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.: 72061524R10035
2.ISSUANCE DATE: May 09, 2024
3.CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: May 26, 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: Administrative Assistant (DGPS)
6.MARKET VALUE: Ksh. 1,906,479.00 to Ksh. 3,241,011.00 KSH per year, equivalent to FSN-07 grade level in accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. The salary range provided is inclusive of all allowances and annual bonus. All applicable taxes will be deducted from the stated gross market rate. Final compensation will be negotiated within the listed market value.
7.PERIOD OF PERFORMANCE: Five (5) years estimated to start o/a November 3, 2024. 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 Cooperating Country National (CCN) (an individual who is a cooperating country citizen or a non-cooperating 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

General Statement of Purpose of the Contract
The Administrative Assistant is located in USAID/Kenya and East Africa (KEA), Democracy, Governance, Peace and Security (DGPS) Office. S/he serves as the principal administrative support person for the Office Director and DGPS staff, operating independently of other positions to ensure that administrative, logistical and information technology support functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that other DGPS staff remain fully focused on fulfilling their various technical and advisory responsibilities.
The Administrative Assistant is responsible for providing responsive customer service to internal and external partners, including Embassy and Mission staff, contractors, implementing partners (IPs), Government of Kenya (GOK) officials, USAID/Washington interlocutors, and other stakeholders. In this capacity, the Administrative Assistant is responsible for managing DGPS information flows, its business processes, and sponsored events ensuring that submission and approval deadlines are met so that
effective development initiatives ensue, and planned proceedings occur in a successful and professional manner.

Statement of Duties to be Performed

Secretarial, Administrative and Clerical Support 60%
i. The Administrative Assistant maintains the supervisor’s calendar, advising of, and preparing her/him for upcoming commitments. S/he makes appointments, receives and places phone calls, sends and receives E-mails and Faxes, arranges meetings. These services facilitate contacts with Mission and Embassy staff, GOK officials, donors, IIPs, non-governmental organizations (NGO), and the private sector.
ii. Establishes and maintains close working relationships with the Front Office Administrative Assistants, Executive Office staff, and administrative counterparts in other technical and support offices to coordinates activities, share knowledge, and devise innovative solutions to improve Office and Mission business practices.
iii. Assists in procurement actions to support DGPS outreach initiatives with implementing partners, development partners, the private sector, and GOK officials. This task includes working with the event sponsor in planning and execution. Activities include market research and making reservations for use of on- and off-site venues, inviting guests, preparing welcome packets, site set-up, and ensuring availability of adequate logistics and information technology assets throughout the event. Additionally, secures any necessary RSO approvals, coordinates motor pool support and ensures all event close-out activities are accomplished in an expeditious and efficient fashion.
iv. Supports TDYers travel logistics before they leave their home office and upon arrival to Post. Secures Front Office approval for official travel and shares eCC POC, RSO link/form, coordinates accommodations, airport transfers and compound access. Additionally, coordinates staff travel logistics both in-county and abroad with Travel Authorization (TA) preparation/approvals in E2, visa(s), motor pool, eCC clearance, tickets, and RSO travel notification. Upon travel completion assists the traveler in submitting travel voucher and settle travel claims.
v. Works as the timekeeper to the team responsible for keeping track of staff time and attendance, annual leave, sick-days, compensatory/travel time and overtime. Inputs data into WebTA and prepares timecards for the certifying official in a timely fashion, ensuring all entries are timely and accurate. Tracks leave calendars and office coverage and keeps the Front Office apprised of the absence of the Office Director and Deputy. Drafts and coordinates requisite Mission notices with EXO.
vi. Ensures all DGPS Office equipment and peripheries are well-maintained an in good working order. Requests maintenance and/or replacements as necessary. Also, ensures that the DGPS staff is well-supplied with expendable office materials, and requests resupply as needed.
vii. Arranges weekly staff meetings and serves a recorder/notetaker for this, and other, regular and ad hoc meetings as required. Maintains record all meeting minutes.
viii. The Administrative Assistant may be called upon to backstop the Executive Assistant in the Mission Director's Office as needed.

Mail, Correspondence and Report Processing 20%
i. The Administrative Assistant maintains control of all correspondence for the DGPS Office, including program/project/activity files provided by CORs/AORs. Receives and distributes official mail and correspondence. S/he drafts non-technical responses to routine correspondence and letters in English and, as necessary, in Kiswahili, for the supervisor’s review and signature.
ii. The incumbent manages the DGPS training plan, schedule of annual performance evaluations, and calendar of other cyclical and periodic reports (e.g., Operational Plan, Performance Plan and Review, Contractor Reporting Performance Assessment Reporting System (CPARS), etc.)
iii. S/he maintains and updates Office Handbooks and other documents, such as visitors’ lists, welcome packets, contact lists, telephone listings, personnel rosters, leave calendars, etc., as necessary.
iv. S/he reviews outgoing mail for the correct format, address, routing, attachments, etc., prior to dispatch, S/he distributes internal policies and procedures and, as necessary, maintains a record of when staff received notice of new policies and/or procedures.

Document Management 20%
i. The Administrative Assistant manages DGPS’s official documents and files related to development programs, personnel and administrative issues, along with other logistical and support matters. The incumbent maintains an electronic system to track Office actions, provides weekly reports to the supervisor, and advises staff of any upcoming reports.
ii. S/he uses PC-based word processing, spreadsheets, and charting software as the fundamental part of his/her document management responsibilities.
iii. The incumbent establishes and maintains files according to standards set by the Mission’s Communications and Records Office and by USAID/Washington; marks correspondence and other documents for filing, and files them accordingly.
iv. Reviews all correspondence in advance of the supervisor’s signature, corrects errors by drafters and edits correspondence, and assures that documents meet the requirements posed by incoming correspondence to which it pertains.

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 

A minimum of three years of progressively responsible work experience in a professional setting, which includes one year of employment at an international or development-related organization or office is required.

Supervision Received
The Administrative Assistant receives supervision from the Office Director, and/or his/her designee, who provides assignments and priority work tasks to be performed. Most work derives from normal Office operations, but special activities may be assigned at any time. S/he independently plans and carries out assignments and is responsible for the accuracy of her/his personal work. Work is normally reviewed in terms of results achieved and in meeting Office objectives.

Supervision Exercised
Full supervision of other USAID 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.

Job Knowledge (60 Points)
The Administrative Assistant must possess advanced knowledge of standard office procedures and practices. S/he must have sound knowledge of, and adherence to, acceptable work protocols common in an international work setting (e.g., respectful dialogue, non-discrimination, equal opportunity, internal controls, etc.)

Skills and abilities (40 Points)
The incumbent must have excellent communication and interpersonal skills, adept organizational and time management skills and be highly proficient in keyboarding and in operating computers with standard software. These include Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. S/he must be conversant with virtual work platforms (such as: Google Meet, Microsoft Teams, WebEx, etc.) and utilizing collaborate workspaces (such as: Google.doc, Huddle, etc.). Must possess advanced ability using the Internet and Google Workspaces (especially mail, calendar, contacts, hangouts, etc.)

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.
OR
External Offerors/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Scan and attach all the documents and upload them to MyJobsInKenya.

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
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) - 0001
SUPPLIES/SERVICES (DESCRIPTION) (B) - 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]
QUANTITY (C) - 1
UNIT (D) - LOT
UNIT PRICE (E) - $ TBD
AMOUNT (F) - $_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