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Executive Office Administrative Assistant at USAID Moldova

SOLICITATION NUMBER: 72012118R03

ISSUANCE DATE: 10/17/2018

CLOSING DATE/TIME: 11/7/2018

SUBJECT: Solicitation for the Executive Office Administrative Assistant, Cooperating Country National Personal Service Contractor (CCN PSC) under the Local Compensation Plan.

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.

Offers must be in accordance with Attachment 1, Sections I through V of this solicitation.  Incomplete or unsigned offers will not be considered.  Offerors should retain copies of all offer materials for their records.

This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers.

Any questions must be directed in writing to the Point of Contact specified in the attached information.

Sincerely,

 /s/

Nathan Drury

Contracting Officer

GENERAL INFORMATION

SOLICITATION NO.: 72012118R03

ISSUANCE DATE: 10/17/2018

CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 11/7/2018 at 11:59 p.m. Chisinau Time

POSITION TITLE: EXECUTIVE OFFICE ADMINISTRATIVE ASSISTANT, to be located in Chisinau, Moldova

MARKET VALUE: Basic Annual rate (in U.S. Dollars): $16,498.00 to 24,737.00.

In accordance with AIDAR Appendix J and ADS 309, the Local Compensation Plan (in effect at the time) of the U.S. Embassy to Moldova forms the basis of compensation. The LCP consists of the local salary schedule, which includes salary rates, authorized fringe benefits, and other pertinent facets of compensation. Final basic compensation will be negotiated within the listed market value. This salary range is not inclusive of other benefits and allowances.

PERIOD OF PERFORMANCE: Employment under any contract issued under this solicitation is of a continuing nature. Its duration is expected to be part of a series of sequential contracts; all contract clauses, provisions, and regulatory requirements concerning availability of funds and the specific duration of the contract shall apply. The initial CCNPSC contract will be for an initial five year period, with possible renewal pending continued need for the position, contractor performance, and funds availability.

  1. PLACE OF PERFORMANCE: Chisinau, Moldova.

SECURITY LEVEL REQUIRED: Foreign Service National Security  Certification

BASIC FUNCTION OF POSITION:

This position is located in the USAID/Moldova. The position's principle functions include: preparing administrative procurement documentation; provide general Human Resource (HR) support; provide administrative support to the Supervisory Management Specialist and Executive Office (EXO) staff; drafting letters / memos in English; making both local and international travel arrangements; organizing the EXO filing system, including the official HR files; reviewing EXO originated correspondence for correctness and completeness; receiving and distributing incoming mail; making telephone calls, receiving visitors and scheduling appointments for the EXO senior staff, requesting Visitor Access and escorting visitors as needed, and other duties as assigned. The incumbent will be responsible for assuring that all EXO administrative systems are complete and functioning. The incumbent is also expected to identify and initiate administrative improvements throughout the office.

The Executive Office Administrative Assistant is expected to be proactive in defining and conducting her/his responsibilities and will perform numerous, often dissimilar, tasks which have in common the purpose of improving the management and professional output of the office both within USAID and in relation to the outside community.

MAJOR DUTIES AND RESPONSIBILITIES

Procurement (35%)

Serves as procurement agent for the Mission. Receives Procurement Requests from Mission staff, EXO, Supervisory Management Specialist, GSO, and Senior Procurement Agent. Assists Mission staff in the development of appropriate procurement Scopes of Work. Conducts market research to determine best value for the USG. Develops a procurement plan for each procurement action. Develops appropriate Requests For Quotations. Takes appropriate actions and guides mission staff on taking appropriate actions in the electronic procurement system. Reviews each Purchase Order file for completeness and accuracy before making recommendations for action to the EXO. Maintains the official administrative procurement filing system (physical and electronic), ensuring that Purchase Order files are complete and up-to-date and that information is readily accessible. Maintains a database of all Purchase Orders and periodically updates it. Performs follow-up actions as needed based on this review. Keeps current on local and offshore suppliers. Performs tracking of outstanding orders and contacts vendors in order to resolve any complications in ordering or shipping. Attempts to resolve any and all problems with vendors, both offshore and local, before referring them to a superior. Coordinates with the Controller’s Office to ensure timely assignment of fiscal data to procurement documents, and provides required reporting on administrative procurement actions.

  1. Human Resource Management Support(35%)

Provides administrative support to the Supervisory Management Specialist and to the EXO professional staff as needed. Assures that routine support is provided in a highly professional manner, meetings are arranged in a timely fashion, and sufficient office supplies are available. Maintains official HR filing system and electronic filing systems, ensuring that files are complete and up-to-date and that information is readily accessible. Serves as Training Coordinator for the Mission, tracks training budgets, training histories, and coordinates training approval process. Serves as the Mission POC for the award process. Reminds Mission staff of agency and embassy award deadlines, reviews awards for completion, submits awards to appropriate processing authorities, works with Office of Financial Management to process monetary awards, tracks records of awards received by Mission staff. Reports on HR information as needed. Responds to data call requests, provides personnel updates and reports via WebPASS/OPS, tracks ethics trainings, transmits cables as needed. Coordinates MBC evaluation submission process. Coordinates FSN/CCN HR actions with embassy Chisinau HRO or USAID Regional HR staff as appropriate. Processes accreditation actions through the Embassy for US Direct Hire, USPSC, and TCNPSC staff as needed. Coordinates with USAID Regional HR staff to prepare documents, schedule interviews and support the hiring process as needed.

  1. Administrative Support(30%)

Provides administrative support to the Supervisory Management Specialist, and to the EXO professional staff as needed. Assures that routine support is provided in a highly professional manner, meetings are arranged in a timely fashion, and sufficient office supplies are available. Drafts memos and correspondence in English and Romanian. Makes both local and international travel arrangements; maintains an up-to-date log of all requests for EXO advice or actions received by email or telephone. Prepares travel vouchers. Searches for and obtains information/data for reports, briefings and other documentation. Assists in arranging coordination meetings with visitors including submission of Visitor Access Requests and escorting visitors on an as-needed basis. Maintains mission organizational charts and coordinates with Program Coordination and Strategy Office with the placement and organization of mission documents on the mission internal sharing site. Provides logistic support for TDY staff and newly arrived staff at post. Serves as the Mission timekeeper; tracks all leave requests and manages time and attendance system. Assures that all EXO staff members are familiar with correct Mission policies and procedure. Submits service requests to for ICASS service needs via Ariba, ILMS, and iServices as needed; prepares cables and other official documents in final form and ensure that the correct formats are followed. Performs typing and word processing duties; prepares and sends fax messages. Oversees mail distribution for the USAID/Moldova Mission. Provides secretarial coverage and support to other USAID Offices on an as-needed basis.

SUPERVISORY RELATIONSHIP: The incumbent is directly supervised by the Supervisory Management Specialist. On procurement functions the incumbent will receive day-to-day guidance from the Supervisory Regional Executive Officer (EXO) and Senior Procurement Agent based in Kyiv, Ukraine. S/he will be expected to set priorities and plan and carry out the majority of work assignments independently and in collaboration with Mission professionals.

AREA OF CONSIDERATION: Open to All Interested CCN (Cooperating Country National) Candidates.

“Cooperating country” means the country in which the employing USAID Mission is located.

“Cooperating country national” (“CCN”) means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

NOTE: ALL CCNs MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.  THE MISSION DOES NOT SPONSOR WORK PERMITS.

PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

POINT OF CONTACT: Completed offers (including all required documents - see section IV below) must be submitted electronically to: chisinauhr@usaid.gov. When submitting an application, the solicitation number and the title of the position are to be mentioned in the subject line of the email.

To access the complete announcement and application go to: https://www.usaid.gov/documents/1863/solicitation-executive-office-administrative-assistant

 




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