Solicitation for Resident Hire U.S. Personal Services Contractor (U.S. PSC) Internal Operations Coordinator, GS-14

GENERAL INFORMATION

1. SOLICITATION NO.: 72061525R10002
2. ISSUANCE DATE: October 11, 2024
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: October 25, 2024 (16:30 hours Nairobi time)
4. POINT OF CONTACT: Executive Office/Human Resources, Patrick Bii < pbii@usaid.gov> and Noel Sikasa nsikasa@usaid.gov
5. POSITION TITLE: Resident Hire U.S PSC Internal Operations Coordinator
6. MARKET VALUE: $104,604 to $135,987 annually equivalent to GS-14. Final compensation will be negotiated within the listed market value. As a resident hire position, it does not include offshore benefits such as housing, post differential, relocation benefit and post allowance.
7. PLACE OF PERFORMANCE: Nairobi, Kenya. Overseas USPSCs may be authorized to telework or remote work only from a location within the country of performance, in accordance with Mission policy. Telework or remote work from outside the country of performance may only be authorized in certain situations in accordance with the terms and conditions of the contract.
8. PERIOD OF PERFORMANCE: one-year base period, with four (1) one-year options subject to funding availability and satisfactory performance or better.
9. ELIGIBLE OFFERORS: Open to U.S. Nationals (U.S Citizens and/or U.S Resident Aliens[1]) residing in Kenya. Citizenship, if dual, must be clearly stated.
10. SECURITY LEVEL REQUIRED: Secret
11. STATEMENT OF DUTIES/POSITION DESCRIPTION

BACKGROUND

USAID/Kenya East Africa seeks a qualified United States Personal Services Contractor (USPSC) to serve as an Internal Operations Coordinator for an initial assignment of one year with four one-year options. The successful candidate will be assigned to and required to perform the duties outlined below at the USAID Kenya East Africa Mission in Nairobi.

The Internal Operations Coordinator (IOC) supports the senior leadership team, which includes the USAID Mission Director, Two Deputy Mission Directors, and the Strategic Partnerships and Front Office Advisor to manage complex internal operations including task management, interoffice and embassy communication and coordination; and customer relations. The IOC will also help develop and implement standard operating procedures, templates, and quality standards aimed at enabling efficient and effective communication and operations.

The IOC also prepares PowerPoint presentations, drafts talking points, speeches, reports, and BCLs, and creates other documents required by the MD and D/MDs to support them in representing USAID to both internal and external audiences. The IOC maintains open lines of communication with USG counterparts to gather and share information and help ensure USAID fulfills its interagency responsibilities. The IOC demonstrates tact and good judgment in interactions with high-level USAID Management and other USG leadership, and with implementing partners, the public, other donors, and GOK counterparts. Reporting to the Mission Director, the IOC supervises the GS-12 High Level Visitor and Trips Coordinator and the GS-12 Information and Administration Specialist.

DUTIES AND RESPONSIBILITIES

Internal Task Management – 35%

The incumbent manages internal task assignments and ensures timely follow-up and responses to inquiries from external and internal stakeholders. Coordinates across USAID/KEA offices to track and manage taskers, ensuring deadlines are met and responses are well-coordinated. This includes gathering input from relevant offices and synthesizing responses to provide coherent and complete replies to external inquiries. Additionally, the incumbent supervises the Information and Administration Specialist, providing guidance on task management, office coordination, and ensuring adherence to organizational protocols.

Key responsibilities:

• Task management across the Mission, ensuring timely follow-up and submission of responses.
• Coordination of internal communications between USAID/KEA offices.
• Supervising the Information and Administration Specialist, providing oversight on day-to-day tasks.
• Tracking external inquiries and coordinating cross-office responses.

Embassy and USAID Washington Support – 25%

The incumbent acts as the primary liaison between USAID/KEA, the U.S. Embassy in Nairobi, and USAID/Washington, ensuring effective communication and coordination with these critical stakeholders. Manages communication related to high-level visitors (HLV), including coordinating itineraries, facilitating embassy clearances, and ensuring all communication with USAID/DC is timely and thorough.

Key responsibilities:

• Managing communication with the U.S. Embassy, including Diplomatic Notes and request letters for GOK meetings.
• Managing USAID/Washington coordination on key matters and interagency communication.
• Supervising the High-Level Visitor (HLV) coordinator and assisting with the management of all aspects of USAID leadership engagement with HLVs, Congressional Delegations, and other important visitors.

Knowledge Management, Document, and Presentation Quality Control – 30%

The incumbent is responsible for establishing and implementing Standard Operating Procedures (SOPs), templates, and writing standards to ensure consistency in USAID/KEA documentation. Reviews and edits documents and presentations for quality control, ensuring clarity, proper formatting, and adherence to agency guidelines. The incumbent will also support efforts to design, improve, and utilize KEA’s knowledge management platforms, and provide training to staff on effective communication, document standards, and use of SOPs.

Key responsibilities:

• Helping develop and implement information databases, SOPs, templates, and standards for Mission-wide document consistency.
• Reviewing key documents and presentations, ensuring adherence to quality standards.
• Providing training to staff on communications, document preparation, and SOP compliance.

Mission Support – 10%

The incumbent supports evolving Mission priorities, including conducting informal training sessions for staff to share best practices, clarify policies, and enhance internal efficiency. The IOC may also manage taskers from the USAID/KEA Front Office, coordinating responses, gathering clearances, and ensuring timely submission.

Key responsibilities:

• Performing other duties as required in response to shifting Mission priorities.
• Supporting special projects and initiatives as assigned by Mission leadership.
• Organizing informal training sessions to improve staff knowledge and Mission efficiency.
• Managing taskers from the USAID/KEA Front Office, ensuring proper coordination and timely submission.

Position Elements

1. Degree of responsibility for decision-making assigned to the position: Incumbent must exercise a high degree of independent judgment in making decisions related to operations management.
2. Level of complexity of work assignments: The work consists of duties that involve prioritization and coordination of steps, processes, or methods as well as effective knowledge management of processes and procedures and solid personnel management ability.
3. **Knowledge level required:**General understanding of administrative/management procedures, logistics and protocol is required. Excellent interpersonal skills on multicultural teams are also required.
4. Supervisory Controls: The incumbent reports to the Mission Director. Must be able to work independently with minimum supervision, as well as with USAID and Embassy staff as part of a team.
5. Guidelines: USAID Automated Directives System, General Notices, Foreign Affairs Manual, USAID Mission Orders, and other applicable standards and regulations.
6. Complexity of the work environment or its potential effect on the position’s responsibilities: Incumbent must be able to function in a fast paced, complex work environment in a large USAID Mission based within the United States Embassy Nairobi. Incumbent will be expected to coordinate closely with all levels of USAID and State Department employees. Demonstrated understanding of various offices within an Embassy setting and their functions as pertains to operations management is desirable. Ability to collaborate and coordinate with the most senior officials at the embassy on administrative operations, including the Ambassadors office.
7. Scope and effect of the work performed: The work involves the performance of both routine and complex operations that include a multiplicity of separate tasks and procedures and affects the accuracy and reliability of other processes.
8. Level and purpose of contacts: Direct contact with all levels of USAID, Department of State, and other agencies at post. Purpose of contacts is to obtain, clarify, and guide projects involving USAID and Embassy personnel. Incumbent will also plan, coordinate or provide advice to other USAID/KEA employees.
9. Supervision/oversight over others: This position will supervise two GS-12 positions.
10. Authority to make commitments: None
11. Responsibility for coordinating and training for other staff: Will advise and train others to serve as project managers.
12. Travel Requirements: Occasional training to USAID project sites in Kenya as required.
13. Sunday Pay: Sunday pay is not authorized.
14. Support Items: The employee will be provided with the support services, equipment, and supplies necessary to perform the work. This will include a workstation that includes a desk, computer, file cabinets, network access, with the possibility for mobile computing devices based on need and Mission management approval.

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

SKILLS AND QUALIFICATIONS

The incumbent must meet the following requirements in education and professional experience:

Education: A bachelor’s degree in management, communications, business, economics, political science, area studies, and/or other relevant fields related to operational management is required. Additional education, such as a master’s degree or second Bachelor’s degree, in any of the aforementioned fields is desired.

Relevant Work Experience & Knowledge: A minimum of five years of experience in one of the following areas, in any industry/arena, is required: program operations/management, office management at the executive level, legislative assistant, public relations, and/or an inter-agency or intergovernmental coordination role in which writing and/or editing in English constitutes a significant element of the position.

Language Proficiency: Level IV English ability (both written and oral) is required.

Abilities & Skills:

• Must be flexible and able to multitask, as duties will frequently require meeting incoming personnel and responding to urgent work-related situations outside normal work hours. Must possess strong interpersonal skills and be able to build effective working relationships in a dynamic multi-agency working environment.
• Professionalism, attention to detail and an ability to successfully interface with senior-level dignitaries and a wide range of personality types are essential. Well-developed customer-service, proactivity, and organizational practices are critical.
• Demonstrated proficiency in the operation of computers and software programs, such as Google Suite (Calendar, Gmail, Drive, Docs, Forms, Sheets), Microsoft Package (Access, Word, PowerPoint, Excel, Outlook), presentation software such as Powerpoint, and other databases is required.
• Strong leadership and problem-solving skills.
• Excellent project management and organizational abilities.
• Proficiency in data analysis and performance measurement tools.
• Exceptional communication and interpersonal skills.
• Ability to work effectively in a fast-paced and dynamic environment.
• Excellent verbal and written communication abilities to articulate and present ideas, write reports, visualize data and compose presentations, and interact effectively and persuasively with clients and team members.
• Skilled in developing and implementing comprehensive communication strategies that align with organizational goals and target audiences.
• Strong interpersonal and personnel management skills

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.

The technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

Interview Performance – 35 points

Prior Work Experience & Knowledge (20 points)

Abilities & Skills (20 points)

Writing Example (25 points)

Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)

Total Possible Points: 100

[1] U.S. resident alien means a non-U.S. citizen lawfully admitted for permanent residence in the United States.

How to apply

Interested applicants are required to submit the following:

1. Offerform AID 309-2, “Offeror Information for Personal Services Contracts with individuals,” available at https://www.usaid.gov/forms/aid-309-2
2. An up-to-date curriculum vitae (CV) or resume (no more than five pages), cover letter explaining your qualification and evaluation criteria for the position**, copies of all relevant certificates** and include three (3) referees, who are not family members or relatives, with working telephone and e-mail contacts.

USAID’S ZERO TOLERANCE FOR SEXUAL MISCONDUCT

USAID has a zero-tolerance policy for sexual misconduct with the goal of fostering a respectful, safe, healthy and inclusive work environment. USAID maintains policies and procedures to establish a workplace free of sexual misconduct as described in Agency policy at ADS Chapter 113, Preventing and Addressing Sexual Misconduct.

By acceptance of the contract, the contractor acknowledges having read, and agrees to abide by, the Agency’s ADS 113 policies and procedures.

SELF CERTIFICATION

Offerors must sign a Sexual Misconduct Self-Certification form [see hyperlink] related to sexual misconduct when submitting the offer. The signed form will be filed in the award file. If the offeror fails to submit a signed certification, the offeror will be determined to be non-compliant to submission requirements and will not be considered for award.

• For the Apparently Successful Offeror:
  • If Self-Certification response is “Yes”: In consultation with the Resident Legal Advisor (RLO) or General Counsel Acquisition and Assistance (GC/AA), the CO will request further details from the offeror.
  • Event of False Certification: If the certification provided is found to be false, the offeror may be eliminated from consideration for the award. If the contract has been awarded, the false certification may be grounds for termination of the contract. The action may be punishable to the full extent of the law.

USE OF THE AGENCY’S MISCONDUCT PORTAL AND INQUIRIES MADE TO PREVIOUS COs FOR APPARENTLY SUCCESSFUL OFFEROR

The Office of Employee and Labor Relations (ELR) operates USAID’s Misconduct Reporting Portal. Prior to award, the CO will email ELR at HCTM.ELR@usaid.gov to identify whether Agency records include any prior disciplinary action related to sexual misconduct taken against the apparently successful offeror.

If the apparently successful offeror has previously held a Personal Services Contract at USAID, the CO will attempt to contact the previous administrating CO to inquire about previous disciplinary actions related to sexual misconduct against the apparently successful offeror.

NEW ENTRANT ORIENTATION (NEO)

For PSCs onboarded overseas, including CCNPSCs and TCNPSCs, the PSC must complete an online module related to USAID’s zero tolerance policy for sexual misconduct as administered by their cognizant CO as part of their onboarding process. The CO will include documentation in the award file that the PSC has completed the online module and has been made aware of USAID’s zero tolerance policy for sexual misconduct.

Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the email address below.

Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.

Applications must be submitted electronically via email to nairobipscjobs@usaid.gov by the closing date and time indicated above.