Acquisition and Assistance Specialist (Career Ladder) at USAID
GENERAL INFORMATION
SOLICITATION NO.: 72062124R10007
ISSUANCE DATE: July 23, 2024 3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: August 06, 2024
POINT OF CONTACT: Hussein Tuwa, e-mail at htuwa@usaid.gov
POSITION TITLE: Acquisition and Assistance Specialist (Career Ladder)
Recommended:
MARKET VALUE: The full performance level of this position is equivalent to FSN- 11, which is between 103,069,809 to 159,758,207 [Tanzania shillings]. However, if USAID’s evaluation does not result in an award at the full performance level, USAID may make an award to a selected CCN qualified at the closest next lower level, with contract options to place the contractor at each progressive level until the full performance level is reached.
The entry level of this position is equivalent to FSN-9, which is between 54,627,590 to 84,672,748 [Tanzanian Shillings] and the intermediate level of this position is equivalent to FSN-10, which is between 75,685,049 to 117,311,829 [Tanzanian Shillings].
In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Tanzania final compensation will be negotiated within the listed market value of the performance level for which the CCNPSC is selected.
PERIOD OF PERFORMANCE: The base period will be on/about October 06, 2024, to on/about October 04, 2025, and is estimated to start on October 06, 2024.
Based on Agency need, the Contracting Officer may exercise an additional option period(s) for four one-year periods for the date(s) estimated as follows:
| Base Period: | October 06, 2024 to October 04, 2025 |
| Option Period 1: | October 05, 2025 to October 04, 2026 |
| Option Period 2: | October 05, 2026 to October 04, 2027 |
| Option Period 3: | October 05, 2027 to October 04, 2028 |
| Option Period 4: | October 05, 2028 to October 04, 2029 |
- PLACE OF PERFORMANCE: Dar es Salaam, Tanzania with possible travel as stated in the Statement of Duties.
- ELIGIBLE OFFERORS: Offerors/Applicants must be Tanzanian citizens.
- SECURITY LEVEL REQUIRED: Facility Access Clearance
- STATEMENT OF DUTIES
- General Statement of Purpose of the Contract
This position is established as an Acquisition and Assistance Specialist “Ladder” position, which includes positions at the FSN- 9, FSN -10 and FSN 11. The Acquisition and Assistance Specialist (Trainee) is located in the Office of Acquisition and Assistance (OAA), 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 Regional 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 (Trainee) reviews and recommends approval or revision of requisitions in the Global Acquisition and Assistance System (GLAAS); reviews and recommends approval or revision of 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 (Trainee) maintains contract files and records up to date, prepares Contractor Performance Reports (CPRs), and supports award closeouts. The Specialist (Trainee) provides guidance related to administrative award modifications. The Specialist (Trainee) is responsible for carrying out day-to-day activities under the mentorship of more senior Office employees. This position is a part of an established career ladder, which provides for the potential to progress to the FSN-10 and, subsequently, to the FSN-11 grade level. There is no potential for the Job Holder to become a permanent FSN-09 in this work assignment. Attainment of higher grade levels is contingent upon the Specialist (Trainee) successfully completing required training, meeting agreed-upon objectives and milestones, and performing in a Fully Successful (or equivalent) manner. Promotion to the FSN-10 and to the target FSN-11 grade levels is not mandatory, and failure to achieve those high levels of performance may be the basis for dismissal.
- Statement of Duties to be Performed
Read Also:
At the entry level FSN- 9, the CCNPSC will perform the following general duties:
- The Specialist (Trainee) is responsible for providing basic project acquisition and assistance support to USAID/TANZANIA Technical Offices and DO Teams, and any designated regional clients. USAID programs are diverse and multi- sectoral. The Specialist (Trainee) is required to provide basic and limited acquisition assistance to designated Technical Offices, DO, and/or 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, requiring the Specialist (Trainee) to become familiar with the full range of USAID procurement instruments.
- The Specialist (Trainee) is assigned work in such a manner as to provide training and the basis for independent selection of appropriate procurement instrument types for the situation at hand, and to accurately apply USG procurement laws, regulations, policies, and procedures governing each type of instrument. The developmental nature of the assignment provides exposure to the acquisition of goods and various types of services. The Specialist (Trainee) will become equally familiar with the procedures for acquisition of goods, and for managing personal service and non-personal service contracting actions.
- The Specialist (Trainee) is expected to work with higher-level Specialists/Officers, and with technical specialists/activity managers in DO Teams throughout Mission and/or the Region, assisting in the preparation of annual procurement plans, clear and concise statements of work, and supporting documentation. The Specialist (Trainee) will develop the ability to provide authoritative technical guidance to technical specialists/activity managers pertaining to their procurement-related responsibilities and procedures. Specific developmental duties include:
Pre-Award Duties – the Specialist (Trainee) participates in meetings on procurement planning; collates data and prepares and updates tracking tools in order to monitor pending procurements; works with clients to assist in the preparation of justifications, waivers, and other necessary approvals, as needed; and reviews GLAAS Requisitions (REQs) for completeness and clarity before endorsing them to higher-level Specialists/Officers. Prepares solicitation documents in GLAAS, and the electronically posts Simplified Acquisitions and Personal Services Contracts; and works with higher-level Specialists/Officers to ensure compliance with FAR and AIDAR advertisement requirements, including publication of synopses and solicitations, as prescribed. The Specialist (Trainee) works with higher-level Specialists/Officers to prepare Requests for Proposal and Requests for Application. The Specialist (Trainee) assists higher-level Specialists/Officers in pre- award activities for competitive solicitations, and with pre-award assessment surveys of potential contractors or recipients, in order to ensure eligibility prior to an award being made.
Post-Award Duties – the Specialist (Trainee) assists higher-level Specialists/Officers in monitoring performance as required by the terms and conditions of the award, through reviews of performance and reviews of financial reports. The Specialist (Trainee) manages the assigned developmental portfolio, assuring that funding is available when required; and, under the guidance of higher-level Specialists/Officers works with 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. As assigned, the Specialist (Trainee) conducts site visits and attends meetings. The Specialist (Trainee) provides guidance to technical personnel and assists in programmatic duties as required to avoid contractual/legal improprieties, seeking guidance from higher-level Specialists/Officers as required. The Specialist (Trainee) assists in researching and resolving issues that may arise during contract performance, including changes, work stoppages, disputes, implementation problems, defaults, cost overruns, unacceptable performance, and payment problems.
- The Specialist (Trainee) assists in the conduct of closeouts of contracts, grants, and cooperative agreements after completion. These include ensuring contract audits are conducted in a timely manner, preparing performance documentation, and resolving outstanding issues noted in audits.
At the Intermediate level FSN- 10, the CCNPSC will perform the following general duties:
- The Specialist (Trainee) is responsible for program/project/activity acquisition and assistance support for USAID/Tanzania Technical Offices, DO Teams, and any designated regional clients. USAID programs are diverse and multi- sectoral. The Specialist is required to provide acquisition assistance to designated Technical Offices and/or DO 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.
- 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.
- The Specialist (Trainee) is expected to work with technical specialists/activity managers in Technical Offices and DO 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 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 presolicitation 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 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 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 with issues that may arise during contract performance, including changes, work stoppages, disputes, implementation problems, defaults, cost overruns, unacceptable performance, and payment problems.
- 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.
At the full performance level FSN- 11, the CCNPSC will perform the following general duties:
- The Specialist provides professional-level procurement planning advice and guidance to USAID/ Tanzania Technical Offices, and/or DO Teams, and any designated regional clients, including advice on procurement policy and procedures in the design and implementation of Mission activities. The Specialist coordinates the development of procurement objectives for assigned portfolios in terms of potential implementing partner (IP) organizations, competitive issues, and socioeconomic issues, and identifies and constructs appropriate contract and/or grant instruments. Negotiations are to ensure acquisition plans are current, have appropriate milestones, and related schedules are adequate.
- The Specialist reviews GLAAS Requisitions (REQs) requesting acquisition/assistance for major and complex programs/projects/activities and/or services. The Specialist analyzes requirements, and determines instrument selection or procurement approach, if SOWs or other program descriptions are complete, and if the request meets FAR, ADS, AIDAR, and/or other Mission, Agency, or USG policies; ensures that necessary Mission clearances have been obtained, and that waivers and other supporting documentation are complete; recommends revisions regarding SOWs, budgets, classification of terms, reporting requirements, and any special conditions, and ensures that required performance indicators are developed and included in the initial Request for Proposal or Request for Application; and, develops solicitation documentation in accordance with all appropriate regulations, selects and includes correct required clauses, and transmits solicitations for proposal using Internetbased technology. The Specialist responds to offeror questions during the proposal submission phase; and determines the need for, and prepares, clarifying amendments as required for solicitation documents. As necessary, the Specialist holds pre-bid or consultative meetings with partners to fully explain the Agency and counterpart’s needs, and to discuss solicitation documents. The Specialist applies a high degree of judgment and analysis when deciding among and between competing and often conflicting regulations and objectives, where the activities involved include multi-million-dollar issues, often with significant political and/or legal implications.
- The Specialist evaluates applications and offers for responsiveness to solicitations and documents the relative strengths and deficiencies of each proposal; guides DO Teams in the practice of ‘best value’ selection, and in performance-based technical approaches; and obtains reports and references, ensuring that past performance of the offeror is relevant and of a high quality. The Specialist ensures that offerors have adequate management, accounting, personnel, and procurement systems, and appropriate corporate leadership, resources, and quality control systems to satisfactorily carry out contracts. The Specialist requests audit reports or pre-award surveys from the Office of the Inspector General, and/or the Defense Contract Audit Agency, and obtains clearance from the Department of
Labor and/or the Small Business Administration on a variety of EEO and workplace issues. The Specialist analyzes cost proposals and technical scores from technical evaluation committees; and based on the analysis, establishes the competitive range and presents documentation for signature to the Contracting Officer. The Specialist performs analysis of cost issues, considering economic conditions and factors of material, labor, and transportation costs; examines cost and pricing data submitted by offerors, to substantiate direct and indirect costs and profit; determines reasonableness of costs submitted; ensures data provided is consistent with USAID requirements on eligible geographic sources, and that salary structures are consistent with Agency policy; and, identifies circumstances that may require a waiver. The Specialist coordinates issues of technical weakness and excessive cost with DO/AO Teams prior to commencement of negotiation; and clarifies and, as necessary, instructs the members of the Team, host-country counterparts, and other Mission staff on the USAID
- The Specialist monitors contractor performance in relation to the completion schedule required by the contract or assistance instrument; ensures timely submission of technical progress reports, making periodic visits to contractor work sites, and representing the Office at performance-related meetings held by other Mission Offices; assists any client Missions to develop appropriate indicators for work plans and contract documents; ensures contractors are fully compliant with performance standards contained in the Contract, and seeks corrective action in cases of non-compliance; expedites Change Orders or revisions when circumstances require; and, issues ‘show cause’ or ‘cure notices,’ and/or recommends termination of contracts for default or for convenience, and negotiates termination settlements.
- The Specialist analyzes, and takes action to resolve, audit findings, such as cost items questioned or unresolved; supports recommendations with detailed analysis of each cost, category, or element as necessary; prepares necessary documents to resolve all aspects of audits, questioned or ineligible costs, and accounting issues; and presents documentation to the Contracting Officer for signature. The Specialist reviews completed (after full performance) contract files to determine that all contractual actions are satisfied, and that there are no pending administrative actions to be resolved; ensures that all file documents are signed, that there are no litigation actions pending, and that the contract is complete in every respect and ready to be closed; and, ensures that contracts nearing annual anniversaries or final completion have a completed performance report from the COR/AOR, and submits reports to the Contractor for comment.
- The Specialist provides guidance and mentoring to junior-level staff, trainees, procurement technicians, and file clerks on basic principles of USG and USAID acquisition, general procurement management, procurement policy direction, new/changed procurement policies, as required.
- PHYSICAL DEMANDS – The work requested does not involve undue physical demands.
- MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Full Performance Level (FSN- 11):
- Education: A bachelor’s degree in accounting, finance, law, economics, industrial management, procurement, contracts or business administration is required.
- Prior Work Experience: Minimum five years of progressively responsible experience in acquisition and assistance is required. A minimum of two years of this experience must have been gained working in USAID Acquisition and Assistance Office. Note: Additional experience will NOT be substituted for Education.
- Language Proficiency: Level IV in English and Kiswahili reading, speaking and writing is required.
- Job Knowledge: Knowledge of US Federal and 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.
- 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.
- Diversity, Equity, Inclusion and Accessibility: Demonstrated experience fostering a work environment that promotes equity, diversity, and inclusion and that does not tolerate harassment, exclusion or inequality is required.
Intermediate Performance Level (FSN- 10):
- Education: A bachelor’s degree in accounting, finance, law, economics, industrial management, procurement, contracts or business administration is required.
- Prior Work Experience: Four or more years of progressively responsible experience in acquisition and assistance, development assistance, or a 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 have been gained working in a USAID Contracting/A&A Office at no less than the next lower grade level. NB: Additional experience may NOT be substituted for Education.
- Language Proficiency: Level IV in English and Kiswahili reading, speaking and writing is required.
- Job Knowledge: Knowledge of public and/or private-sector business processes is required. At this level, knowledge of US Federal and USAID 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. 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.
- 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.
- Diversity, Equity, Inclusion and Accessibility: Demonstrated experience working in an environment that promotes equity, diversity, and inclusion and that does not tolerate harassment, exclusion or inequality is required.
Read Also:
Entry Level (FSN- 09):
- Education: A bachelor’s degree in accounting, finance, law, economics, industrial management, procurement, contracts or business administration is required.
- Prior Work Experience: Three or more years of progressively responsible experience in acquisition and assistance, development assistance, or a closely related field is required. One year of this experience must have been gained working in a position equivalent to no less than the next lower level of FSN responsibility in this or a related occupation, within a USG organization the Host Government, the private sector, or within an international or donor organization, in an Englishlanguage work environment. NB: Additional experience may NOT be substituted for Education.
- Language Proficiency: Level IV in English and Kiswahili reading, speaking and writing is required.
- Job Knowledge: Knowledge of public and/or private-sector business processes, or the ability to quickly gain such knowledge, is required.
- 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.
- Diversity, Equity, Inclusion and Accessibility: Experience operating in an environment that promotes equity, diversity, and inclusion and that does not tolerate harassment, exclusion or inequality is required.
III. 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.
To meet the basic eligibility requirements for this position the offeror must:
- Be a Tanzanian citizen;
- Submit a complete application (Offer) as outlined in the section IV;
- Be eligible to attain a security certificate for Facility Access;
- Be cleared medically to work in Tanzania;
After the closing date for receipt of applications, those that meet the minimum qualification requirements (Education and Experience) will be invited to take an English proficiency test. Applicants who achieve Level IV (operational) proficiency will be referred to a Technical Evaluation Committee (TEC). Applications from candidates who do not meet the minimum requirements will not be considered.
The TEC will review and score the applications to create a list of applicants to advance to the written and in-person phase of the interview process. Short-listed candidates will be evaluated based on information presented in the application, writing exercise, and interview and obtained through reference checks. An applicant’s references must be able to provide substantive information about past performance and abilities.
