Application Deadline: 28 Feb 2015
Acquisition and Assistance Specialist POSITION DESCRIPTION:
ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The US Embassy is seeking an individual for the position of Acquisition
and Assistance Specialist at the United States Agency for International
Development (USAID). This is a full-time Personal Services Contract
position.
USAID anticipates hiring up to five new staff as Acquisition &
Assistance (A&A), depending on the qualifications of the applicant.
Under the A&A position, USAID is willing to accept applicants with
fewer than the required minimum number of years of experience but
meeting the minimum educational requirements. These employees will be
considered trainees and begin at one grade lower. Attainment of the
higher grade level is contingent upon the Specialist successfully
completing all required training, years of experience to reach the fully
qualified level, in addition to meeting agreed-upon objectives and
milestones, and performing in a fully successful manner. Failure to
obtain the minimum qualification of the next grade level may be grounds
for termination.
The candidates for this position will be reviewed on a continuous basis
until the closing date or until all positions are filled.
BASIC FUNCTION OF POSITION
The Acquisition and Assistance Specialist is located in the Office of
Acquisition and Assistance, USAID/TANZANIA. The function of the Office
is to provide Acquisition and Assistance (procurement) support to
Mission Technical Offices and Development Objective (DO) Teams in the
Mission, and in any other Offices that may be supported by the Mission.
The primary purpose of this position is to perform a variety of
acquisition and assistance duties including writing grants, cooperative
agreements, contracts, and other procurement instruments and preparing
amendments in support of the Mission. The Specialist reviews and
recommends for approval or revision of requisitions in the Global
Acquisition and Assistance System (GLAAS); scopes of work (SOW); drafts
requests for proposal or quote; performs cost and price analysis;
analyzes proposals or quotes received; drafts contracts and contract
modifications; analyzes contractor-proposed budgets; recommends
revisions to various contract provisions; writes Memoranda of
Negotiation; and, prepares other required documentation. The Specialist
maintains contract files and records up to date, prepares Contractor
Performance Reports (CPRs), and supports award closeouts. The Specialist
provides guidance related to administrative award modifications, and is
responsible for carrying out day-to-day activities under the mentorship
of more senior A&A specialists.
This position is a part of an established career ladder, which provides
for career progression if established performance objectives are met.
Attainment of higher grade levels is contingent upon the Specialist
successfully completing required training, meeting agreed-upon
objectives and milestones, and performing in a Fully Successful manner.
Promotion to higher grade levels is not guaranteed.
MAJOR DUTIES AND RESPONSIBILITIES
a. The Specialist (Trainee) is responsible for program/project/activity
acquisition and assistance support for USAID/Tanzania Technical
Offices, Development Objective (DO) and Assistance Objective (AO) Teams,
and any designated clients. USAID programs are diverse and
multi-sectorial. The Specialist is required to provide acquisition
assistance to designated Technical Offices and/or DO/AO Teams, and to
support a variety of programs/projects/activities. These
programs/projects/activities are implemented through complex Government
contracting and grant mechanisms, including but not limited to purchase
orders, competitively negotiated technical assistance agreements,
contracts, cooperative agreements, Participating Agency Service
Agreements (PASA), and sole source contracts.
b. The Specialist (Trainee) is expected and required to select the
appropriate procurement instrument type for the situation at hand, and
to accurately apply USG procurement laws, regulations, policies, and
procedures governing each type of instrument. The advanced developmental
nature of the assignment includes the acquisition of goods and various
types of services. The Specialist (Trainee) must be equally familiar
with the procedures for acquisition of goods, and for managing personal
service and non-personal service contracting actions.
c. The Specialist (Trainee) is expected to work with technical
specialists/activity managers in Technical Offices and DO/AO Teams
throughout the Mission and the Region, assisting in the preparation of
annual procurement plans, the development of clear and concise
statements of work, and full supporting documentation. The Specialist
(Trainee) must be able to provide authoritative technical guidance to
technical specialists/activity managers, pertaining to their
procurement-related responsibilities and procedures. Specific duties
include: Pre-Award Duties – the Specialist (Trainee) assists technical
DO/AO Team personnel in the analysis of annual program plans, and
advises on the selection of appropriate acquisition and assistance
mechanisms to help achieve program objectives; assists technical
personnel in the preparation of required descriptions of proposed
activities, including statements of work, specifications, and activity
descriptions; prepares pre-solicitation documents and clearances,
including determinations, justifications, synopses, and solicitations
and, reviews GLAAS Requisitions (REQs) for completeness and clarity. The
Specialist (Trainee) advises on the adequacy of evaluation criteria,
proposed contracting mechanisms, the extent of advertising required, and
any other required terms and conditions. In coordination with Technical
Offices and/or representatives of host-country governments, the
Specialist (Trainee) evaluates and analyzes bids and proposals, ensuring
compliance with evaluation criteria. The Specialist (Trainee) assists
in the development of pre-negotiation costs or programmatic objectives,
in conjunction with the Contracting/Regional Contracting Officer and/or
his/her designee, technical personnel, and others; recommends the
competitive range, and negotiates with potential awardees; documents
negotiations in writing; assists in technical and cost evaluations;
recommends the selected contractor and prepares contract files, to
include making required certifications and determinations necessary for
each procurement action: and, prepares award documents that accurately
reflect all discussions and provisions relevant to the type of award
mechanism to be implemented.
Post-Award Duties – The Specialist (Trainee) monitors performance as
required by the terms and conditions of the award, through review of
performance and review of financial reports; manages the assigned
portfolio; assures that funding is available when required; and, works
with DO/AO Teams/CORs/AORs to assure targets/milestones are set and
being met (or that remedial action is taken), and that the overall goals
of the program/project/activity are met; conducts site visits and
attends meetings; and, provides guidance to technical personnel and
assists in programmatic duties as required to avoid contractual/legal
improprieties. The Specialist (Trainee) assists the CO/RCO with issues
that may arise during contract performance, including changes, work
stoppages, disputes, implementation problems, defaults, cost overruns,
unacceptable performance, and payment problems.
d. The Specialist (Trainee) conducts closeouts of contracts, grants,
and cooperative agreements after completion; closeouts include ensuring
contract audits are conducted in a timely manner, preparing performance
documentation, and resolving outstanding issues noted in audits.
Performs other duties as assigned or required.
REQUIRED QUALIFICATIONS
As this is a Career Ladder position, the elements of the Required
Qualifications differ from one level to another, EXCEPT for Education
and Language requirements which are the same at all three levels of
Junior, Mid-Level, and Specialist (Fully Successful) Level.
a. Education (ALL LEVELS):
Possession of a Baccalaureate (Bachelor’s) Degree or the equivalent of a
four-year US college/university (or equivalency accreditation if a
non-US institution) degree in accounting, law, business, finance,
contracts, purchasing, economics, industrial management, marketing,
quantitative methods, and/or organization and management is required.
NB: Additional education may NOT be substituted for Experience.
b. Language Proficiency (ALL LEVELS):
Level IV (Fluent) English language proficiency, both oral and written, is required.
SPECIFIC REQUIREMENTS AT EACH LEVEL:
JUNIOR LEVEL
c. Prior Work Experience:
Three or more years of progressively responsible experience in
acquisition and assistance, development assistance, business, law or
another closely related field is required.
d. Knowledge:
Knowledge of public and/or private-sector business processes, or the
ability to quickly gain such knowledge, is required. The knowledge or
the ability to quickly gain an understanding of US Federal Acquisition
Regulations, and/or knowledge and understanding of how to execute and
administer a complex acquisition or assistance (grant) portfolio, is
required, particularly as it relates to acquisition through methods of
negotiation, sealed bidding, small purchase procedures, and that result
in standard and established contract types.
e. Skills and Abilities:
The potential to acquire the ability to plan and administer acquisition
activities, and provide acquisition assistance and support for Agency
programs and projects in a timely manner, is required. The potential to
gain the ability to apply contracting regulations, procedures, and
policies to individual acquisition and assistance programs is required.
And, an ability to communicate effectively with internal and external
customers and stakeholders is required.
Good analytical, negotiating, and time management skills, along with
strong proofreading skills and attention to detail, are required.
Ability to write clearly and concisely. The ability to work calmly,
tactfully, and effectively under pressure is essential, as well as the
ability to maintain strict CONFIDENTIALITY, and meet all STANDARDS OF
CONDUCT/ETHICS STANDARDS in accordance with US law throughout all phases
of acquisition and assistance procurement processes is required.
MID-LEVEL
c. Prior Work Experience:
Four or more years of progressively responsible experience in
acquisition and assistance, development assistance, business, law or
another closely related field is required.
As this position is part of a recognized and established career ladder,
a minimum of one year of this experience must be performing complex
A&A work under USG acquisition and/or assistance regulations, in the
public or private sector is required.
d. Knowledge:
Knowledge of public and/or private-sector business processes is
required. At this level, knowledge of USG Federal Acquisition
Regulations, or knowledge and understanding of how to execute and
administer an acquisition and portfolio, is required, particularly as it
relates to acquisition through methods of negotiation, sealed bidding,
small purchase procedures, and that result in standard and established
contract types is required.
A good knowledge of Regional markets pertaining to program and project
requirements for services and commodities, and a good knowledge and
understanding of US market and pricing methods is required.
e. Skills and Abilities:
Skills and Abilities: The ability to plan and administer acquisition
activities, and provide adequate acquisition assistance and support for
agency programs and projects in a timely manner is required.
The ability to apply governing contracting regulations, procedures, and
policies to assigned acquisition and assistance programs is required.
An ability to deal effectively with high-level representatives of the
US and Regional business community, and with colleagues in USAID
Missions and/or host governments throughout the Region is required.
Skill in the use of most elements of the Microsoft Business suite is
required.
Good analytical, negotiating, and time management skills, along with
strong proofreading skills and attention to detail, are required.
The ability to work calmly, tactfully, and effectively under pressure
is essential, as well as the ability to maintain strict CONFIDENTIALITY,
and meet all STANDARDS OF CONDUCT/ETHICS STANDARDS in accordance with
US law throughout all phases of acquisition and assistance procurement
processes is required.
SENIOR LEVEL
c. Prior Work Experience:
Five or more years of progressively responsible work in acquisition and
assistance is required. As this position is part of a recognized and
established career ladder, a minimum of two years of this experience
must be performing complex A&A work under USG acquisition and/or
assistance regulations, in the public or private sector, with at least
one year at the Mid-Level or equivalent.
d. Knowledge:
Knowledge of US Federal and/or USAID Acquisition Regulations, and
knowledge and understanding of how to execute and administer a complex
acquisition and assistance portfolio is required, particularly as it
relates to acquisition through methods of negotiation, sealed bidding,
small purchase procedures, and that result in standard and established
contract types. A good knowledge of host-country and regional markets
pertaining to program/project/activity requirements for services and
commodities, and a good knowledge and understanding of US market and
pricing methods is required. Knowledge of business processes in public
or private sectors is required.
e. Skills and Abilities:
The ability to plan and administer large acquisition activities, and
provide adequate acquisition assistance and support for agency
programs/projects/activities in a timely manner is required. The ability
to apply governing contracting regulations, procedures, and policies to
individual complex acquisition and assistance programs is required. An
ability to deal effectively with high-level representatives of the US
and Regional business community, and with colleagues in USAID Missions
and/or host governments throughout the Region is required. Skill in the
use of most elements of the Microsoft Business suite is required.
Good analytical, negotiating, and time management skills, along with
strong proofreading skills and attention to detail, are required. The
ability to work calmly, tactfully, and effectively under pressure is
essential, as well as the ability to maintain strict CONFIDENTIALITY,
and meet all STANDARDS OF CONDUCT/ETHICS STANDARDS in accordance with US
law throughout all phases of acquisition and assistance procurement
processes.
POSITION ELEMENTS:
a. Supervision Received: The Acquisition and Assistance Specialist
works under the general guidance of the Contracting Officer and/or
his/her designee, or a higher-level Specialist/Officer, who makes
assignments in terms of the range of procurement actions the Specialist
will perform. The Specialist independently initiates necessary
coordination with requesting Mission CORs/AORs, Technical Offices, and
Development Objectives and Assistance Objective Teams providing policy
and strategic guidance on how to best fulfill requirements, and with
Office of Financial Management, staffs of other offices, and with
awardees. The Specialist keeps the Contracting Officer, and/or his/her
designee, updated through periodic status reports and through verbal
briefings. Completed work is reviewed from the overall standpoint of
providing a viable procurement approach for results achieved, in meeting
delivery schedules, and in the selection of appropriate contract
methods.
b. Available Guidelines: Guidelines include the Federal Acquisition
Regulations (FAR), USAID Acquisition Regulations (AIDAR), Automated
Directives System (ADS), Contract Information Bulletins (CIBs), US
Department of State Standardized Regulations, Federal Travel Regulations
(FTR), Office of Management and Budget (OMB) Circulars, Mission Orders,
and grant format requirements.
c. Exercise of Judgment: The Specialist must exercise a high degree of
sound judgment in handling all aspects of pre-award and post-award
actions, when advising CORs/AORs and Mission staff, and when interacting
with implementing partners (IPs) to resolve complex issues arising
during program/project/activity implementation. The Specialist must
exercise good judgment in dealing with visitors and callers; in the
analysis of cost, financial, and other characteristics of prospective
contractors and grantees; and, in deciding what questions need to be
asked of Technical Officials and DO and AO Team representatives and
proposed contractors/grantees, in order to ensure achievement of the
acquisition objectives on contract, grant, or other assistance
instruments. Unusual decisions and matters of policy are referred to the
Contracting Officer/Regional Contracting Officer and/or his/her
designee.
d. Authority to Make Commitments: The Specialist is required to hold
discussions and negotiations with potential contractors and grantees to
reach agreement on statements of work/program descriptions and budgets.
The Specialist has the authority to conclude negotiations and to
structure the final terms and conditions of USAID acquisition and
assistance instruments, as assigned. The agreements must be approved and
signed by a warranted Contracting Officer/ Regional Contracting Officer
and/or his/her designee, in order to obligate funds.
e. Nature, Level, and Purpose of Contacts: The Specialist is in daily
contact with staff throughout the Mission, with managers of any serviced
Missions/Offices in the Region, Technical Office staffs and DO and AO
Team Leaders, CORs/AORs, and with grantees, potential grantees,
visitors, and mid- to high-level officials from both the public and
private sectors, as well as with NGOs and IPs, in order to exchange
and/or collect information, and to provide advice relating to program
implementation.
f. Supervision Exercised: This is a non-supervisory position, although
the Specialist may be assigned as an acting Leader for short periods of
time. The Specialist may provide limited guidance to lower-level
acquisition staff, trainees, and clerks.
g. Time Required to Perform Full Range of Duties: One year.
APPLICATION INSTRUCTIONS:
SUBMIT APPLICATION TO
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam
POINT OF CONTACT
Telephone: 229 4000, Ext: 4137/4148/4233/4024
Fax: 2294726