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.: 72061525R10006 

2. ISSUANCE DATE: November 01, 2024 

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: November 17, 2024 (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: USAID Project Management Assistant (Health Policy, Financing and Private Sector Engagement) 

6. MARKET VALUE: 3,258,661.00 to Ksh. 5,539,719.00 KSH per year (including 13th month bonus), equivalent to FSN-09 grade level 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: Five (5) years estimated to start o/a April 06, 2025. 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. 

8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties. 

9. ELIGIBLE OFFERORS: Open to qualified Current U.S. Mission Kenya locally employed staff members who meet the definition of a cooperating country national and are hired under the CCNPSC or PSA mechanism. Cooperating country national (CCN) means an individual who is a cooperating country citizen or a non-operating country citizen lawfully admitted for permanent residence in the cooperating country. Employees presently on probation are ineligible to apply. 

10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.

 STATEMENT OF DUTIES:

1. General Statement of Purpose of the Contract 

USAID/Kenya and East Africa (KEA) invests in population and health programs at regional, national, and county levels that aim to improve the survival, well-being, and productivity of the Kenyan and East African population by reducing the burden of major infectious diseases such as HIV/AIDS, malaria, and tuberculosis, and addressing the main causes of maternal and child illness and deaths. This includes cross-cutting work to strengthen healthcare systems and build capacity, and to support national governments to formulate key policies and guidelines, while assisting sub-national units such as counties to better plan, manage, and finance quality health services to meet local needs. The Health Population and Nutrition (HPN) office is USAID/Kenya and East Africa’s (KEA) largest office, managing a portfolio valued at over $400 million annually. USAID/KEA’s regional program is responsible for providing assistance and technical support to Regional Intergovernmental Organizations (RIGOs) and implements health programs across the East Africa region consistent with its Regional Development Cooperation Strategy (RDCS). 

The primary purpose of this position is to: coordinate, manage, and complete a range of project management, monitoring, and evaluation reporting requirements for the assigned Team, including operational plans, annual reports, and other projects as assigned; and, to serve as an activity manager for certain assigned activities within the HPN Office. Each position is generally assigned to cover specific projects/activity management sections; however, incumbents may be assigned to assist with overall project support to the HPN Office, depending on the needs of the Mission. Each PMA operates independently of any other such position in the HPN Office to which they are assigned, although cooperation in specific circumstances may be required, as directed by the Supervisor or Office Director. 

The PMA’s primary responsibility is to provide project support and coordination with Project Management Specialists and/or AORs/CORs who manage a project or projects in the HPN Office. This may include assistance with management, implementation, budgeting, monitoring and evaluation, and helping to direct any of the program/project activities within the HPN Office, contributing to the preparation of various reports, including results reporting and data quality assessments (DQAs), coordination of project/program activities including liaising with implementing partners, government and county officials as well as other external stakeholders, preparation of presentations on IPs performance and other topics as needed, conducting pipeline analyses and accruals, and managing close-out actions. The PMA may be responsible for project management duties depending on the mission’s needs. 

The large HPN portfolio requires flexibility in staff time to support teams to meet required goals and unplanned taskers. The incumbent may be called upon to support other teams when staff are away, to participate in joint site visits, or represent the team in meetings, among other tasks. The Project Management Assistant is not a dedicated administrative position. However, the incumbent will provide cover during the absence of Administrative Assistants, on occasion and as directed by the Supervisor or Office Director, provide administrative support to the assigned team and HPN Office. The PMAs are critical members of the HPN Office. The Assistant works under the supervision of the Health Policy and Financing Team Leader.

2. Statement of Duties to be Performed.

Program/Project Management Assistance - 50%

• The principal responsibility of each PMA is to provide support to the administration and oversight of all assigned activities and projects, to identify problems—and recommend corrective actions—that may be encountered in the implementation.
• PMAs draft and prepare, with guidance from AORs/CORs and Team Leaders, documents related to program planning, implementation and management, including action memoranda/letters, reports, acquisition and assistance requests and pre-obligation documentation, analysis of ongoing/past/planned activities and results, will prepare Fixed Amount Award Implementation Letters, focusing on Program Descriptions and Budgets, Senior Obligation Alignment Reviews (SOARs), action memos and justifications for exceptions to competition, and will contribute to drafting program/project Scopes of Work (SOW), PDDs, etc.
• PMAs participate fully with AOR/COR/AMs in managing and maintaining project records, both electronically and hard-copy, for projects/activities assigned to them or for all projects in their sections following the requirements of the Agency ASIST system.
• PMAs provide administrative input in coordinating aspects of the HPN development portfolio, specifically providing support related to site visits, program monitoring, and implementation, partner communication and coordination, and interfacing with relevant USAID Life-Line offices as well as other USG agencies.
• PMAs participate and have significant responsibility in the development of evaluation plans and assessments, and actively participate in their implementation.
• PMAs provide assistance to the Team Leader and other relevant team members to prepare briefings, presentations, performance narratives, and routine reports, including all section-specific annual/semi-annual operational plans and reporting (OP, PPR, PMI/MOP, COP, MER, POART, ER etc.), prepare the portfolio’s input to Mission Resource Requests, Congressional Budget Justifications, and Congressional Notifications, and other requirements as needed.
• PMAs collect information from other sources (implementing partners, donors, host government, etc.) as needed to identify opportunities to strengthen team programs/projects.
• In consultation with the Supervisor and the HPN management team, the incumbent may be selected to serve as an Activity Manager, or alternate, for bilateral implementing mechanisms and field support activities. Activity Manager responsibilities include independent site visits, monitoring and reporting, as well as delegation to clear implementing partner vouchers, accruals and administrative approvals. 

Financial/Budget/Procurement Planning and Management - 20%

• PMAs monitor and manage budgets for contracts, grants and cooperative agreements within the assigned team. PMAs are administratively responsible for financial operations, they perform financial audit responsibilities and have primary responsibility for budget forecasting, budget formulation, analysis and control for an annual budget of approximately $50 - $100 Million.
• PMAs assist Teams to budget program funds to priority areas and interventions, while ensuring they are in line with the overall budgets defined for respective areas. Incumbents will be required to prepare internal budget documentation and estimates to process procurement actions and forecast expenditures.
• The incumbents participate fully with AOR/CORs in maintaining project records and status reports, including quarterly technical and financial reports, develops pipeline analysis, accruals, expenditure projections, and budget tracking tables, preparing and updating project documentation, and tracking contractor/grantee expenditures and budgets. Using the PHOENIX financial tracking system, they perform an in-depth analysis and track unobligated pipelines, and in consultation with the SPA office, assist in the correction of any problems noted.
• PMAs, in consultation with OAA and OFM, facilitate the close-out of expired awards and subsequent de-obligations, and any other after action review from the previous QFR meeting.
• PMAs will have procurement-related responsibilities for the HPN Office or for particular projects /activities. Such responsibilities include procurement planning, coordination with the Office of Acquisition and Assistance (OAA), monitoring and managing procurement processes for the Team, managing obligation and documentation requirements, etc. Incumbent reviews contracts for the Team’s performance management and evaluation.
• PMAs are responsible for procurement requisitions related to their projects/activities. As the Team’s designated GLAAS requester for all procurement actions associated with the Team’s programs, PMA is responsible for preparing requisitions in GLAAS for goods, services, contracts, and agreements, as well as REQs for CCN personnel.
• PMAs prepare and upload financial requisitions into GLAAS and enter data into the Foreign Assistance Coordination and Tracking System (FACTS Info), the Mission-wide Indicator Tracker and other information collection databases utilized per the guidance from U.S. Government Agencies. 

Monitoring and Evaluation - 15%

• PMAs participate in the Activity Management Teams (AMT) for implementing partner performance monitoring, including supporting the Team during field visits and in the development and revision of standard tools for activity monitoring such as the RMNCAH, SIMS and Surge field monitoring tools.
• PMAs provide substantive M&E support such as taking the lead in monitoring compliance with DQA provisions in awards, FP policy and statutory requirements, environmental compliance, financial management, and fraud risk assessment.
• PMAs assist Teams to manage program/activity/project/development objective indicators, including quality control, collection and reporting, tracking and analyzing targets against actual results/performance, drafting performance evaluations, providing input to portfolio reviews, assist in preparing and maintaining Performance Monitoring Plans, and serving as a subject matter expert for the program evaluation processes and developing new M&E approaches.
• Compliance Monitoring: PMAs support AOR/COR/AMs in ensuring that compliance monitoring systems are in place, e.g. Protecting Life in Global Health Assistance, family planning and HIV/AIDS requirements, Initial Environmental Examination, Branding and Marking requirements, and any/all other relevant agency policy or regulation. 

Information management - 15%

• PMAs play a substantive role in monitoring developments in the relevant sector, helping to maintain data in team database systems (i.e. DATIM, GHSurveys). PMAs upload narratives and indicator information into appropriate databases, collect and verify indicator data and information, and provide input into supporting narratives for the preparation of reporting documents for Agency and Presidential initiatives.
• PMAs develop, update, and maintain information on HPN programs including but not limited to HIV, Malaria, FP/RH, MNCH, Nutrition, WASH, and gender-related activities, success stories, fact sheets, activity geographical inventory and coverage, briefers, and website materials for public consumption, using software tools such as Microsoft Office, (Word, Excel, PowerPoint,) and to a limited extent basic GIS software.
• PMAs work with AOR/COR/AMs to collect and update activity, project, and strategic-level data, summarize and synthesize information, and prepare written reports and oral briefings for use by superiors, as appropriate. PMAs generate complete or partial program-related COP, MOP, OP and PPR reports from the Agency’s database for programmatic actions.
• PMAs work with SI staff and AOR/COR/AMs to conduct data quality assessments, draft DQA checklists, finalize DQA reports, and help track corrective actions.
• PMAs assist Team members in responding to Program Office, Washington DC, and GOK ad hoc information and program related data requests and taskers. 

The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

Prior Work Experience

At least five (5) years of professional-level experience in finance, private sector engagement, budget management, development assistance, public policy development, monitoring and evaluation, or closely related work that includes the analysis and interpretation of complex data, and the presentation of findings in written form.

Supervisory Relationship 

Works collaboratively with assigned AOR/COR/AMs, and under the general supervision of the Health Policy and Financing Team Leader. Assignments are made orally and in writing, including a discussion with the Supervisor of any elements of the assignment that are new, or to determine priority. Once the office workflow is established, most assignments will occur in the normal course of the work week, but the incumbent must be aware of situations that must be coordinated with superiors. The AOR/COR/AM, Team Leader 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. 

Supervisory Controls 

Continuing supervision of other Mission staff is not contemplated.

Physical Demands

 The work requested does not involve undue physical demands.

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. 

The technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed. 

Offerors who meet the minimum qualifications listed above will be evaluated and ranked according to the following job-related criteria. Top-ranking candidates will be invited for a skills test and an oral interview. 

• Job Knowledge (60 Points)

Thorough knowledge of project management, financial and budget management, business administration, and program/project implementation in the areas of private sector engagement in diverse areas of the economy are required. Excellent knowledge and understanding of monitoring and evaluation techniques and principles is required. Substantive practical knowledge of business correspondence, database management, and budget preparation is required. A very good understanding of the external environment (local/national culture in which the organization operates), and a thorough knowledge of Kenya’s economics, politics, and international relations is required. The position requires familiarity with the public health issues related to HIV/AIDS, malaria, tuberculosis, family planning, maternal and child health, gender-based violence, and women's empowerment in Kenya. Must possess a good knowledge of USG law relating to development assistance, and knowledge of USAID budgeting practices, programming policies, regulations, procedures, and documentation. 

• Skills and abilities (40 Points)

Must be able to develop and maintain a wide range of working-level management-level contacts on public health-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 in order to support the assigned section and the overall HPN Team in developing and implementing effective USAID/KEA programs/projects, including financial, budget management, performance monitoring, and administrative skills sufficient to track the performance of IPs and program/project activities. Ability to obtain, analyze, organize, and interpret data and present findings in oral and written form. Ability to prepare complete and accurate reports, and to develop and present ad-hoc briefings. The work requires skills in the following areas: office management, administration and financial tracking, budgeting and planning, strong analytical skills, computer software, including Word, Excel, database programs, and PowerPoint, and the ability to clearly present written and oral information. Exceptional verbal and writing skills, tact, and diplomacy are also required, in order to establish and maintain effective working relationships within USAID, the broader USG, and with the public and private sectors.

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.

 USAID’S ZERO TOLERANCE FOR SEXUAL MISCONDUCT

USAID has a zero-tolerance policy for sexual misconduct with the goal of fostering a respectful, safe, healthy and inclusive work environment. USAID maintains policies and procedures to establish a workplace free of sexual misconduct as described in Agency policy at ADS Chapter 113, Preventing and Addressing Sexual Misconduct. 

By acceptance of the contract award, the contractor acknowledges having read, and agrees to abide by, the Agency’s ADS 113 policies and procedures. 

SELF CERTIFICATION

Offerors must sign a Sexual Misconduct Self-Certification form [see hyperlink] related to sexual misconduct when submitting the offer. The signed form will be filed in the award file. If the offeror fails to submit a signed-certification, the offeror will be determined to be non-compliant to submission requirements and will not be considered for award. 

• For the Apparently Successful Offeror:
  • If Self-Certification response is “Yes”: In consultation with the Resident Legal Advisor (RLO) or General Counsel Acquisition and Assistance (GC/AA), the CO will request further details from the offeror. 
  • Event of False Certification: If the certification provided is found to be false, the offeror may be eliminated from consideration for the award. If the contract has been awarded, the false certification may be grounds for termination of the contract. The action may be punishable to the full extent of the law. 

USE OF THE AGENCY’S MISCONDUCT PORTAL AND INQUIRIES MADE TO PREVIOUS COs FOR APPARENTLY  SUCCESSFUL OFFEROR

The Office of Employee and Labor Relations (ELR) operates USAID’s Misconduct Reporting Portal. Prior to award, the CO will email ELR at [email protected] to identify whether Agency records include any prior disciplinary action related to sexual misconduct taken against the apparently successful offeror.

If the apparently successful offeror has previously held a Personal Services Contract at USAID, the CO will attempt to contact the previous administrating CO to inquire about previous disciplinary actions related to sexual misconduct against the apparently successful offeror.    

NEW ENTRANT ORIENTATION (NEO)

For PSCs onboarded in Washington, the contractor must complete the information session on USAID’s zero tolerance policy for sexual misconduct as part of NEO. The CO will include documentation in the award file that the contractor has completed NEO and has been made aware of USAID’s zero tolerance policy for sexual misconduct. 

For PSCs onboarded overseas, including CCNPSCs and TCNPSCs, the PSC must complete an online module related to USAID’s zero tolerance policy for sexual misconduct as administered by their cognizant CO as part of their onboarding process. The CO will include documentation in the award file that the PSC has completed the online module and has been made aware of USAID’s zero tolerance policy for sexual misconduct.                       

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 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

CCNPSCs are required to pay PAYE and statutory deductions. All applicable taxes will be deducted from the stated gross market rate.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs 

USAID regulations and policies governing CCN 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/ads/policy/300/aidar

2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award.

LINE ITEMS

ITEM NO (A)	SUPPLIES/SERVICES (DESCRIPTION) (B)	QUANTITY (C)	UNIT (D)	UNIT PRICE (E)	AMOUNT (F)
0001	Compensation, Fringe Benefits and Other Direct Costs (ODCs) - Award Type: Cost - Product Service Code: [ R497] - Accounting Info: [insert one or more citation(s) from Phoenix/GLAAS]	1	LOT	$ TBD	$_TBD at Award after negotiations with Contractor_

 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/resources_standards-of-conduct.

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].

6. FAR Provisions Incorporated by Reference 

52.204-27

PROHIBITION ON A BYTEDANCE COVERED APPLICATION

JUN 2023