USPSC Management and Program Analyst

Country: United States of America
Organization: US Agency for International Development
Closing date: 15 Nov 2021

SOLICITATION NUMBER: 720BHA21R00039

ISSUANCE DATE: June 29, 2021

CLOSING DATE AND TIME: November 15, 2021, 12:00 P.M. Eastern Time

SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC)

Dear Prospective Offerors:

The United States Government (USG), represented by the U.S. Agency for International Development (USAID) Office of Humanitarian Business and Management Operations (HBMO), is seeking offers from qualified U.S. citizens to provide personal service as a Management and Program Analyst under a United States Personal Services Contract (USPSC), as described in the solicitation.

Submittals must be in accordance with the attached information at the place and time specified. Offerors interested in applying for this position MUST submit the following materials:

  • Complete resume. In order to fully evaluate your offer, your resume must include:

(a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.

(b) Specific duties performed that fully detail the level and complexity of the work.

(c) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments. Failure to identify an academic discipline will result in disqualification.

(d) U.S. Citizenship

(e) Optional: How did you hear about this opportunity? (beta.SAM.gov, BHA Jobs, Career Fair, etc.).

Your resume must contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation for each grade level(s) for which you are applying. This information must be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.

  • USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted. AID 309-2 is available at http://www.usaid.gov/forms.

NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS AND THE SYSTEM FOR AWARD MANAGEMENT

All USPSCs with a place of performance in the United States are required to have a Data Universal Numbering System (DUNS) number and be registered in the System for Award Management (SAM) database prior to receiving an award. You will be disqualified if you either fail to comply with this requirement or if your name appears on the excluded parties list. The selectee will be provided with guidance regarding this registration.

NOTE: As of March 28, 2018, all new SAM.gov entity registrations will now require a signed notarized letter identifying the authorized Entity administrator for the entity associated with the DUNS number. Additional information on the format of the notarized letter and where to submit can be found via the below Federal Service Desk link:

https://www.fsd.gov/fsd-gov/answer.do?sysparm_kbid=d2e67885db0d5f00b3257d321f96194b&sysparm_search=kb0013183

Offerors can expect to receive a confirmation email when offer materials have been received. Offerors should retain for their records copies of all enclosures which accompany their offers. Your complete resume must be emailed to:

HBMO Recruitment Team

E-Mail Address: BHA.HBMORecruitment@usaid.gov

Website: www.BHAjobs.net

Any questions on this solicitation may be directed to the HMBO Recruitment Team via the information provided above.
Sincerely,

Sonja Stroud-Gooden

Contracting Officer

INTRODUCTION

HBMO develops, maintains, and coordinates the Bureau’s critical business functions and processes in areas of acquisition and assistance, administrative management services, talent management, internal training, programmatic risk management, and audit management. The office is organized into five divisions, namely, Acquisition and Assistance; Award, Risk, and Performance Management; Human Resources and Administrative Management Services; Budget and Finance; and Information Technology Management. The Management and Program Analyst position is located in the Human Resources and Administrative Management Services Division (HRAMS), Administrative and Management Services (AMS) Team.

DUTIES AND RESPONSIBILITIES

Working under the guidance and supervision of the AMS Team Leader or designee, the Management and Program Analyst will perform the following:

At the GS-9 Equivalent Level:

  • Serve as the primary point of contact for all AMS requests, including, but not limited to, ServiceNow, facility, and security clearances, ensuring that all requests meet the Agency standards and appropriate regulations.
  • Provide advice to office personnel regarding status of requests and the necessary documentation required.
  • Maintain documentation regarding status of security clearances, requests for clearances, and expirations of current clearances. Update the AMS request and security clearance tracking spreadsheets as necessary.
  • Prepare memorandums requesting approval of security clearance upgrades or requesting transfer of security clearances.
  • Prepare necessary paperwork and facilitate the processing of requests for new badges or replacement of lost badges.
  • Manage the office’s workstation assignment charts and assist in preparing staffing charts and tables for BHA and in response to BHA and Agency data calls, as necessary.
  • May assist with all aspects of employee onboarding that may include, but are not limited to account creations, remote token requests, and new employee orientation-related tasks.
  • May serve as BHA’s Telework Liaison Officer and coordinate required tasks with HBMO and other BHA offices. This shall include monitoring USAID’s telework policy and maintaining the telework agreements.
  • Maintain spreadsheet on computer access accounts; notify BHA’s computer support team of updates to account information to ensure accounts of valid users are kept active at all times.
  • Maintain and update internal databases on non-direct hire personnel.
  • Maintain and update the records for BHA’s non-direct hire personnel in the Agency’s web-based personnel tracking system (i.e., WebPASS).
  • Recognize and resolve problems that impede the process of completing actions within the area of responsibility, as well as keep the AMS Team Leader informed at all times of the status of assigned tasks and any potential problems that might arise that would require higher level intervention.
  • Develop and implement a standardized filing system to ensure that the AMS Team files and records are in compliance with the agency guidance and procedures. This may include, but is not limited to: managing the AMS Team’s electronic databases (i.e., Web-based Time & Attendance (WebTA), Sharepoint) and shared drive folders.
  • Assist in responding to Bureau or Agency data calls relating to resource management, space, security clearances, teleworking, and other administrative issues.
  • Consistently model behaviors that demonstrate a commitment to fostering a non-hostile work environment free of discrimination, bias, unfairness, exclusion, offensive behaviors, and harassment of any kind.
  • Contribute to a collaborative, respectful, and professional work environment by demonstrating partnership and teamwork to accomplish team, office, and bureau objectives.
  • Engage in at least one workforce diversity initiative/activity focused on helping to improve the organizational culture. Attend and actively participate in diversity and harassment training opportunities, brown bag sessions, or focus group discussions.
  • Sign-up for and serve as needed, on Washington-based Response Management Teams (RMTs), which provides services and support to Disaster Assistance Response Teams (DARTs) deployed in response to disasters. The duties on RMTs will vary.
  • Serve as the BHA after-hours duty officer on a rotational basis, for approximately one week every six months.
  • As needed, serve on DARTs that may require immediate (within 24 hours) deployment overseas for an extended period of time.
  • As needed, may serve on temporary details within the office to meet operational needs during staff shortages, not to exceed six months. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities as well as directly related to the scope of work provided.
  • As needed, on a temporary basis, may perform in an alternative role based on operational needs of the Bureau upon request of the Team Lead or Division Director.
  • As appropriate, for cross-training purposes to enhance operational awareness, may serve on temporary details within the office.

At the GS-11 Equivalent Level:

The USPSC will perform the duties and responsibilities described above in addition to the tasks listed below:

  • Provide centralized webTA timekeeping for the Bureau.
  • Serve as a USG purchase cardholder for BHA, with authority to procure goods and services within the “micro-purchase” threshold or single purchase limit. Acquire a working knowledge of USG purchase card process and procedures, including completing requisitions in BHA’s financial planning system, as appropriate, and in Agency’s acquisition and assistance system. Maintain complete files of credit card purchases from initiation of request to receipt of goods or services and maintain a list of all credit card purchases by fiscal year in accordance with Agency requirements.
  • Serve as a liaison to BHA and Relief, Response, and Resilience (R3) offices as appropriate; update the team of changes to processes and procedures as appropriate.
  • Draft a variety of documentation, correspondence, and reports involving both technical and specialized terminology. Perform independent research and gather background information as needed.
  • Ensure that all appropriate approvals for staffing actions are requested and received in a timely manner. Draft recurring reports based on collected data or formalized databases.
  • Assist AMS team members in providing advice and guidance to assist BHA regional and technical teams in development of statements of work (SOWs) for Civil or Foreign Service positions, processes, and procedures.
  • Serve as the primary point of contact for all AMS requests, including, but not limited to: ServiceNow, facility, and security clearances, ensuring that all requests meet the Agency standards and appropriate regulations.
  • Provide advice to office personnel regarding status of request and the necessary documentation required.
  • Maintain documentation regarding status of security clearances, requests for clearances, and expirations of current clearances. Update the AMS request and security clearance tracking spreadsheets as necessary.
  • Prepare memorandums requesting approval of security clearance upgrades or requesting transfer of security clearances.
  • Prepare necessary paperwork and facilitate the processing of requests for new badges or replacement of lost badges.
  • Manage the office’s workstation assignment charts and assist in preparing staffing charts and tables for BHA and in response to BHA and Agency data calls, as necessary.
  • Address facilities issues and requests.
  • Maintain and update internal databases on BHA personnel, including non-direct hires and direct hires.
  • Maintain and update the records for BHA’s personnel in the Agency’s web-based personnel tracking system (i.e., WebPASS).
  • Become certified and serve as an Agreement Officer’s Representative/Contracting Officer’s Representative (AOR/COR), as assigned. The AOR/COR provides financial and programmatic oversight of all aspects of managing the agreement or contract; this includes but is not limited to reviewing invoices, requests for approvals, program/project deliverables (i.e. work plans, annual reports, month status reports), travel requests, key personnel requests, and financial/budget reports. They are responsible for drafting and submitting the annual contractor performance evaluation in Contract/Assistance Performance Assessment Review System (CPARS/APARS). They prepare and review contract/assistance modifications documentation and assist the Contracting/Agreement Officer to ensure performance is compliant with the terms and conditions of the contract/agreement, the FAR, and USAID policy. AOR/CORs are responsible for all related requirements in the COR designation letter and the AOR designation letter.

At the GS-12 Equivalent Level:

The USPSC will perform the duties and responsibilities described above in addition to the tasks listed below:

  • Provide coordination for the Bureau’s Transit Benefits program, including processing and reporting as needed.
  • Serve as a liaison between BHA offices and Office of Human Capital and Talent Management (HCTM) for foreign service officers, including position administration, recruitment, Human Resource (HR)-related support, and evaluation cycles.
  • Serve as a liaison between BHA offices and HCTM for civil service officers, including position administration, recruitment, HR-related support, and evaluation cycles.
  • In coordination with the HBMO Performance Management Team and teams across BHA, administer the Agency’s awards program for civil service and foreign service officers for the Bureau.
  • Coordinate the Bureau’s unpaid intern program participation, in coordination with offices across the Bureau.
  • Coordinate Freedom of Information Act (FOIA) requests with the USAID FOIA request points of contact, ensuring responses are appropriately assigned.
  • Post Agency Notices for the Bureau.
  • Provide oversight of detail opportunities for Bureau staff and maintain cross-Agency and/or intra-Agency Memorandums of Understanding (MOU) for details for staff.
  • Draft recurring reports based on collected data or formalized databases. Process contract actions in the agency procurement system and financial systems.
  • Develop and maintain systems to track and manage flow of work related to recruitment and contract actions to ensure staffing objectives are met.
  • Analyze where deficiencies are and work with technical offices and institutional contractors to ensure actions are adequately processed.
  • Facilitate communications between HBMO, other BHA offices, and HCTM for action.
  • Review and provide advice and guidance to assist BHA regional and technical teams in development of SOWs for civil and foreign service officer positions, processes,and procedures.
  • Participate in BHA management audit discussions and provide recommendations as it pertains to the AMS Team’s scope of work.
  • Assist with oversight of Division’s contracts by reviewing budgets before recommending approval and properly advising technical offices to ensure that their requirements are within the SOW.
  • Serve as a point of contact for security clearances. Ensure that security clearances and requests for security clearances meet the Agency standards and appropriate regulations.
  • Advise office personnel regarding status of clearances and the necessary documentation required. Maintain documentation regarding status of security clearances, requests for clearances, and expirations of current clearances.
  • Draft a wide variety of documentation, correspondence, and reports involving both technical and specialized terminology. Perform independent research and assemble background information as needed.
  • Assist in maintaining staffing tables for reports for BHA staff.
  • Provide budget and financial support for managing the AMS Team’s annual budget by maintaining processes, preparing documentation to transfer funds and provide advice and guidance regarding appropriate use of funding mechanisms and commitment/obligation of funds.

At the GS-13 Equivalent Level:

The USPSC will perform the duties and responsibilities described above in addition to the tasks listed below:

  • Take initiative, act independently, and perform with minimal direction in providing services in support of various functions related to procurement, program planning, budget/finance, office administration, and security.
  • Provide expert advice on AMS practices and policies, on a range of workforce, organizational and human resource functions, especially on civil service and foreign service processes, procedures, and tracking.
  • Provide advisory services on matters such as interpretation of AMS policy and procedures, and as appropriate, prepare written communication to advise of current and updated policy and procedural changes.
  • Analyze and apply complex policy to make recommendations for management consideration. Demonstrate comprehensive understanding of Federal Acquisition Regulation, USAID Acquisition Regulation, and relevant USAID policy as it pertains to AMS services.
  • Participate in bureau audit discussions and provide recommendations as it pertains to AMS services for the Bureau.
  • Coordinate and guide the work of other team, division, and office members, providing day-to-day guidance. Serve as the primary point of contact for review of actions for the Team Leader’s clearance and/or approval.
  • Provide oversight, expertise and management BHA offices and HCTM for foreign service officer administration, including recruitment, HR-related support and evaluation cycles.
  • Provide oversight, expertise and management between BHA offices and HCTM for civil service officer administration, including recruitment, HR-related support and evaluation cycles.
  • In coordination with the HBMO Performance Management Team and teams across BHA, administer the Agency’s awards program for civil service and foreign service officers for the Bureau. Provide expert advice and guidance to BHA offices.
  • Advise and guide team members in the use and application of federal laws, regulations and policy resources. Guide the work of other staff in this area to ensure applicable regulation and/or policy is cited and that the authority selected is appropriately interpreted especially in cases of deviation from or exception to from standard procedure.
  • Provide expert advice and guidance to assist BHA regional and technical teams in the development of SOWs for requirements for personnel, purchase orders, blanket purchase agreements, or buy-ins to indefinite delivery indefinite quantity contracts, including contracts requiring subcontracting.
  • Manage the civil and foreign service officer planning, evaluation, and onboarding process and work with technical teams so that sufficient advance procurement planning is conducted and is in compliance with Agency requirements.
  • Review professional services contracts SOWs, and Independent Government Cost Estimates and provide guidance as it pertains to humanitarian assistance programming.
  • Ensure that reports created and used to track the flow of work related to (but not limited to) recruitment and security clearances are developed and maintained. Review reports for accuracy and that all necessary updated information and/or other required collected data is included especially as the data impacts other major processes and compliance requirements.
  • Periodically review and analyze reports, operating procedures, manuals, and other related data, to determine efficiency and effectiveness and recommend ways to improve procedures and processes.
  • Conduct various ad hoc analyses, prepare reports, and compile information from a variety of sources for management review in response to requests from Congress, Agency Senior Management, BHA leadership, and others.
  • Serve as a liaison with HCTM and the Office of Security as well as other USAID offices, managers, and technical experts.
  • Serve as the approving official/program manager for the processing of contract actions in USAID’s procurement and financial systems.
  • Provide budget and financial analysis, prepare financial documentation, and provide advice and guidance regarding appropriate use of funding mechanisms and commitment/obligation/de-obligation of funds.
  • Oversee all actions associated with recruitment and security, which are administered by other team members, for timeliness and appropriate approvals. Ensure security requests submitted by team members meet Agency standards, regulations, and documentation requirements. Ensure HBMO colleagues as well as BHA personnel are advised of the status of security actions in a timely manner.

EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION

(Determines basic eligibility for the position. Offerors who do not meet all of the education and experience factors are considered NOT qualified for the position.)

For the GS-9 equivalent level:

Bachelor's degree with significant study in or pertinent to a specialized field, including but not limited to, management, business administration plus two (2) years of experience working in management, human resources, administrative support services, and/or a related field. Experience with MS Word and Excel is required.

OR

Master’s degree in management, human resources, accounting, international relations, humanitarian assistance, international development, and/or a related field plus one (1) years of experience working in management, human resources, business administration, administrative support services, and/or a related field. Experience with MS Word and Excel is required.

OR

High School Diploma and at least six (6) years of experience working in government, a large organization, or a business setting, with responsibilities related to procurement, human resources, and other administrative support services. Experience with MS Word and Excel is required.

For the GS-11 equivalent level:

Bachelor's degree plus three (3) years of experience working in management, human resources, business administration, administrative support services, and/or a related field. Experience with MSWord and Excel is required.

OR

Master’s degree in management, human resources, accounting, international relations, humanitarian assistance, international development, and/or a related field plus two (2) years of experience working in management, human resources, business administration, administrative support services, and/or a related field. Experience with MS Word and Excel is required.

OR

High School Diploma and at least seven (7) years of experience working in government, a large organization, or a business setting, with responsibilities related to procurement, human resources, and other administrative support services. Experience with MS Word and Excel is required.

For the GS-12 equivalent level:

Bachelor’s degree plus five (5) years of progressively responsible experience working in management, human resources, accounting, international relations, humanitarian assistance, international development, and/or a related field. Experience with MS Word and Excel is required.

OR

Master’s Degree in management, human resources, accounting, international relations, humanitarian assistance, international development, and/or a related field plus four (4) years of progressively responsible experience working in management, human resources, accounting, international relations, humanitarian assistance, international development, procurement, database management and/or a related field. Experience with MS Word and Excel is required.

OR

High School Diploma and at least nine (9) years of office experience in providing administrative or program support, three (3) years of which must specifically be in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis. Experience with MS Word and Excel is required.

For the GS-13 equivalent level:

Bachelor’s degree plus seven (7) years of progressively responsible experience working in management, human resources, accounting, international relations, humanitarian assistance, international development, and/or a related field. Experience with MS Word and Excel is required.

OR

Master’s Degree in management, human resources, accounting, international relations, humanitarian assistance, international development, and/or a related field plus five (5) years of progressively responsible experience working in management, human resources, accounting, international relations, humanitarian assistance, international development, procurement, database management and/or a related field. Experience with MS Word and Excel is required.

OR

High School Diploma and at least eleven (11) years of office experience in providing administrative or program support, three (3) years of which must specifically be in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis. Experience with MS Word and Excel is required.

SELECTION FACTORS

(Determines basic eligibility for the position. Offerors who do not meet all of the selection factors are considered NOT qualified for the position.)

● Offeror is a U.S. Citizen.

● Complete resume submitted. See cover page for resume requirements. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements.

● USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted.

● Ability to obtain and maintain a Secret up to Top Secret/Sensitive Compartmented Information level clearance as provided by USAID.

● Must not appear as an excluded party in the System for Award Management (SAM.gov).**

● Satisfactory verification of academic credentials.**

BASIS OF RATING: Offerors who meet the Education/Experience requirements and Selection Factors will be further evaluated in accordance with the Offeror Rating System. Those offerors determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.

Offerors are required to address each factor of the Offeror Rating System in their resume, describing specifically and accurately what experience, training, education and/or awards they have received as it pertains to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to address the selection factors and/or Offeror Rating System factors may result in not receiving credit for all pertinent experience, education, training and/or awards.

The most qualified offerors may be interviewed and required to provide a writing sample. BHA will not pay for any expenses associated with the interviews. Professional references and academic credentials will be evaluated for offerors being considered for selection. Note: Please be advised that references may be obtained independently from other sources in addition to the ones provided by an offeror. BHA reserves the right to select additional offerors if vacancies become available during the future phase of the selection process.

How to apply:

Offers must be received by the closing date and time at the address specified in the cover letter.

Qualified individuals are required to submit:

1. Complete resume. In order to fully evaluate your offer, your resume must include:

(a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.

(b) Specific duties performed that fully detail the level and complexity of the work.

(c) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments. Failure to identify an academic discipline will result in disqualification.

(d) U.S. Citizenship

(e) Optional: How did you hear about this opportunity? (beta.SAM.gov, BHA Jobs, Career Fair, etc.).

Your resume must contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation for each grade level(s) for which you are applying. This information must be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.

2. USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted. AID 309-2 is available at http://www.usaid.gov/forms.

Additional documents submitted will not be accepted.

By submitting your offer materials, you certify that all of the information on and attached to the offer is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the offer to be investigated. False or fraudulent information on or attached to your offer may result in you being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.

To ensure consideration of offers for the intended position, please reference the solicitation number on your offer, and as the subject line in any email.

DOCUMENT SUBMITTALS

Via email: BHA.HBMORecruitment@usaid.gov



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