USAID Project Management Assistant

I.      GENERAL INFORMATION

1.     SOLICITATION NO.: 72066324R10013

2.     ISSUANCE DATE: 04/26/2024

3.     CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: 05/10/2024, no later than 5:00 p.m (EAT) (close of business).

4.     POINT OF CONTACTS:  James Cerwinski, Supervisory EXO and Fekadu Tamirate, HR Specialist, e-mail at addisusaidjobs@usaid.gov.

5.     POSITION TITLE:  USAID Project Management Assistant

6.     MARKET VALUE:  $14,089 – $25,345 yearly i.e., equivalent to FSN - 08. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Ethiopia. Final compensation will be negotiated within the listed market value.  Salary will be paid in local currency at the exchange rate in effect when the payroll is processed.

7.     PERIOD OF PERFORMANCE:  Five (5) years. The services provided under this contract are expected to be of a continuing nature through a series of sequential contracts, subject to continued need, satisfactory performance, and the availability of funds. 

The expected period of performance will be from 07/15/2024 – 07/14/2029.

8.     PLACE OF PERFORMANCE: US Embassy, Entoto Road, Addis Ababa, with possible travel as stated in the Statement of Duties.

9.     ELIGIBLE OFFERORS:  Cooperating Country Nationals (CCNs). “Cooperating country national” means an individual who is a cooperating country citizen, or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

10.  SECURITY LEVEL REQUIRED: Facilities access.

11.  STATEMENT OF DUTIES

1.     General Statement of Purpose of the Contract

The basic function of this position is to provide essential administrative, program management and technical support critical to USAID/Ethiopia’s Office of Democracy and Governance (ODG) based in Addis Ababa. Administrative functions cover essential office management, filing, travel and logistical support for major assessments and events. The incumbent participates in the development of DG program design, strategy development, and annual reporting, and tracking the office’s entire approximately $95,000,000 budget in coordination with the Program Office and the Office of Financial Management at USAID/Ethiopia. The incumbent will manage DG activities as an AOR/COR for activities with a range in size from $500,000 to $3,000,000 and be the office’s monitoring and evaluation point of contact. Further, the incumbent assists the DG staff as needed in their duties and responsibilities.

2.     Statement of Duties to be Performed

1.                   Provide office and program management support (55%):

a.       Budget management: The incumbent will track and maintain the overall, approximately $95,000,000 ODG budget with the Program Office and Office of Financial Management. S/he will also monitor project budget ceilings, obligated amounts, mortgages, accrued expenditures, pipeline, and schedule of incremental funding.

b.       Program management: The incumbent will contribute to the development of DG program design, strategy development, program management plans, portfolio reviews and annual report. As the monitoring and evaluation (M&E) point of contact, s/he will serve on the Mission’s M&E technical working group, advise ODG on maintaining an updated PMP, and support Program Management Specialists in all aspects of M&E

c.       Project management: The incumbent will serve as an AOR/COR or as an alternate AOR/COR to monitor project implementation, maintain relationships with implementing partners, and provide support as needed. S/he will also manage the close-out of projects with the Office of Acquisition and Assistance. This may include the management of awards in size ranging from $500,000 to $3,000,000.

2.                   Provide administrative support (30%):

a.       Prepare/draft letters, memoranda and fax/cable communications.

b.       Maintain appointment calendars.

c.       Maintain a full range of electronic and hard copy files relating to the activities and functions of the DG Office.

d.       Provide logistic arrangements for field trips, scheduling of meetings, and responding to inquiries from the public, governmental and non-governmental organizations and diplomatic missions.

e.       Facilitate travel and other logistical arrangements for DG Office and TDY staff members and consultants working in DG Office.

3.                   Represent the DG office at relevant meetings, workshops, seminars and briefings, including with the Government of Ethiopia (to include Zonal and Woreda Administrators, and middle management at the Ministerial level) and Ethiopian civil society. Provide Amharic-English and English-Amharic translations of a variety of documents in DG Office.     (15%)

The contractor is eligible for travel to the U.S., or to other locations abroad, for training, for temporary duty, or to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

3.     Supervisory Relationship

The incumbent will report to the DG Chief, or Deputy Office Chief as designated by the

Chief and will consult with the rest of the DG Office staff as needed.

4.     Supervisory Controls

None

12.  PHYSICAL DEMANDS

I.      MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

a.     Education: B.A. in management, economics, and/or social sciences.

b.       Prior Experience: At least five years progressive experience in program management assistance functions, Experience in USAID\ desired. Knowledge of development programming terms, democracy and governance programming, Ethiopian development challenges, USAID programs and priorities.

c.     Language:  English and Amharic at Level IV.

II.   EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with candidates 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 candidates 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 candidates 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.

Rating factors are used to determine the competitive ranking of qualified candidates in comparison to other candidates. Candidates must demonstrate the rating factors outlined below within their resume, as they are evaluated strictly by the information provided. The rating factors are as follows:

EVALUATION FACTORS

EDUCATION (10 points):  Points will be given for (1) education above the minimum level and/or (2) specialized education pertinent to the position. and/or (3) specialized training pertinent to the position.

WORK EXPERIENCE (15 points): Points will be given for (1) experience above the minimum levels required, (2) specialized experience pertinent to the position, (3) experience in pertinent development assistance activities, (4) experience in development organizations that are large and/or international.

KNOWLEDGE (15 points): Demonstrate sound knowledge of office practice, including budget tracking and filing systems, and should be able to maintain the high level of confidentiality required by the position. Must demonstrate knowledge in democracy, rights and governance principles and practices. Ability to understand basic development terminology and knowledge of USAID administrative and technical requirements.

SKILLS AND ABILITIES (10 points): Demonstrate basic financial management, project management and M&E skills. Must have strong computer skills including Word, Excel, and PowerPoint. Excellent oral and written communication and interpersonal skills are essential. Should be a self-starter with strong organizational skills.

INTERVIEW PERFORMANCE (35 points)

WRITTEN TEST  (15 points)

BASIS OF RATING: Candidates who meet the Minimum Qualifications will be evaluated in accordance with the Evaluation and Selection Factors.

Candidates should address these factors in the offer package, describing specifically and accurately what experience, training, education and/or awards they have received as it pertains to the factors. Failure to address the Evaluation and Selection Factors may result in not receiving credit for all pertinent experience, education, training and/or awards.

The highest-ranking applicants may be selected for an interview and writing test. Interviews may be conducted either in person or by telephone/video call at USAID’s discretion.

Final TEC recommendations for the candidates will be based on the initial evaluation of the applications, interview performance, and written test. USAID/Ethiopia will not pay for any expenses associated with interviews.

 I.      SUBMITTING AN OFFER

Eligible Offerors are required to complete and submit:

1. The offer form DS-174 (Application for U.S. Federal employment) which can be found in the U.S. embassy website https://et.usembassy.gov/embassy/jobs/; or https://www.usaid.gov/ethiopia/work-with-us/careers/ds-form-174-ccn-application.
2. A resume in English
3. Letter of application (cover letter) that describes your experience with the evaluation criteria (Section III: Evaluation and Selection Factors), and
4. Contact information for a minimum of three and a maximum of five references, including at least two references with direct knowledge of the offeror’s past performance.

Further Guidance:

To ensure consideration of offers for the intended position, offerors must prominently reference the Solicitation Number in the offer submission.

Application must be submitted ONLY via addisusaidjobs@usaid.gov and the email subject must say– solicitation 72066324R10013, Project Management Assistant. Be sure to include your name and the solicitation number at the top of each page.

Please do not submit more than one application; and

The application must be submitted before or on the closing date at local Ethiopia time 5 p.m. (Local Ethiopia, Addis Ababa Time, or EAT).  Late and incomplete applications will not be considered.

II.   LIST OF REQUIRED FORMS PRIOR TO AWARD

The Contracting Candidates will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:

1.     Medical History and Examination Form (Department of State Forms)

2.     Questionnaire for Non-Sensitive Positions (SF-85)

3.     Fingerprint Card (FD-258)

III. BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

1.     BENEFITS:

Group life insurance, medical coverage, annual leave and sick leave.

2.     ALLOWANCES (as applicable):

Meal allowance and miscellaneous benefit allowance.

IV. TAXES

Cooperating Country Nationals are expected to comply with all relevant Ethiopian laws and regulations.

V.    USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN 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 as described below:

LINE ITEMS

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: PSCOmbudsman@usaid.gov.

6. FAR Provisions Incorporated by Reference

EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in Ethiopia provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. USAID/Ethiopia also strives to achieve equal employment opportunity in all personnel operations.