The USAID Strategic Planning and Analysis (SPA) Office is responsible for broad program support, coordination, and project management functions for the combined USAID platform in Nairobi which manages two operating units (OUs)-the bilateral Kenya and the East Africa Regional OUs. SPA provides leadership and serves as principal advisor to the Mission Director on: (a) social, economic, and cross-cutting developmental issues; (b) strategic planning and programming; (c) project and activity development; (d) monitoring and evaluation and learning of the platform’s portfolio; (e) management of current year budget obligation and out-year mission-wide budget planning; and (f) program implementation of activities that fall within the platform’s ongoing Development Objectives under the $2 billion Kenya Country Development Cooperation Strategy (CDCS) and $300 million East Africa Regional Cooperation Development Strategy (RDCS). In addition, this office keeps a pulse of major development trends in Kenya and the East Africa region to inform new programming needs. USAID/KEA’s 2020-2025 Country Development Cooperation Strategy (CDCS) goal is that Kenya’s competitive private sector, resilient communities and civil society organizations, and a citizen-responsive public sector better collaborate to drive inclusive growth and well-being for Kenya’s self-reliance.

 

As the Mission’s program budget technical expert, the position’s impact extends to the Kenya bilateral and EA regional Mission technical offices, the GOK, RIGOs, implementing and resource partners, and other donors. S/he provides highly technical expertise on the design, review, implementation, and administration of activity, project, program, and strategy budgets as well as the modification of budget information management systems. As a senior member of SPA, s/he is responsible for building, developing, and providing support to technical offices on budget management capacity development and on the planning and execution of activity, project, program, and strategy budgets in the USAID/KEA bilateral and regional portfolio and relevant other Missions. The Supervisory Program Budget Specialist is the Budget Management Team Lead and supervises three locally employed staff: an FSN 11, FSN 10 and FSN 9.

 

The functions of this position include program budget management, financial analysis, Mission-wide budget reporting, and managing the USAID/KEA budget management unit. The incumbent performs budget management services ranging from liaising with the Office of Financial Management (OFM) office in reconciling allowances, commitments and sub-obligations in Phoenix with SPA records (OYB Matrices, Bilateral Agreements, etc), MAPS, and related strategic budget management functions. S/he establishes performance targets for the budget management unit and allocates work optimally among team members. The incumbent manages the gathering of financial and statistical data on pipelines and assists USAID/KEA technical teams and SPA to develop sound program budgets according to forward funding, pipelines, earmarks, and directives. The Supervisory Budget Specialist is responsible for managing the USAID/KEA life of strategy (2020-2025) program budget portfolio, which is over $2.5 billion with an estimated annual program budget of $400 million (Kenya is

$435million; East Africa Regional is $35 million). The incumbent ensures that the planned budget is not exceeded, checks budget coding, ensures earmarks and directive are taken into account, performs analysis of past expenditure rates, current and projected pipelines, and future burn rates to ensure accuracy of data produced, ensure that adequate funding is maintained and accurate quarterly accruals are reported. S/he relies on this information to advise the Mission Front Office, SPA, the technical offices, and other mission staff as necessary.

1. Mission Budget Management, Planning, Notification, and Obligation (35%)

The Supervisory Program Budget Specialist develops activity, project and strategy level budgets in close coordination with USAID/Washington, including prior year un-obligated carryover funds and current year appropriations. The work requires a thorough knowledge of the USAID/KEA portfolio, resource requirements, and implied analysis of activity expenditure rates and pipelines. The Supervisory Program Budget Specialist tracks and records allowances, commitments, and obligations against budgets throughout the year; and assures obligations are made in time, in accordance with approved procurement plans, and that prior year carryover funds are the first obligated; reviews the budget during the year; discusses issues with the Teams and USAID/Washington; and, suggests changes in OYBs as appropriate. S/He tracks congressional earmarks and directives at the office and Mission level; and assures they are reflected in the OYB and implemented; and, prepares memoranda for approval of the Director of Foreign Assistance, and/or change notices, to request approval for additional funds, reprogramming, or emergency requests for funds.

The incumbent is also responsible for:
• Managing and leading two Budget Specialists and a Budget Program Assistant to support the Mission’s six Technical Offices to ensure all out-year budget requests meet the needs of the Mission’s program and follow the official guidance from the State Department’s Director of Foreign Assistance, the USAID Bureau of Resource Management (BRM), and USAID’s Africa Bureau.
• Analyzing new fiscal year guidance on the annual out-year budget request, the Mission Resource Request (MRR), and coordinating the drafting of the MRR. Analyzing new fiscal year Congressional Budget Justification (CBJ) guidance and managing the drafting of the initial CBJ as well as its clearance through the Mission. Analyzing new fiscal year Operational Plan (OP) guidance and then coordinating the drafting, editing, and completion of the relevant budget sections of the annual OP.
• Managing the drafting, clearance, and transmission of all budget related documentation including Development Objective Agreement (DOAG) and Regional Development Objective Agreement (RDOAG) amendments, Implementation Letters (ILs), and other correspondence with the GOK and regional inter-governmental organizational entities as needed. These documents include both financial data tables and program narratives.
• Analyzing new fiscal year appropriations language and managing the drafting of the initial version of the Mission’s Congressional Notifications (Country Budget Narratives).
• Maintaining high-level contacts in the GOK including the Ministry of Finance and Treasury.

2. Mission Program Budget Implementation, Monitoring, and Analysis (30%)

The incumbent is responsible for:
• Building the technical capacity regarding USAID and USG annual budgeting across the six technical offices through regularly scheduled training and hands-on budget work.
• In direct coordination with the Office of Financial Management (OFM), Office of Acquisition & Assistance (OAA), and budget specialists and Financial Analysts from the Mission’s six technical offices, managing the preparation of SPA’s contribution to the Mission’s Quarterly Financial Reviews (QFRs) and the analysis needed to provide recommendations to Mission Management as to optional courses of action.
• Ensuring that decisions agreed upon during QFRs are followed up and completed, registering them when they are, and reporting progress to all Mission stakeholders.
• Providing expert analysis of QFR data for the six Mission technical offices regarding budget preparation for Project Appraisal Documents, new project and mechanism designs, cost estimates, and expenditure trends.
• Supervising three SPA Budget Management Team members as they provide budget backstopping across the range of project design, planning, and implementation including daily reconciliation of the budget tracking tools MAPS with the Agency’s Phoenix accounting system, and the management and registering of un-sub-obligated pipeline, project mortgages, project and bilateral agreements close out, de-obligations, accruals, open commitments, and reprograming of funds by Objective, Program Area, Program Elements and implementing mechanism budget change notices.
• Ensuring compliance with the USAID budget policies, adherence to the Agency’s forward funding guidance, and Congressional appropriation legislation, thereby facilitating program implementation. Verify, monitor, and report on the allocation of funds, and recommend innovative approaches for avoiding and/or resolving budget problems.

3. Supervising and Managing the Mission Budget Management Team (20%)

The incumbent is responsible for:
• Supervising, managing and mentoring three SPA Budget Management Team members.
• Assigning daily, weekly and monthly tasks, allocating work fairly and justly and following up on results.
• Setting work objectives and performance measures for each team member and preparing annual performance evaluation reports.
• Participating in training new program budget specialists and Program Management Assistants in SPA and technical offices and providing additional training on new guidance in budgeting where appropriate.

4. Support Localization Engagements (15%) 

• The Specialist will identify ways to further meet USG foreign policy, GOK, and East African regional development and policy objectives. S/he maintains up-to-date knowledge of Agency and USG initiatives, development issues and innovations, and political and economic trends in Washington, Kenya, and the East African region. S/he will liaise closely with relevant USAID/Washington bureaus and offices to identify opportunities to strengthen Mission strategic design and implementation processes. The Specialist actively participates in and/or leads relevant program cycle-related Mission and/or Agency Teams, including Mission Project Design Teams, working groups, and communities of practice to promote and strengthen the adoption of best practices. Participation includes proactively drafting of pertinent project design documents, waivers, SOAR documentation, and memos to ensure high caliber support to technical offices.
  • The specialist will help support the implementation of the Development Cooperation Framework Agreement (DCFA), tracking the DCFA implementation letters with the relevant Government of Kenya line ministries. The specialist will also help support the Government- to-Government (G2G) efforts at the mission as well as represent the SPA office in the mission G2G working group.

A minimum of seven (7) of progressively responsible professional experience in program/project budgeting and accounting, or closely related work is required. At least five years of this experience should have been in the field of development assistance. Professional experience should include analysis and interpretation of financial and quantitative data and presentation of findings in written form. Proficiency in operating computer-based budgeting systems and experience with various software packages such as Microsoft Excel, Access and Word are required.

The incumbent must be able to analyze complex data and relationships to prepare complete, precise and accurate factual and analytical reports; to render advice with detachment and objectivity; to prioritize and manage various tasks simultaneously; to develop and maintain a network of mid-to-senior-level USAID contacts and officials associated with other agencies, donors and implementing partners; to operate efficiently and effectively in multi-cultural, team environment; and to work under pressure to meet tight deadlines. Occasional overtime/comp time assignments may be required.  Ability to plan and analyze program budgets, and have excellent written and oral communication skills; must be able to analyze accounting records and relate to the purpose and objectives of programs/projects as envisioned in the Mission Development Objectives; and to understand the changes in strategic program priorities and deadlines, their implications for budget management, and to recommend appropriate adjustments to Mission financial plans. S/he must have problem-solving skills and ability to recommend solutions in complicated situations, taking into consideration myriad factors and variables such as late budget appropriations and delayed funds availability, uncertain funding levels, unexpected budget reductions. Thorough knowledge in MS office applications, such as Word, Excel, and PowerPoint, and other data management skills is required. The incumbent must have superior interpersonal, problem solving, negotiation and supervisory skills and abilities. This person will supervise three colleagues and be responsible for managing their workloads, completing their annual performance evaluations, and ensuring their expertise and talents are utilized effectively and fairly.

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 thorough knowledge of, or the ability to quickly gain such knowledge of, the USG budget process, including appropriation, apportionment, allotment, etc.; and, phases of the Agency budget cycle, including formulation, justification, and execution, budget justification and the Congressional Notification process, congressional earmarks, Agency goals and sub-goals, pillars, sectors, and emphasis areas is required. Thorough knowledge of, or the ability to quickly gain such knowledge of, USAID accounting policies, regulations, and procedures; and, disbursements, reimbursements is required. Good knowledge of methods and tools for budget/financial analysis and planning is required. Must be familiar with USAID budgetary processes and procedures, and documentation; a working knowledge of USAID policies and goals; a good understanding of the USAID administrative and functional structure, the USAID/Washington Bureaus, and the Mission; in-depth knowledge of USAID/ strategic goals and sub-goals, as well as strategic directions, goals, and priorities of the Bureau and the Agency. A basic understanding of the political and economic situation in the region; problem areas in general (the state of the economy, energy sector, corruption, etc); areas of USAID manageable interest/involvement; and an awareness of key donor organizations, Private Voluntary Organizations, Non-Governmental Organizations, and other working in the country is highly desired. The nature of the position in the Mission structure requires that the individual be highly knowledgeable in the substantive and administrative elements of USAID's assistance mechanisms and procedures and be capable of working independently with minimal direction. 

• Skills and abilities (40 points) 

The incumbent must be able to analyze complex data and relationships to prepare complete, precise and accurate factual and analytical reports; to render advice with detachment and objectivity; to prioritize and manage various tasks simultaneously; to develop and maintain a network of mid-to-senior-level USAID contacts and officials associated with other agencies, donors and implementing partners; to operate efficiently and effectively in multi-cultural, team environment; and to work under pressure to meet tight deadlines. Occasional overtime/comp time assignments may be required.  Ability to plan and analyze program budgets, and have excellent written and oral communication skills; must be able to analyze accounting records and relate to the purpose and objectives of programs/projects as envisioned in the Mission Development Objectives; and to understand the changes in strategic program priorities and deadlines, their implications for budget management, and to recommend appropriate adjustments to Mission financial plans. S/he must have problem-solving skills and ability to recommend solutions in complicated situations, taking into consideration myriad factors and variables such as late budget appropriations and delayed funds availability, uncertain funding levels, unexpected budget reductions. Thorough knowledge in MS office applications, such as Word, Excel, and PowerPoint, and other data management skills is required. The incumbent must have superior interpersonal, problem solving, negotiation and supervisory skills and abilities. This person will supervise three colleagues and be responsible for managing their workloads, completing their annual performance evaluations, and ensuring their expertise and talents are utilized effectively and fairly. 

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.

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). 

1. TAXES

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

1. 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. 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. 

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].