SOLICITATION NUMBER: DCHA/OFDA-05-034

                                                ISSUANCE DATE: October 27, 2004
                                                CLOSING DATE:  - November 29, 2004 11:59 PM local time                                                                                      (Washington, DC)

 

LADIES AND GENTLEMEN:

SUBJECT: Solicitation for Personal Services Contractor (PSC) – Administrative Support Coordinator (ASC)

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications of qualified individuals from U.S. Citizens interested in providing PSC services as described in the attached solicitation.

 

Applicants interested in applying for this position MUST submit the following materials:

 

1)      SIGNED and completed federal form OF-612 or SF-171

2)      Cover Letter specifically addressing Quality Ranking Factors (QRFs)

 

Applications that are received without a signature will not be considered for the position. Applicants are responsible for submitting materials that are in accordance with the attached information at the place and time specified. There will be no exceptions. Applicants should retain for their records copies of all enclosures which accompany their applications.

 

Any questions on this solicitation may be directed to:

 

            Jesse C. Freese or Stephanie Paul

            Telephone Number: (202) 661-9366 or 202-661-9369

E-Mail Address: admin@globalcorps.com

Website: www.globalcorps.com

 

All applications should be submitted to:

 

            GlobalCorps

            1201 Pennsylvania Ave., NW, Suite 200

            Washington, DC 20004

 

Sincerely,

 

 

M. E. Yearwood

Contracting Officer

 

 

 

Administrative Support Coordinator

 

1. SOLICITATION NUMBER:                         DCHA/OFDA-05-034

2. ISSUANCE DATE:                                      October 27, 2004

3. CLOSING DATE/TIME:                               November 29, 2004 - 11:59 PM local time           (Washington, DC)

4. POSITION TITLE:                                       Administrative Support Coordinator

5. MARKET VALUE:                                      GS-11 ($50,593 - $65,769) or GS-12 ($60,638 - $78,826) (see note below concerning market value)

6. INITIAL PERIOD OF PERFORMANCE:     Two years with option to renew for up to five years

7. PLACE OF PERFORMANCE:                     Washington, D.C.

8. SECURITY ACCESS:                                  Secret

9. AREA OF CONSIDERATION:                    Open to all U.S. Citizens

Administrative Support Coordinator

BACKGROUND       

The Overseas Administration Team (OAT) was created to meet the needs for administrative support and intervention as the Office of U.S. Foreign Disaster Assistance (OFDA) presence in the field grew following the opening of the regional offices in Africa, Asia and Latin America.  The team consists of three members:  the Administrative Officer for Field Operations and two Administrative Support Coordinators. The deployment of permanent staff supporting emergency programs in Africa and Asia also necessitated administrative intervention by Washington prior to and following deployment of staff. OFDA now has 12 locations in the field that are directly supported by the OAT. 

In 1999 OFDA instituted a program of contracted personal services contractors (PSCs) who could provide short term, on-call assistance to the office as the need arose. This program, Response Alternatives for Technical Services (RATS) has grown from an initial group of 12 to its current total of 50 slots. The management of this team became part of the OAT portfolio. 

INTRODUCTION

OFDA is the office within USAID that is responsible for providing non-food humanitarian assistance in response to international crises and disasters. OFDA is part of the Bureau for Democracy, Conflict, and Humanitarian Assistance (DCHA). OFDA is organized into three divisions, under the management of the Office of the Director. The Disaster Response and Mitigation (DRM) Division is responsible for coordinating with other organizations for the provision of relief supplies and humanitarian assistance. DRM also devises, coordinates, and implements program strategies for a variety of natural and human caused disaster situations. DRM hires sector specialists to provide technical expertise in assessing the quality of disaster response. The Program Support (PS) Division provides programmatic and administrative support including budget/financial services, procurement planning, contracts and grants administration, and communication support for OFDA’s Washington and field offices. The Operations (OPS) Division develops and manages logistical, operational, and technical support for disaster responses and administrative support to all offices and operations. OPS maintains readiness to respond to emergencies through several mechanisms, including managing Search and Rescue (SAR) Teams, Disaster Assistance Support Program (DASP), and the RATS Program.

The Overseas Administration Team (OAT) is in the OPS Division. This team is the primary liaison between the administrative offices in both USAID Missions and US Embassies where OFDA personnel reside and work.

In addition to maintaining a database with information on the availability, skills, and previous OFDA experience for all contracted RATS, OAT provides administrative and personnel support to RATS and helps OFDA program officers choose the most qualified RATS for specific tasks.

OBJECTIVE:

 

The Administrative Support Coordinator (ASC) will provide administrative support to OFDA overseas operations at USAID Missions and Embassies world wide. The ASC will support the surge capacity program (RATS) which is one of the OAT responsibilities.  The successful candidate will backstop the Administrative Officer for Field Operations and the Senior Administrative Support Coordinator.  

 

STATEMENT OF WORK

 

The ASC will:

 

• Assist in the negotiation of  memoranda of understanding (MOU’s) with missions and embassies, facilitate local purchases, train local OFDA Foreign Service National (FSN) staff and work with the local Financial Management offices and Administrative (EXO) offices to facilitate the functionality of the OFDA offices;

 

• Deploy as an Administrative Officer, assess local administrative support needs and establish procedures whereby the OFDA staff interact seamlessly with USAID/Embassy personnel support for the establishment of any overseas activity;

 

• Provide specific support for RATS PSCs and field PSCs.  H/she will work with the contracting and financial management staff in providing appropriate field-based budgets,   provide fund cite data for the transfer of funds, assist with clearance cables as appropriate and brief staff on deployment;  

 

• Oversee the daily operation and maintenance of the Response Alternatives for Technical Services (RATS) program;

 

• Support the activation of RATS, assist with the development of their scopes of work, facilitate their orientation to the administrative, financial, technical operations and training requirements of OFDA, and monitor the evaluation process of their performance after each activation; 

 

• Perform miscellaneous administrative tasks such as Abacus, New Management System (NMS) and Phoenix entries, as well as the updating of data in the RATS database will be completed as required;  

 

• Work closely with the contracting staff and the USAID Office of Financial Management to assure proper pipelines for contract renewal; 

 

• Assist in the creation and coordination of the Overseas Administration eRooms, in the development of a guidebook for the Response Management Team (RMT) Administrative Coordinators, in the coordination of a RATS training program and the OFDA field staff retreats; 

 

• Attend security management workshops and perform periodic reviews on all overseas locations for operational effectiveness;

 

• Participate on RMTs and Disaster Assistance Response Teams (DARTs) as needed. This may include international travel for significant periods of time (up to 90 days).

 

SUPERVISORY RELATIONSHIP:  The ASC will report to the Senior ASC.

 

SUPERVISORY CONTROLS:  Incumbent is expected to take initiative, act independently, and perform with minimal direction in responding to humanitarian emergencies as part of a high tempo office environment.

 

BASIC REQUIREMENTS AND SELECTIVE FACTORS: Candidates not meeting all of the basic qualifications and selective factors are considered NOT qualified for the position.

 

·         Four years of demonstrated administrative support work with a relevant organization and a Bachelor’s degree with significant study in or pertinent to the specialized field.

OR

·         Eight years of administrative support work with a significant number of years with a relevant USG agency.

• Ability to obtain a Secret level security clearance as provided by USAID (Please see note below).

• US Citizenship.

QUALITY RANKING FACTORS (QRFs): (Determines the ranking of qualified candidates in comparison to other applicants)

QRF #1:           Familiarity with United States Government, USAID, and OFDA specific                                      administrative procedures and systems.

QRF#2:                        Demonstrated working knowledge of administrative and financial tracking                                    systems, database development and financial systems analysis. 

QRF#3:                        Experience in the negotiation of memoranda of understanding (MOU’s) with                                missions and embassies, facilitation of local purchases, training of local staff and                           work with the local offices to facilitate the functionality of the head office.

QRF #4:           Relevant work experience in assessing local administrative support needs and                               establishing procedures for staff and overseas personnel interactions. 

QRF #5:           Knowledge of and experience in dealing with USG agencies including the State                            Department, USAID Regional Missions, as well as other US organizations and                                    international organizations engaged in humanitarian response.

QRF#6:                        Demonstrated administrative support experience of budgeting, personnel                                       management, and data systems management for overseas locations.

BASIS OF RATING: Applicants who meet the basic qualifications and selection factors will be further evaluated based on the quality ranking factors. As a result, applicants are required to submit a cover letter that addresses each of the factors and describes specifically and accurately what experience, training, education, and/or awards you have received that are relevant.  Also include the duration of the activity, if relevant. Failure to address every factor may result in your not receiving credit for all of your pertinent experience.

The above QRFs have been assigned the following points:

QRF #1 –   10

QRF #2 –   10

QRF #3 –     8

QRF #4 –     8

QRF #5 –     8

QRF #6 –     6

Total Points – 50

 

(1) NOTE CONCERNING MARKET VALUE:

Individuals not warranting the proposed grade of the position, due to lack of qualifications, work experience, or for other appropriate reasons may be considered per CIB 98-11 which states in part: “If a preferred or acceptable candidate does not warrant the proposed grade of the position, due to lack of qualifications, work experience, or for other appropriate reasons, the Technical Officer can either rewrite the position to a lower grade or consider the use of a trainee level (one grade below), until such time as the incumbent can perform the duties and responsibilities of the position at the full performance level.” The trainee level grade has a market value of $50,593 to $65,769.

WHERE AND HOW TO APPLY: 

 

Qualified individuals are required to submit:

 

1. A U.S. Government Standard Form 171 or Optional Form 612 (available at the USAID website, http://www.usaid.gov/procurement_bus_opp/procurement/forms or internet http://fillform.gsa.gov, or at Federal offices) or www.globalcorps.com
2. Cover Letter specifically addressing each Quality Ranking Factor (QRF)

 

To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any cover letter. 

 

Via mail: GlobalCorps, 1201 Pennsylvania Ave. NW, Suite 200, Washington, DC 20004

Via facsimile: 240-465-0244

Via email: admin@globalcorps.com

 

The most qualified candidates may be interviewed and required to provide a writing sample. It is also possible that reference checks may be conducted on those candidates selected for an interview. OFDA will not pay for any expenses associated with the interviews.

 

Note: If a security clearance (or temporary clearance) is not obtained within nine months, the offer of employment may be rescinded.

 

LIST OF REQUIRED FORMS FOR PSCS

 

Forms outlined below can found at:

http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/forms.html.

 

   1. Optional Form 612 or Standard Form 171.

   2. Contractor Physical Examination (AID Form 1420-62). **

   3. Questionnaire for Sensitive Positions (for National Security)

      (SF-86), or **

   4. Questionnaire for Non-Sensitive Positions (SF-85). **

   5. Finger Print Card (FD-258). **

 

* Standardized Regulations (Government Civilians Foreign Areas).

 

** Forms 2 through 5 shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.

 

CONTRACT INFORMATION BULLETINS (CIBS) PERTAINING TO PSCS

 

CIBs contain changes to USAID policy and General Provisions in USAID regulations and contracts.  Please refer to http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/psccibs.html to determine which CIBs apply to this contract.

 

BENEFITS/ALLOWANCES:

 

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

 

BENEFITS:

 

Employer's FICA Contribution
Contribution toward Health & Life Insurance
Pay Comparability Adjustment
Annual Increase
Eligibility for Worker's Compensation
Annual & Sick Leave

Eligibility for 401(k)

 

ALLOWANCES (if Applicable).*

 

(A) Temporary Lodging Allowance (Section 120).
(B) Living Quarters Allowance (Section 130).
(C) Post Allowance (Section 220).
(D) Supplemental Post Allowance (Section 230).
(E) Separate Maintenance Allowance (Section 260).
(F) Education Allowance (Section 270).
(G) Education Travel (Section 280).
(H) Post Differential (Chapter 500).
(I) Payments during Evacuation/Authorized Departure (Section 600), and
(J) Danger Pay (Section 650).

 

* Standardized Regulations (Government Civilians Foreign Areas).

 

FEDERAL TAXES: USPSCs are not exempt from payment of Federal Income taxes.

ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT FACTOR.