USAID MALI FROM THE AMERICAN PEOPLE

SOLICITATION NUMBER: 72068820Rl 0006

ISSUANCE DATE: CLOSING DATE/TIME:

March 24, 2020 April 14, 2020/SPM

SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCN PSC) - Administrative Assistant/Peace, Democracy and Governance Office

Dear Prospective Offerors/ Applicants:

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

Offers/ Applications must be in accordance with Attachment 1 of this solicitation. Incomplete or unsigned offers/applications will not be considered. Offerors/ Applicants should retain copies of all offer/application 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/applications.

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

~ dLrr Douglas Quiggle Supervisory Executive Officer (CO)

U.S. Agency for International Development ACI 2000 Street 243 Gate 297 P.O. Box 34 Bamako, Mali

Tel: (223) 2070-23-00 Fax: (223) 2022-39-33 https://www.usaid.eov/mali

ATTACHMENT 1 72068820R10006

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72068820Rl0006

2. ISSUANCE DATE: March 24, 2020

3. CLOSING DATE/fIME FOR RECEIPT OF OFFERS: April 14, 2020/ SPM Bamako Time

4. POINT OF CONTACT: Human Resources Section, email at bamakohrmvacancies@usaid.gov

5. POSITION TITLE: Administrative Assistant

6. MARKET VALUE: FCFA 8,836,454 TO FCFA 13,696,502 equivalent to FSN-7. The incumbent will be compensated in accordance with the U.S. Mission Mali's Local Compensation Plan (LCP). Final compensation will be negotiated within the listed market value.

7. PERIOD OF PERFORMANCE: CCNPSCs contracts duration are of a continuing nature based on the availability of funds, continued need for the requirement, contractor/employee performance and any future hiring freeze guidance and expected to be part of a series of sequential contracts, each not to exceed the five-year limitation.

8. PLACE OF PERFORMANCE: Bamako, Mali with possible travel as stated m the Statement of Work.

9. SECURITY LEVEL REQUIRED: Security certificate (Certification)

10. STATEMENT OF DUTIES:

1. The Administrative Assistant for USAID/Mali's Peace, Democracy and Governance Office provides administrative support and coordination assistance to PDG and its staff members. The Office is composed of 17 staff and two teams - the Democracy and Governance Team and the Humanitarian Assistance Team. While the former is composed of Democracy, Human Rights and Governance staff, the latter is composed of staff from Food for Peace and the Office of Foreign Disaster Assistance. The incumbent assists by providing support services for PDG's activities to ensure the smooth functioning of the Office in all aspect. Once reaching the level of full performance, the Administrative Assistant is expected to have a comprehensive knowledge of USAID and the Office.

2. Statement of Duties to be Performed

General Administrative Support (70%) The Administrative Assistant uses 70 percent of their time to provide general administrative support for:

Operations: Maintains an organized work environment. Assists supervisors to maintain current staff position descriptions and annual personnel evaluations. Coordinates with appropriate U.S. Mission sections as needed. Serves as a note taker during meetings,

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types and distributes minutes. When required, assists with translations and facilitates communication with various stakeholders (i.e. government officials, donor representatives, non-government organizations, community representatives, beneficiaries, partners and sub-partners). Manages and maintains office supplies (i.e. business cards, notebooks, etc.). Maintains and tracks office equipment and supplies. Makes requisitions of non-expendable property and office supplies. Submits maintenance and repair requests to ensure that all office equipment is functioning, hardware undergoes regular maintenance, and that the availability of spares exist or are ordered. The job holder has an ongoing opportunity to develop new approaches.

Time and Attendance: Prepares timely submission of time and attendance report for all local staff members. Maintains office leave schedule to include sick, annual and other leave as well as training, temporary duty (TDY) and other professional development. Knows the whereabouts of all PDG staff.

TDY and Newcomer Support: Provides logistical support for staff members, contractors and incoming TDY personnel. Arranges logistical, administrative or management support such as scheduling, and helping to organize meetings, as well as visitor processing and support, and coordinating arrangements and schedules. Coordinates local travel with the appropriate Mission staff (i.e. Executive Office, Financial Management Office, Travel, Motor Pool, etc.). Coordinates security procedures and requirements with the Executive Office and/or Regional Security Office for all staff travel, visitors and TDY personnel. Prepares briefing books for new staff members, TDY personnel, and official visitors. Submits maintenance and repair requests on behalf of staff.

Travel Support: Processes travel requests, travel authorizations, electronic country clearance requests and approvals. Reserves cars from motor pool for staff going to official functions and field trips. Organizes and ensures that travel by PDG staff and implementing partners follow USAID procedures. Makes flight, hotel and motor pool arrangements, according to the traveler's needs. Ensures that all required travel documents, such as visas and tickets, are prepared and obtained well in advance of travel. Obtains all clearances before travel starts for outgoing and incoming visitors, staff and contractors. Prepares travel requests and travel vouchers in accordance to U.S. government policies.

Correspondence: Provides document control and determining points of clearance and coordination. Prepares letters, memos, and reports, as requested. Review incoming correspondence. Receives and forwards messages and other official and unofficial documentation to appropriate team members. Routs and logs correspondence. Drafts, edits and finalizes outgoing correspondence. Provides to format and prepare documents. Scans and makes copies of correspondence, as needed. Tracks records, files and other documents to ensure efficient management of information. Draft responses to unsolicited requests or proposals directed to the Office and obtain approvals for transmission. Ensures that reports and other documents are appropriately routed, distributed and filed. Ensure phones are answered, messages are routed, and responses are drafted. Assist with USAID-wide correspondence to PDG partners, counterparts and stakeholders to communicate USAID notifications.

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Backstop Support to Project and Activity Managers (30%) The Administrative Assistant uses 30 percent of their time to backstop support to PDG staff overseeing projects.

Project Support: Supports various members of the office for them to conduct financial tracking, budget planning, and financial reporting. Ability to work with USAID procurement databases such as GLAAS, Phoenix, A&A Forecast and other financial systems or spreadsheets. Maintains hard and electronic administrative files according to USAID's requirements. Supports Project Assistants and Specialists with the project files, Value Added Tax reimbursements, official vehicle license plate requests, etc. Maintains a current contact list of partners and sub-partners, as well as government counterparts in Bamako and in the field. Prepares draft procurement-related documents, in conjunction with the Project Managers and Activity Managers. Track all documents put in the clearance process within the Mission and with partners. Collects monthly calendars of partner activities for the purposes of planning, reporting and higher-level participation. Provides necessary assistance in preparing and disseminating outreach materials, such as weekly reports, fact sheets, and other briefing materials. Provides project assistance and develop working relationship with implementing partners community-based organizations, and host country officials to facilitate the flow of information and assist project and activity managers. Transfers required correspondence to appropriate hard and/or electronic files (i.e. official files, ASSIST, project files, etc.).

Meetings Preparation and Support: Schedules meetings as requested. Submits access requests and reserves meeting rooms. Ensures electronic access to phones and computers are operating and ready. Printsagendas and other materials for the meeting. Communicates with counterparts attending meetings for access requirements, attendance confirmation, and other information. Drafts needed documentation and secures funding for purchasing in-house refreshments. Organizes VIP meetings, conferences, workshops, quarterly partners meetings, and annual retreats at off-site locations when requested. Organizes logistics for off-site meetings. When needed, coordinates with the appropriate USAID offices and off-site facilities for pricing, selection and confirmation. Assures that all security requirements are met in coordination with the Regional Security Office. Coordinates with the Financial Management Office to secure financing prior to the event. Arranges other logistical details as necessary.

3. Supervisory Relationship

The incumbent is supervised by the PDG Director.

4. Supervisory Controls

None.

11. AREA OF CONSIDERATION: All Malian Citizens and Local Residents with valid work permit at the time of application.

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

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II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

a. Education: Completion of Secondary Schooling and two or more years of post­secondary schooling in Secretarial Science or Business Administration, equivalent to a US junior college or community college diploma, is required.

b. Prior Work Experience: A minimum of three years of progressively responsible work experience, of which two years should be in related work with NGOs, other donor organizations, or host-government organizations. Experience in an English-language work environment is required.

c. Language Proficiency: Must be able to communicate effectively in English and French in order to read, write, and speak. Reading, writing and speaking must be conducted at a level IV (good working knowledge) for English proficiency and level IV (fluent) for French. Proficiency in Mali local language is required. The ability to translate from French to English and English to French is desired for written correspondence and translation purposes when needed. Must be able to obtain, organizes, and present information and draft clear concise documents and meeting minutes in English.

d. Job Knowledge: A sound knowledge of administrative assistance principles, techniques, and practices is required. Some knowledge of Mali's development history is required. A good working knowledge of development principals, and conceptual understanding ofUSAID's mission in Mali.

e. Skills and Abilities: Must have the ability to demonstrate professionalism, and the ability to work independently to perform and make sound judgments. Strong skills in office administration are needed. Must be highly motivated, dedicated, a self-starter, and able to work in challenging and stressful environments. Must be very organized and able to complete tasks on time, prioritizing and completing tasks quickly and efficiently. Must be extremely computer literate, with excellent knowledge of Microsoft programs, including Word, Excel, and PowerPoint. Must conform to USAID requirements and use of relevant online platforms and databases. Excellent interpersonal skills, with the ability to work in a team setting. The employee needs to be able to work comfortably with other USAID offices' and U.S. government sections' counterparts. Must have the ability to easily interact and maintain contact with high level officials, national organizations, and community-based organizations alike.

ID. EVALUATION AND SELECTION FACTORS

To be considered for this position, applicants must meet the minimum qualifications noted above. For applicants meeting the minimum qualifications, further consideration and selection will be based on panel assessment of the selection factors listed below.

a. Education 5 points b. Prior Work Experience 15 points C. Language Proficiency 25 points d. Knowledge 25 points e. Skills and Abilities 30 points

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Applicants are required to address each of the selection criteria on a separate sheet describing specifically and accurately what experience, training, education, and/or awards or recognition they have received relevant to each criteria described below, and any related considerations.

How the selection will be made: The successful candidate will be selected based upon:

1. Preliminary review of the applications package submitted to establish that minimum requirements are met;

2. Tests: Candidates may be tested on English writing skills, Microsoft Office proficiency, or any technical skills test that might be deemed appropriate;

3. Interviews; 4. Reference checks.

USAID/Mali Human Resources Section will perform the preliminary review (Step 1) to eliminate those applications that do NOT meet the minimum requirements. The TEC will review each of the applications which meet the minimum qualifications against the established evaluation criteria to develop a shortlist of applicants to be tested and/or interviewed. Applicants will be contacted (Step 2) for testing and interviews. Based on the results of the tests, however, an applicant otherwise identified for interview could be removed from the interview list. Following the interviews (Step 3) during which the applicant will be evaluated against the established criteria, the TEC will make a preliminary determination of candidates to be considered for employment and forward that list to HR. HR will conduct reference checks (Step 4&5) prior to advising the TEC of the results of these checks. References may be solicited from current as well as former supervisors in addition to the references you provide in your application package.

NOTE:

Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

Current employees serving a probationary period are not eligible to apply. Current employees with an "Overall Summary Rating of Needs Improvement" or "Unsatisfactory" on their most recent Employee Performance Report are not eligible to apply.

IV. SUBMITTING AN OFFER:

Qualified candidates for this position should submit the following documents to be considered. Failure to do so may result in a determination that the application is not qualified. Only shortlisted applicants will be contacted.

1. Resume or curriculum vitae (CV) relevant to the position for which the applicant is applying.

2. Cover letter of not more than three (3) pages describing how the incumbent's skills and experience fit the requirements of the subject position.

3. Applicants are required to provide five (5) professional references with complete contact information including email address and telephone numbers. References should have knowledge of the candidate's ability to perform the duties set forth in the application and must not be family members or relatives.

4. Copy of Degrees/Diploma or any Academic Transcripts.

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5. Applicants must provide their full mailing address with telephone, email address and should retain for their records copies of all enclosures that accompany their submissions.

6. Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 4.

7. To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission: 72068820R10006

All CV/Resumes and cover letters must be in English, otherwise the application package is incomplete and will be rejected. All the hiring process, including interviews and any eventual proficiency written test, will be conducted in English.

V. LIST OF PRE-HIRE REOUIRMENTS FOR PSC's:

Once the Executive Office/CO informs the successful Applicant about being selected for a contract award, the EXO/CO will provide the successful Applicant instructions about how to complete the following.

1. Medical Examination; 2. Security Investigation; 3. Employee Biographical Data Sheet (Form AID 1420); 4. Offeror Information for Personal Services Contracts with Individuals (AID 309-2).

VI. BENEFITS/ALLOWANCES (as applicable):

The incumbent will be compensated in accordance with the U.S. Mission to Mali's Local Compensation Plan (LCP). The plan includes basic salary, miscellaneous allowance, and comprehensive medical insurance subsidy. Final compensation will be based on the position grade and negotiated within the corresponding market value.

VII. TAXES:

The successful Applicant will be subject to host country tax laws.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs:

USAID regulations and policies governing CCN/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," includes contract clause "General Provisions," available at https://www.usaid.gov/sites/default/files/documents/ l 868/aidar 0.pdf .

2. Contract Cover Page form AID 302-1 available at https: //www.usaid.gov/forms . 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

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Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE%20Regulations.

IX. EQUAL EMPLOYMENT OPPORTUNITY:

The U.S Mission in Mali 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. We strive to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

~ END OF SOLICITATION~

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