evaluated by the Deputy Office Director for Analytics, Policy, Partnerships and Systems with 360-degree input from DGPS and other Mission colleagues. 

Supervision Exercised

None

Physical Demands

The work requested does not involve undue physical demands.

Prior Work Experience

At least three (3) years progressively responsible experience in international development organizations or donor agencies.

EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1.  The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c).  In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers.  The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

Job Knowledge (60 points)

Broad knowledge of development assistance and democratic governance, peace and security programming. Demonstrated knowledge of program implementation, monitoring and evaluation, budgeting, and reporting.

Skills and abilities (40 points)

Advanced competency in using Microsoft Office Suite (Word, Excel, Access, and PowerPoint), and Google Workspace (Docs, Sheets, Slides, Meet) is a requirement.  Must be proficient in the use of e-mail, spreadsheets and the internet.  Good interpersonal skills and personal maturity is critical. The incumbent must be able to relate well to a variety of professionals and to prioritize efforts to serve all interests.  The ability to maintain clear and open office communication is essential and to work with minimal supervision in a fast-paced environment.

Total possible points:  100

SUBMITTING AN OFFER

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

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

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

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

Note to Applicants

1. Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com.
2. Submissions will only be accepted through www.myjobsinkenya.com. Late and incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position.
3. All Applicants must provide at least three professional references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.

LIST OF REQUIRED FORMS PRIOR TO AWARD

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

BENEFITS AND ALLOWANCES

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

TAXES

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

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.
2. ontract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract
3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs.
4. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See https://www.oge.gov/web/oge.nsf/OGE%20Regulations.
5. PSC Ombudsman: The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman.

The PSC Ombudsman may be contacted via: [email protected].