22-97 Project Management Assistant (Climate Change)

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.: 22-97
2. ISSUANCE DATE: July 1, 2022
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: July 17, 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 Project Management Assistant (Climate Change)
6. MARKET VALUE: Equivalent to FSN-7 Step 1 (1,726,077 KSH per annum) to Step 13 (2,934,333 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’s (KEA) Environment Office (ENV) is expanding its Climate Team so that it can adequately align its programming with USAID’s new Climate Change Strategy and serve as a leader for the Agency’s climate action in Africa. The Project Management Assistant (Climate Change) (PMA) will provide project and administrative support for ENV’s Climate Team.

The PMA supports the Contracting and Agreement Officer Representatives (CORs/AORs) on day-to-day project management duties, including performance monitoring; records management (maintaining the official and working files), drafting project documents, taking meeting minutes, letters and other necessary documentation and GLAAS procurements. The PMA will also support the Climate Team through administrative responsibilities such as travel arrangements, meeting logistics and correspondence.

Statement of Duties to be Performed

1. Programmatic Support 50%

• Procurement, program and activity Support: The PMA supports the Climate Team’s AOR/CORs, alternate AOR/CORs, and activity managers with project oversight, administrative procurement needs, and implementation documentation.
• Communications Support: The PMA assists the ENV Strategic Communications Manager to track climate activities and events, as well as coordinate Office updates and clearing of fact sheets, county brochures, calendars, audio-visual, and any other external communication materials.
• ​​​​​​​Monitoring, Evaluation, and Learning Support: The PMA assists COR/AOR staff with administrative and programmatic aspects of implementing monitoring, evaluation, and learning systems. The Climate PMA works with Activity Managers to support site visits and technical meetings with representatives of partner organizations to review progress.

2. Administrative Support 50%

• ​​​​​​​External Communications and Meetings: The PMA is the first point of contact for people seeking assistance or information about ENV’s climate work. The incumbent will keep an updated list of partners’ contact information and liaise with partners on a regular basis. The Climate PMA takes messages in the absence of the Climate Coordinator and other Climate Team members, directing calls to other staff, or answering questions personally; receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the Climate Team, and ensures that attendees are briefed or provided proper background material for meetings; and maintains conference room schedules.
• ​​​​​​​Internal Communications and Processes: The PMA facilitates internal communication and coordination by keeping track of the Climate Team’s whereabouts (i.e., attendance, annual leave, sick days, and compensatory/travel time and overtime); maintaining the Team’s calendar; reminding staff and others of meetings and appointments; taking meeting minutes when requested; and facilitating any trainings / outreach for the Team and Mission.
• ​​​​​​​Travel Logistics for Temporary Duty and Climate Team Staff: The PMA supports Temporary Duty Travelers (TDYers) arrange their travel logistics before they leave their home office and upon arrival at post. This entails requesting Front Office approval; sharing eCC POC, RSO link/forms; and booking accommodation, airport transfers, and compound access. Additionally, the incumbent coordinates the travel logistics for Climate Team staff both in county and outside, and handles the processing of E2s, visas, motor pool requests, eCC clearances, and RSO travel notifications.
• ​​​​​​​Offsite Meeting Logistics: The PMA assists with arranging offsite conference meetings and supports the smooth running of logistics before, during, and after the meeting for internal staff, stakeholders, and implementing partners This includes handling action memos, RSO clearances, motor pool coordination, and submission of signed registration forms to the finance team after meetings for payment.
• ​​​​​​​File Management: The PMA establishes and maintains files according to standards set by the Mission C&R Technician/Supervisor in EXO, and by USAID/Washington; and marks correspondence and other documents for filing, and files accordingly.
• ​​​​​​​Correspondence Support: The PMA reviews all correspondence prepared by the Climate Team in advance of the supervisor’s signature; corrects errors by drafters and edits correspondence; and assures that responding correspondence fully meets the formatting requirements. The PMA obtains and tracks clearances and signatures.
• ​​​​​​​Backup Support: The PMA backs up the Junior PMA during times of absence. In this capacity, the incumbent assists in GLAAS actions initiation, requisition and modification for an offsite conference meeting venue and new procurements, USPSC actions, and any other procurements. Additionally, the incumbent follows up with an action memo, procurement team, motor pool coordination and submission of signed registration forms to the finance team after meetings for payment.

Supervisory Relationship

The PMA receives direct supervision from the FSN-12 Climate Change Coordinator.

Supervisory Controls

None.

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: Completion of secondary schooling and two or more years of post-secondary schooling in Project Management, Business Administration/Management or equivalent to a U.S/ junior college or community college diploma, is required.
2. Prior Work Experience: A minimum of three years of progressively responsible work experience, of which two years should be in related work with USAID, the USG, NGOs, other donor organizations, or host-government organizations. Experience in an English-language work environment is required.
3. Language Proficiency: Level IV English and Kiswahili 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 (60 points)

The PMA should be familiar, or able to quickly become familiar, with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. The PMA should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting. The Climate PMA should be able to understand USAID’s monitoring, evaluation and learning framework in order to support the MEL requirements of the Climate Team.

– Skills and abilities (40 points)

The PMA must have excellent written and verbal communication skills. The PMA must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The PMA must be proficient in using the Internet and e-mail. The Climate PMA must have the skills to support a team including demonstrated organizational and process management skills, the ability to prioritize, be available to answer questions, and the ability to problem solve administrative issues.

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]