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.
- SOLICITATION NO.: 72061524R10011
- ISSUANCE DATE: November 17, 2023
- CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: December 01, 2023 (4:30 PM East Africa Time).
- POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at [email protected]
- POSITION TITLE: Development Outreach and Communications Assistant - Internal Applicants ONLY.
- MARKET VALUE: Equivalent to FSN 08 Step 1 (2,152,002.00.00 KSH per annum) to Step 13 (3,658,410.00 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.
- 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.
- PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
- ELIGIBLE OFFERORS: Open to qualified current locally hired employees of the US government in Kenya. Employees presently on probation are ineligible to apply.
- SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.
STATEMENT OF DUTIES
General Statement of Purpose of the Contract
The Development Outreach and Communications (DOC) Assistant functions under the general supervision of one senior Development Outreach and Communications (DOC) specialist. The job holder serves as an important operational linkage person between professional and administrative staff in the Mission as well as other technical and support offices and groups within USAID and partners and stakeholders outside of USAID.
The incumbent must have a thorough understanding of project administration, planning, scheduling, demonstrating well-refined organizational skills, and be able to make independent decisions and act as required with minimum supervision. The incumbent must have a thorough knowledge of relevant USG policies and practices.
The DOC Assistant position will specifically work with the DOC team and provide program, project, financial, and administrative support across assigned activities and performance monitoring. The DOC assistant will also provide clerical support services to the DOC team. The DOC assistant functions will also focus on project support, including supporting work of other COR/AORs and Team Leaders.
Statement of Duties to be Performed.
Financial/Budget/Procurement Planning and Management - 30%
- The incumbent works with the program office (budget team) and Office of Financial Management (OFM) to ensure effective budget management for DOC activities and leads procurement of outreach materials by conducting needs analysis to identify materials requirement gaps and takes the lead to close the gap. The DPA also leads the DOC team’s acquisition and assistance needs processing in USAID’s GLAAS procurement system. This involves working with the Budget and OFM teams to obtain fund cites, Procurement Team for quotations and DOC Specialists for actions needing uploading to the Global Acquisition and Assistance (GLAAS) System.
- The incumbent works with the Executive Office Procurement Section to identify potential vendors for printing and production activities and takes the lead in reviewing artworks provided by the vendors to ensure they conform to USAID branding and marking requirements for print/production and works with vendors to ensure timely delivery of print/production goods and services.
- The incumbent will be expected to develop and maintain a register for checking in/out of DOC equipment, outreach materials and maintain an inventory of equipment and print assets. The incumbent will also track the distribution of print materials and branded materials for the DOC office, generate quarterly reports on distribution of materials, and advise on when to replenish stock levels.
Communications Support Contract Management - 25%
- The Incumbent is an alternate Contracting Officer Representatives (COR)/Agreement Officer Representatives (AOR) and undertakes, as needed, technical and administrative actions related to project management of activities that include education service delivery, capacity development and other areas relevant to DOC strategic objectives and manage components of the Communications for Development contract. The incumbent shall be responsible for clearance of implementing partner vouchers. The incumbent drafts and prepares, with guidance from the COR documents related to the contract management including action memoranda/letters, reports, acquisition and assistance requests and pre-obligation documentation, justifications, incremental funding documents, among others and also contributes to drafting Scopes of Work/Statement of Objectives (SOW/SOO), Project Design Documents (PDDs), for new communication contracts, works with COR in managing and maintaining contract records, per the requirements of the Agency Secure Image and Storage (ASIST) System.
- The DPA supports in planning, and participates in quarterly planning, reporting back meetings with the contractor and following up on actions agreed on after the meetings. The job holder also supports in monitoring contract performance e.g., reviewing weekly technical updates and monthly/quarterly reports.
Events, Training and in reach activities Management - 25%
- The DOC assistant is the lead logistician for the monthly USAID Communications Implementing Partners Meetings including developing agenda, note-taking, and working with the team to secure venues and funds for the meetings. The incumbent develops and maintains a contacts database of implementing partner communication staff and other key DOC contacts.
- The incumbent supports the planning of events as requested by technical teams and the Front Office, such as meetings, receptions, and site visits. The job holder advises on materials needed for the exhibition and events involving USAID mission and takes lead on logistical support on behalf of the DOC team, as well as staffing the events. Helps the team leader and other DOC specialists to prepare briefings, presentations, routine reports, and other requirements as needed.
- The incumbent supports the DOC team in identifying training needs for the Mission Program Management Assistants (PMAs) on basic communication skills including developing a tool to identify such needs, working with other DOC team members and the Mission Training Coordinator in the Human Resources (HR) Office to develop training content, identifying suitable trainers based on the training needs and prepares quarterly reports on training offered.
- Leads development of the Mission’s general briefing booklets and senior staff bios, reviews USAID/KEA My USAID intranet periodically to identify areas of improvement and leads discussions with the PMAs to develop content to update the respective pages and manages the Mission’s television screens and works with other mission staff to develop content to be displayed on the screens.
Administrative tasks and support 20%
- The incumbent serves as knowledge management lead in charge of DOC Team’s document filing as provided for in USAID’s records management and disposition schedule. During internal events, develops guest lists, manages RSVPs, and works with RSO to obtain the necessary access clearances.
- The incumbent will be required to process DOC team’s staff travel including processing electronic country clearance (eCC) requests, making travel arrangements using the agency’s travel system (E2), troubleshooting travel issues, and facilitating office travel approval processes and end of travel processes.
- Providing Backstopping Support to assigned offices on behalf of the DOC team including participating in site events, drafting, and reviewing social media posts, Briefing Check Lists / Briefing Check Cards, events documents, among other similar activities.
- Work with the DOC Specialists in charge of website and social media forums to upload communication materials and content to the USAID Kenya and USAID East Africa websites and social media portals as necessary.
- Work with DOC specialists to develop DOC team management reports and presentations of reports.
- Backstopping DOC Specialists when out of the office.
The DOC assistant works collaboratively with DOC specialists and under the direct supervision of one senior DOC specialist. Assignments are made orally and in writing, with a discussion of any elements of the assignment that may be new or to determine priority. Once the office workflow is established, most assignments will occur in the normal course of the work, but the incumbent must be aware of situations that must be coordinated with superiors. The Supervisor provides a review of the assignment, the goals, and objectives to be achieved, and the results expected. The incumbent must seek advice and assistance as required. Work is reviewed in terms of results achieved.
The work requested does not involve undue physical demands.
Two years of post-secondary college or university studies in business administration, business management, communication, or a related field is required.
Post Entry Training
Familiarization training in USAID-specific procedures, regulations, and methods. COR training, Orientation to working from a donor agency perspective will be provided. On-the-job training regarding USAID and DOC policies, procedures, and regulations, including the Automated Directives Systems (ADS), Mission Orders, and all planning and reporting databases will be provided including the GLAAS system. Formal appropriate training will be provided as courses become available, subject to availability of funds.
Level 4 English and Swahili language both written and spoken is required.
Prior Work Experience
At least three years of progressively responsible experience in administrative, procurement actions including GLAAS, and A/COR related activities is required.
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)
A practical knowledge of business correspondence, database management, and budget preparation is required; familiarity with USG programs, policies, and regulations is required.
Skills and abilities (40 points)
Must be able to develop and maintain a range of working-level and management-level contacts on DOC related topics, in government, non-governmental, and private-sector circles. Must be able to work effectively in a team environment and coordinate well with others. Excellent office management skills and experience are required to support the assigned section in developing and implementing effective DOC projects. The work requires skills in the following areas: office management, administration, planning; computers, including Word, Excel, database software, and PowerPoint software; and the ability to clearly present written and oral information. Exceptional verbal and writing skills, tact, and diplomacy are also required, to establish and maintain effective working relationships within USAID and with the public and private sectors.
Total possible points: 100
SUBMITTING AN OFFER
Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com. If already registered please update your profile.
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.
Note to Applicants:
- Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com.
- Submissions will only be accepted through 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.
- 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).
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:
- 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.
- ontract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract
- 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.
- 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.
- 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].