USPSC Program Operations Specialist/Sr. Program Operations Specialist At US Agency for International Development

SOLICITATION NUMBER: 720BHA22R00001

ISSUANCE DATE: November 19, 2021

CLOSING DATE AND TIME: August 17 2022, 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 and Management Operations (HBMO), is seeking offers from qualified U.S. citizens to provide personal service as a Program Operations Specialist (POS)/Senior Program Operations Specialist (SPOS) 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:

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.

NOTE REGARDING ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS

The contractor will be required to show proof that the contractor is fully vaccinated against COVID-19 on or before the first date of onboarding, or submit an approved reasonable accommodation to the CO. If the contractor does not meet this requirement the contract may be terminated.

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

DUTIES AND RESPONSIBILITIES

The POS/SPOS will be responsible for providing support to managing operational aspects of the TAMO Team and HBMO, specifically functions related to procurement, management of contracts for program-funded personnel, personnel services contracts, program planning, budget/finance, office administration, and security.

The POS, at the GS-11 and GS-12 equivalent level, will have primary responsibilities for some tasks and secondary responsibilities for others. The SPOS, at the GS-13 equivalent level, will be responsible for providing support for various operational aspects of the TAMO Team within BHA/HBMO.

At the GS-11 level:

At this grade level, the POS will perform the following duties:

Internal Coordination:

● Serve as the primary contact for all PSC related BHA/AMS requests, including, but not limited to, access to the Agency’s cloud-computing technology for customer service tracking known as ServiceNow, facility, and security clearance. Ensure that all requests meet the Agency standards and appropriate regulations. Provide updates 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.

● Serve as BHA’s Telework Liaison Officer and coordinate required tasks with BHA/AMS and the PSC Contracts Team, as needed. This will include monitoring USAID’s telework policy and maintaining the file of telework agreements.

● Assist in responding to Bureau or Agency data calls relating to resource management, space, security clearances, teleworking, and other administrative issues.

● In conjunction with TAMO Team Leader, serve as PSC/Staffing point of contact for BHA and its institutional support contractor that provides recruiting and contract management services. Ensure that all appropriate approvals for staffing actions are requested and received in a timely manner. Develop and maintain systems to track the flow of work data related to the recruitment and contract actions. Draft recurring reports based on collected data or formalized databases. Process contract actions in Agency procurement systems and financial systems.

Contracting Management and Other General Duties and Responsibilities:

● Prepare memorandums requesting approval of security clearance upgrades.

● Prepare necessary paperwork and facilitate the processing of requests for new badges or replacement of lost badges.

● Support all aspects of employee onboarding which will include, but is not limited to, new employee orientation related tasks and coordinating with the PSC Contracts Team and BHA Performance Management, Employee (Relations & Benefits (PMERBE) Team)

● Maintain a tracker using 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 the records for BHA’s non-direct hire personnel in the international database.

● Develop and implement a standardized filing system to ensure that the TAMO Team files and records are in compliance with the agency guidance and procedures. This may include, but is not limited to, managing the Resource Team’s electronic databases (i.e. WebTA, Sharepoint) and shared drive folders.

● Recognize and resolve problems which impede the process of completing actions within the area of responsibility and keep the TAMO Team Leader informed at all times of the status of assigned tasks, and any potential problems which might arise that would require higher level intervention.

● Draft a variety of documentation and correspondence, and reports involving both technical and specialized terminology. Perform independent research and gather background information as needed.

● Provide advice and guidance to assist BHA regional and technical teams in development of contractible statements of work, procurement processes and procedures. This includes but is not limited to reviewing budgets, drafting market value determinations and other pre-award/post-award PSC contracting activities.

● 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.

● 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 which may require immediate (within 24 hours) deployment overseas for an extended period of time.

● The USPSC is responsible for carrying out assignments and consults with the supervisor for policy interpretations.

● As needed, on a temporary basis may perform in an alternative role based on operational needs of the Office upon request of the Team Leader or Division Chief.

At the GS-12 level:

At this grade level (if the PSC is promoted during contract performance), the POS will have primary responsibilities for some tasks and secondary responsibilities for others:

Internal Coordination:

● Advise officer personnel regarding status of clearance and the necessary documentation required. Maintain documentation regarding status of security clearances, requests for clearance, and expirations of current clearances.

● As appropriate, for cross-training purposes to enhance operational awareness, may serve on temporary details within the Bureau.

● As needed, on a temporary basis may perform in an alternative band or operational needs of the Division upon request of the Team Leader or Division Director.

● Serve as the primary point of contact for all BHA/AMS requests, including but not limited to access to Agency’s cloud-computing technology for customer service tracking known as Service Now, facilitating facility, and security clearances. Ensure that all requests meet the status of requests and the necessary documentation required. 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 spreadsheet as necessary.

● Serve as a backup to support all aspects of employee onboarding which may include, but not limited to, new employee orientation related tasks and coordinating with the PSC Contracts Team and BHA Resources Team.

Administrative and Other General Duties and Responsibilities:

● Develop and maintain a system to track and manage flow of work related to recruitment and contract actions to ensure procurement planning objectives are met.

● Prepare necessary paperwork and facilitate the processing of requests for new badges or replacement of lost badges, security clearances or security upgrades.

● Draft recurring reports based on collected data or formalized databases. Process contract actions in agency procurement systems and financial systems.

● Serve as a back-up point of contract for security clearances. Ensure that security clearances and requests for security clearances meet the Agency Standards and appropriate regulations.

● Recognize and resolve problems which impede the delivery of humanitarian assistance. Keep TAMO’s Team Leader informed at all times of the status of responses, and any potential problems which might arise that would require higher level intervention. Assist in maintaining staffing tables for reports for program-funded staff.

● 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.

● 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 which may require immediate (within 24 hours) deployment overseas for an extended period of time.

● The USPSC is responsible for carrying out assignments and consults with the supervisor for policy interpretations.

● As needed, on a temporary basis may perform in an alternative role based on operational needs of the Office upon request of the Team Lead or Division Chief.

Finance and Contracting Management

● Draft a wide variety of acquisition documentation, correspondence, and reports involving both technical and specialized terminology. Perform independent research and assemble background information as needed.

● Provide budget and financial support for managing TAMO’s annual budget by maintaining processes, preparing documentation to transfer funds and providing advice and guidance regarding appropriate use of funding mechanisms and commitment/obligation of funds.

● Review, prepare budgets, and oversee acquisition documentation involving technical positions needed for high priority humanitarian assistance activities and which require in-depth research and documentation associated with deploying staff to overseas locations experiencing complex emergencies.

At the GS-13 level:

At this grade level (if the PSC is promoted during contract performance, the SPOS will perform the following:

Internal Coordination:

● Take initiative, act independently, and perform with minimal direction in providing services in support of various functions related to procurement of personnel, management of contracts for program-funded personnel, program planning, budget/finance, office administration, and facilitating security related actions.

● Coordinate and guide the work of other team members. Serve as the primary point of contact for review of actions for the Team Leader’s clearance and/or approval.

● 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, standard procedure.

● Provide expert advice and guidance to assist BHA regional and technical teams in the development of statements of work (SOWs) for requirements for personal services contracts.

● Serve as liaison with the M/OAA as well as with the M/OAA Policy Division, M/OAA Evaluation Division, the Office of the General Counsel, managers and technical experts.

● Serve as a backup to support all aspects of employee onboarding which may include, but not limited to, new employee orientation related tasks, and coordinating with the PSC Contracts Team and BHA Human Resources Team.

Contracting Management

● Manage the procurement planning process for PSC contracts and work with technical teams so that sufficient advance procurement planning is conducted and is in compliance with Agency requirements.

Portfolio Management

● Ensure that reports created and used to track the flow of work related to (but not limited to) recruitment, contract actions 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 U.S. Congress, Agency Senior Management, BHA leadership, etc.

● Independently review, prepare budgets and oversee acquisition documentation especially for cases involving technical positions needed for high priority humanitarian assistance activities and which require in-depth research and documentation associated with deploying staff to overseas locations experiencing complex emergencies.

● 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 timelines and appropriate approvals. Ensure security requests submitted by team members meet Agency standards, regulations, and documentation requirements. Ensure contracting colleagues as well as BHA personnel are advised on the status of security actions in a timely manner.

● Provide guidance to team members in preparing market value determinations for proposed new positions so that relevant work at appropriate grade level is captured in the analysis. Review final documents prior to forwarding to the CO.

● Recognize and resolve problems which may impede the delivery of humanitarian assistance. Keep the TAMO Team Leader or his/her designee apprised at all times of the status of responses, and any potential problems which may arise and require higher level intervention.

● 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 for all related requirements in the COR designation letter and the AOR designation letter.

● 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 which may require immediate (within 24 hours) deployment overseas for an extended period of time.

● The USPSC is responsible for carrying out assignments and consults with the supervisor for policy interpretations.

● As needed, on a temporary basis may perform in an alternative role based on operational needs of the Office upon requests of the Team Lead or Division Chief.

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.)

Determines basic eligibility for the position. Candidates who do not meet all of the minimum requirements are considered NOT qualified for the position.)

For the GS-11 Equivalent Level:

High School Diploma and a minimum of seven (7) 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.

OR

Bachelor’s Degree and a minimum of three (3) years of office experience in providing administrative or program support, one (1) year of which must be specifically in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.

OR

Master’s Degree and a minimum of two (2) years of office experience in providing administrative or program support, one (1) year of which must be specifically in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.

For the GS-12 Equivalent Level:

High School Diploma and a minimum of 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.

OR

Bachelor’s Degree and a minimum of five (5) years of office experience in providing administrative or program support, one (1) year of which must be specifically in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.

OR

Master’s Degree and a minimum of four (4) years of office experience in providing administrative or program support, one (1) year of which must be specifically in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.

For the GS-13 Equivalent Level:

HS Diploma a minimum of eleven (11) years of 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.

OR

Bachelor’s Degree and a minimum of seven (7) years of office experience in providing administrative or program support, one (1) year of which must be specifically in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.

OR

Master’s Degree and a minimum of five (5) years of office experience in providing administrative or program support, one (1) year of which must be specifically in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.

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.

OFFEROR RATING SYSTEM

The offeror rating system factors are used to determine the competitive ranking of qualified offerors in comparison to other offerors. Offerors must demonstrate the rating factors outlined below within their resume, as they are evaluated strictly by the information provided. The rating factors are as follows:

MATRIX (30 points)

At the GS-11 equivalent level

Professional Experience (30 points)

● Experience tracking actions from initial request to completion on procurement, human resources, facilities management, and other administrative information.

● Experience drafting documentation, maintaining tracking systems t and maintaining electronic databases and files required.

● Knowledge of and experience in records management and documentation; specifically files subject to audit and data calls. This may include, bus is not limited to, personally identifiable information (PII), procurement sensitive documentation pertaining to the Federal Acquisition Regulations (FAR) or other applicable Federal regulations.

● Experience as a liaison between administrative and operations divisions or teams and demonstrate prior experience to coordinate across teams.

● Experience managing multiple concurrent tasks and functions within specified timelines.

● Experience writing, reviewing, and editing a wide range of action/informational memorandums, reports and memoranda, and other official documents.

At the GS-12/13 equivalent level

Financial Management (5 points)

● Experience advising, preparing, and justifying budget requests for diverse programmatic portfolios or similar.

Portfolio Management & Policy (10 points)

● Experience conducting various ad hoc analyses, preparing reports, and compiling information from a variety of sources for management review in response to requests from a regulatory body such as a review board, audit firm or Congress and Senior Management.

● Experience providing advice and guidance on team/department/division/organization processes, templates, and standard operating procedures.

● Experience interpreting and analyzing USG regulations such as the FAR and other USG regulations as it pertains to federal procurement.

Contract Management (15 points)

● Experience in the development of a Statement of Work (SOW).

● Experience writing, reviewing, and editing a wide range of action/informational memorandums pertaining to pre-award and post-award contract actions.

● Experience serving as liaison between the program office and Contract Officers/Specialist.

Interview Performance (50 points)

Timed Writing Text (10 points)

Satisfactory Professional Reference Checks (10 points)

Total Possible Points: 100

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 future phase of the selection process.