22-116 Development Program Specialist (Budget)

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.: 22-116
2. ISSUANCE DATE: July 7, 2022
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: July 21, 2022 (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 Development Program Specialist (Budget).
6. MARKET VALUE: Equivalent to FSN-11 Step 1 (4,792,523 KSH per annum) to Step 13 (8,147,267 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.
7. 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. The base period will be for one year with the commencement date based upon successful medical clearance and security certification. Contingent on Agency needs, the Contracting Officer may exercise four additional option periods from the contract commencement date.
8. PLACE OF PERFORMANCE: Nairobi, Kenya;with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Open to qualified Kenyan Citizens, including current locally hired employees of the US Government in Kenya. Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.
11. STATEMENT OF DUTIES:

General Statement of Purpose of the Contract

USAID/Kenya and East Africa (KEA) invests in population and health programs at national and county levels that aim to improve the survival, well-being and productivity of the Kenyan 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 the national government to formulate key policies and guidelines while assisting counties to better plan, manage and finance quality health services to meet local needs.

The Health Population and Nutrition (HPN) Office is USAID/KEA’s largest office, managing a portfolio valued at over $300 million annually. The office receives funding from several U.S. Presidential Initiatives, including the President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI) as well as other USAID health funds for family planning, maternal newborn and child health, nutrition, water sanitation and hygiene. USAID/KEA has a Kenya Country Development Cooperation Strategy (CDCS) with the goal “Kenya’s governance and economy sustainably transformed.” The HPN Office’s portfolio contributes to this strategic goal by primarily contributing to the CDCS Development Objective (DO) 2 “Health and Human capacity strengthened.”

The Development Program Specialist (Budget) is tasked with maintaining operational oversight and control of all budgetary aspects of the HPN Office. The Budget Specialist activities relate to managing the strategic budget for the HPN Office for all activities and initiatives including PEPFAR, Preventing Maternal and Child Deaths, Global Health Security (GHS), Emerging Pandemic Threats (EPT), Family Planning, Tuberculosis, and PMI. Successful implementation of these responsibilities requires: Tracking financial commitments and obligations; maintaining information in budget systems such as FACTS Info throughout planning and reporting processes; obtaining and checking financial and programmatic data from CORs/AORs and implementing partners; managing fund allocations; developing and maintaining budget tracking instruments; developing and maintaining automated tools to track funding obligations to partners; managing and interpreting budget guidance in the Country Operational Plan, Health Implementation Plan, and Malaria Operational Plan; and, managing obligation of funds using GLAAS and the Field Support Database. The Budget Specialist facilitates communication and ensures collaborative working relationships with all HPN staff, as well as staff from the Office of Financial Management, Strategic Planning and Analysis (SPA) Office, and Office of Acquisition and Assistance (OAA).

Statement of Duties to be Performed

1. Budget Planning, Documentation and Preparation 50%

• Provides budgetary leadership during the development of the PEPFAR Country Operational Plan.
• Oversees the development of the annual PEPFAR End of Fiscal Year Obligation and Outlay (EOFY) Tool.
• Partners with technical teams to lead the budget development of the annual Malaria Operational Plan and Health Implementation Plan.
• Consolidates critical information from the HPN Office to finalize annual resource requests, reports on attribution to Congressional earmarks, and assists with reprogramming actions to fulfill targets under presidential initiatives.
• Maintains and updates an annual budgetary allocation plan, including establishing a tracking system for budget allowances for the HPN Office, plus-ups, actual obligations, de-obligations, expenditures, reprogramming actions, and field support transfers.
• Facilitates preparation and uploading of relevant financial data into FACTS Info, GLAAS or any other resource request/reporting system.
• Obtains and checks financial data from CORs/AORs, Activity Managers (AMs) and Implementing Partners for various reporting purposes.
• Develops and maintains additional budget tracking instruments, as required, that allow for the sound monitoring of budget changes including Journey to Self-Reliance shifts, funding delays and forward funding considerations.
• Inspects reporting system entries for errors and inconsistencies, making pertinent corrections and revisions to the budgets as needed.

2. Budget Management and Procurement Support 40%

• Leads preparation of: pre-obligation checklists, GLAAS requests, independent government cost estimates for new awards, and field support obligations.
• Ensures GLAAS requisitions and EXO procurements are funded from the correct program elements through the provision of appropriate fund cite.
• Prepares Quarterly PEPFAR Obligations, Quarterly Financial Reports and Outlays Reports.
• Leads CORs/AORs/Activity Managers in the preparation of comprehensive and accurate budgets for program funded solicitations.
• Prepares and updates HPN’s Business Forecast and Procurement Plan in consultation with HPN leadership and the Office of Acquisition and Assistance.
• Participates as a permanent member of the Mission Federal Managers’ Financial Integrity Act (FMFIA) Committee, in collaboration with the Health Office Chief, ensuring accountability, transparency, and implementation of risk mitigations measures recommended to improve internal operational controls.
• Initiates de-obligation and close-out actions, transfer of disbursements, forward funding waivers, and reprogramming requests.
• Compiles, organizes and disseminates budget and financial guidance received from the Mission leadership, PEPFAR/OHA Budget team and USAID/Washington.
• Responds to budget questions arising during portfolio reviews, team planning meetings, quarterly IP meetings, ad-hoc reporting and data cleaning exercises.
• Builds capacity of USAID funded local implementing partners on budgeting and financial reporting requirements.

3. Mission Budget Coordination 10%

• Coordinates with support offices on matters arising to ensure that all funds are obligated in a timely fashion.
• Collaborates with the SPA Office to track funding approval documentation e.g. Congressional Notifications, Memorandum of Agreement between OGAC and USAID, OYB and Allowances to ensure that the prerequisite Agency requirements are met before funds are delivered to HPN for use.
• Initiates HPN Field Support requests by collecting information from technical teams and coordination with SPA to ensure funds are captured in the Field Support database and obligated to mechanisms.
• Prepares, in collaboration with OFM and HPN leadership, annual Management to Budget (MTB) estimates.

Supervisory Relationship

Works under the direct supervision of the HPN Operations Manager, who provides overall objectives, suggests approaches to consider, and reviews completed reports and other assignments. Assignments are made orally and in writing. Most assignments occur in the normal course of the work, but the incumbent is required to determine those that must be coordinated with the supervisor. The supervisor provides a review of the assignment, the goals and objectives to be achieved, and results expected. Incumbent will seek advice and assistance as required. Work is reviewed in terms of results achieved.

Supervisory Controls

No direct supervision will be exercised.

PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Any application that does not meet the minimum requirements stated below will not be evaluated.

1. Education: Bachelor’s degree in Accounting, Finance or Business Administration or its equivalent is required.
2. Prior Work Experience: At least five years of progressively responsible, professional-level experience in auditing, accounting, financial management capacity building, program planning, budgeting, financial management, or closely related work that includes the analysis and interpretation of complex data.
3. Language Proficiency: Level IV (fluent) English and Kiswahili language proficiency, speaking and writing, 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 (55 points)

In-depth professional-level knowledge and understanding of accounting principles, theories, practices, and terminology. A sound knowledge of good program management practices, as well as a thorough knowledge of appropriation and allotment accounting and budgeting procedures, as used in maintaining, reconciling, balancing, and closing complex accounts is required. Knowledge of accounting policies, regulations, and procedures; of disbursements, and reimbursements; and, of the principles and practices of cost accrual necessary. Familiarity or the potential to quickly acquire knowledge of USAID business processes, the Financial Controller’s Guidebook, and USAID budget and accounting practices.

– Skills and abilities (45 points)

Must have the ability to perform planning and budget analysis work, coordinate the training of counterparts on advanced USAID policies and systems, and have excellent written and oral communication skills. Must be able to liaise with government and non-government counterparts and represent USAID with minimal supervision. The ability to analyze accounting records, and to determine the need for various types of entries and adjustments; to record, reconcile, and balance accounts, and to relate the purpose and objectives of projects to their costs and fiscal requirements is required. Must be able to relate funds management to Mission intermediate results and sub-intermediate results; and, to understand changes in strategic program priorities and deadlines, their implications for budget management, and to recommend appropriate adjustments to the Health financial plan. Analytical ability to interpret public policies, and to assist in the development of revised policies, as required; and, to develop and monitor the performance of budgets and the development of quarterly work plans. The ability to collect and analyze advanced data, and to prepare precise, accurate, and complete reports is also required. Ability to work effectively in a team environment to achieve mission goals. Experience managing databases, schedulers, and word processing programs is essential.

Total possible points: 100

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

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:

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]