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01 Vacant Position advertisement: USAID/Mali Acquisition & Assistance Office – Acquisition and Assistance Specialist (Career Ladder Position)

For detailed minimum requirements, applicants must refer to the Full Statement of duties and the qualification requirements available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/

REF No.: 72068820R10005 (must be inserted in the subject line of the email)

GRADE LEVEL: 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. Attainment of higher-grade levels is contingent upon the Specialist (Trainee) successfully completing required training, meeting agree-upon objectives and milestones, and performing in a Fully Successful (or equivalent) manner. FCFA 21,897,069 TO FCFA 33,940,461 equivalent to FSN-11; 18,711,303 TO 29,002,527FCFA equivalent to FSN-10; 15,473,415FCFA TO 23,983,791FCFA equivalent to FSN-9. The incumbent will be compensated in accordance with the U.S. Mission Mali’s Local Compensation Plan (LCP). Final compensation will be negotiated within the listed market value.

BASIC FUNCTIONS:

This position is established as Acquisition and Assistance Specialist (A&A Specialist) “Ladder” position, which includes positions at the FSN-9, FSN-10, and the full performance level of FSN-11.

At the full performance level (FSN-11), the CCN PSC will perform the following general duties:

The A&A Specialist is responsible for managing the procurement portfolio and performing acquisition and assistance functions for programs in the USAID/Mali. Transaction levels for both acquisition and assistance will typically range in size from $50,000 to $55,000,000 in estimated value per transaction. All acquisition and assistance methods are employed, including full and open competitive actions done through negotiation or sealed bidding, task orders, delivery orders against established indefinite quantity contracts, interagency agreements, cooperative agreements, grants, and simplified acquisitions. Supervision is provided by a lead Contracting/ Agreement Officer in the Acquisition and Assistance Office (AAO). As a fully empowered representative of AAO, the A&A Specialist is a core team member on multiple Mission Development Objective (DO) teams covering different development sectors, and advises Mission and DO team management on the interpretation and application of acquisition policies and regulations to specific acquisition and assistance activities, both operational and project support. The incumbent advises on the need for waivers and ensures that procurements comply with USAID regulations.

At the Intermediate Performance Level (FSN-10), the CCN PSC will perform the following general duties:

The Specialist (Intermediate Level/IL) is responsible, among other duties, for providing acquisition and assistance (A&A) support to Mission Technical Offices, DO Teams, and any designated regional clients. USAID programs are diverse and multi-sectoral. The Specialist is required to provide assistance with acquisition and assistance processes to designated Technical Offices, and/or DO Teams, and to support a variety of activities. These activities are implemented through complex A&A mechanisms, including but not limited to purchase orders, competitively negotiated contracts, task orders, cooperative agreements, Interagency Agreements (IAA), and sole source or limited competition awards, requiring the Specialist to become familiar with the full range of USAID instruments. Assignments are designed to provide more advanced experience with the intent that the Specialist will be responsible for all phases of the A&A process for complex actions in the future. The Specialist performs complete A&A transactions for activities involving moderate complexities. The Specialist is eligible for temporary duty (TDY) travel to the US, or to other Missions abroad, to participate in the « Foreign Service National » Fellowship Program, in accordance with USAID policy.

At the Entry Level (FSN-9), the CCN PSC will perform the following general duties:

The Specialist (Entry Level/EL) is responsible, among other things, for providing basic acquisition and assistance (A&A) support to Mission Technical Offices, DO Teams, and any designated regional clients. USAID programs/projects/activities are diverse and multi-sectoral. These programs/projects/activities are implemented through complex A&A mechanisms, including but not limited to purchase orders, competitively negotiated contracts, task orders, cooperative agreements, Inter Agency Agreements (IAA), and sole source or limited competition awards, requiring the Specialist to become familiar with the full range of USAID instruments. Assignments are designed to provide diversified experience as a foundation for future responsibility. The Specialist performs complete A&A transactions for activities involving few complexities. The Specialist is eligible for temporary duty (TDY) travel to the US, or to other Missions abroad, to participate in the « Foreign Service National » Fellowship Program, in accordance with USAID policy.

MAJOR DUTIES AND RESPONSIBILITIES

Full Performance Level (FSN 11):

Pre-Award Duties and Responsibilities (60%):

Participate in procurement planning functions that may include reviewing strategic objective agreements/results frameworks, participating in program planning meetings, and identifying components of the plans that are accomplished through the participation of outside provider organizations.

Post-Award Duties and Responsibilities (40%):

Responsible for contract administration sufficient to ensure that the terms and conditions of the award are met, and that the contractor meets delivery schedules and/or performance milestones in a timely manner to achieve Mission objectives. Organize and conduct post-award conferences to include orientation meeting with the selected contractor/grantee and all cognizant Mission support offices, beneficiaries, and relevant implementer employees to ensure that mobilization efforts will be conducted efficiently and that all terms and conditions of procurement instruments are clear and well-understood by all parties. Provide support in debriefing unsuccessful offerors. Contract/grant administration includes, among other tasks, site visits, change orders, drafting correspondence, initiating contractor performance evaluations, monitoring of reporting requirements, advising C/AORs and contractors on their administration responsibilities, etc.

Intermediate Level (FSN10):

Pre-Award Duties: The Specialist assists the Technical/DO Teams with A&A planning and advises on the selection of the appropriate A&A mechanisms to achieve program objectives. The Specialist collects and analyzes data, and prepares and updates tracking tools in order to monitor pending actions; works with clients to assist in the preparation of justifications, waivers, deviations, and other necessary approvals, as needed; and, reviews GLAAS Requisitions (REQs) for completeness and clarity before endorsing them to higher-level Specialists/Officers. With limited assistance, the Specialist conducts pre-award activities for moderately complex competitive solicitations, assisting technical personnel in the preparation of required descriptions of proposed activities, including SOWs, specifications, and program descriptions.
Post-Award Duties: The Specialist monitors performance as required by the terms and conditions of the award, through reviews of performance and reviews of financial reports. The Specialist administers the awards in his/her assigned developmental portfolio, monitoring funding levels and preparing incremental funding modifications; and, with assistance as needed from higher-level Specialists/Officers, works with CO/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 conducts site visits and attends meetings. The Specialist 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 researches and makes recommendations to resolve issues that may arise during contract performance, including changes, work stoppages, disputes, implementation problems, defaults, cost overruns, unacceptable performance, and payment problems.
Award Closeout: The Specialist conducts closeout of acquisition and assistance awards (i.e., contracts, task orders, grants, cooperative agreements) after completion. This includes ensuring contract audits are conducted in a timely manner, preparing performance documentation, and resolving outstanding issues noted in audits.

Entry level (FSN 9):

Pre-Award Duties: The Specialist participates in meetings on A&A planning; collects and analyzes data, and prepares and updates tracking tools in order to monitor pending actions; works with clients to assist in the preparation of justifications, waivers, deviations, and other necessary approvals, as needed; and, reviews GLAAS Requisitions (REQs) for completeness and clarity before endorsing them to higher-level Specialists/Officers. The Specialist prepares solicitation documents in GLAAS, and electronically posts solicitations; and, works with higher-level Specialists/Officers to ensure compliance with FAR and AIDAR publicizing requirements, including publication of synopses and solicitations, as prescribed. The Specialist works with higher-level Specialists/Officers to prepare Requests for Proposal and Notices of Funding Opportunities. The Specialist 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. The Specialist directly performs simple procurement actions for supplies or services below the simplified acquisition threshold (SAT) that require limited use of negotiation techniques and analysis.
b. Post Award Duties: The Specialist 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 administers the awards in the assigned developmental portfolio, monitoring funding levels and preparing incremental funding modifications; and, under the guidance of higher-level Specialists/Officers, works with CO/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 conducts site visits and attends meetings. The Specialist 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 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.
Award Closeout: The Specialist assists in the closeout process for acquisition and assistance awards (i.e., contracts, task orders, grants, 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.

MINIMUM QUALIFICATIONS

Full Performance Level (FSN 11):

Education (15): Possession of a Baccalaureate Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in accounting, law, business, finance, contracts, purchasing, economics, industrial management, marketing, quantitative methods, and/or organization and management is required. NB: Additional education may NOT be substituted for Experience.
Prior Work Experience (25): Minimum of five years of progressively responsible work experience in acquisition and assistance is required. As this position is part of a recognized and established career ladder, a minimum of two years of this experience must have been gained working in a USAID Contracting/A&A Office, with at least one year at the next lower, FSN-10, grade level. NB: Additional experience may NOT be substituted for Education.
Language Proficiency (10): Level IV (Fluent) English and French, both oral and written, is required. Familiarity with additional languages in Office-supported countries is desired.
Job Knowledge (25): 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 is desirable.
Skills and Abilities (25): The ability to plan and administer acquisition activities and provide adequate acquisition and assistance 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. Skills in the use of most elements of the Microsoft Business suite are required.

Good analytical, negotiating, and time management skills, along with strong proofreading skills and attention to detail, are required. The ability to work calmly, tactfully, and effectively under pressure is essential, as well as the ability to maintain strict CONFIDENTIALITY, and meet all STANDARDS OF CONDUCT/ETHICS STANDARDS in accordance with US law throughout all phases of acquisition and assistance procurement processes.

Intermediate Performance Level (FSN-10):

Education (15): Possession of a Baccalaureate Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in accounting, law, business, finance, contracts, purchasing, economics, industrial management, marketing, quantitative methods, and/or organization and management is required. NB: Additional education may NOT be substituted for Experience.
Prior Work Experience (25): Minimum of four 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 (10): Level IV (Fluent) English and French, both oral and written, is required. Familiarity with additional languages in Office-supported countries is desired.
Job Knowledge (25): 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 is desirable.
Skills and Abilities (25): The ability to plan and administer acquisition activities and provide adequate acquisition and assistance 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. Skills in the use of most elements of the Microsoft Business suite are required.

Entry Level (FSN-9):

Education (15): Possession of a Baccalaureate Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in accounting, law, business, finance, contracts, purchasing, economics, industrial management, marketing, quantitative methods, and/or organization and management is required. NB: Additional education may NOT be substituted for Experience.
Prior Work Experience (25): Minimum of four years of 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 English-language work environment. NB: Additional experience may NOT be substituted for Education.
Language Proficiency (10): Level IV (Fluent) English and French, both oral and written, is required. Familiarity with additional languages in Office-supported countries is desired.
Job Knowledge (25): Knowledge of public and/or private-sector business processes, or the ability to quickly gain such knowledge, is required. An understanding of US Federal and USAID Acquisition Regulations, and/or knowledge and understanding of how to execute and administer a complex acquisition portfolio, and/or the ability to quickly gain such understanding, 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 basic understanding of markets pertaining to program/project/activity requirements for services and commodities, and a good knowledge and understanding of US market and pricing methods is desirable.
Skills and Abilities (25): The potential to acquire the ability to plan and administer acquisition activities and provide acquisition and assistance support for Agency programs and projects in a timely manner, is required. The potential to gain the ability to apply contracting regulations, procedures, and policies to individual acquisition and assistance programs is required. And, an ability to 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 desired.

Full Statement of duties and qualification requirements are available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/

SELECTION FACTORS:

To be considered for this position, applicants must meet the minimum qualifications stated above. For applicants meeting the minimum qualifications, further consideration and selection will be based on panel assessment of the selection factors listed below.

Applicants are required to address each of the selection criteria on a separate sheet describing specifically and accurately what experience, training, education, and/or awards or recognition they have received relevant to each criteria described below, and any related considerations.

Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

TO APPLY:

All cv/resume and cover letter must be in English; otherwise application package will be considered incomplete and will be rejected. All the hiring process will be conducted in English, including interviews and any eventual proficiency written test.

Interested candidates for this position must submit the following required documents:

A cover letter of not more than two (2) pages describing how the incumbent’s skills and experience fit the requirements of subject position.
A resume or curriculum vitae (CV) relevant to the subject position.
Copy of Diplômas, degrees, certificates and/or ‘‘Attestation de travail’’, recommendation letters, etc.
Five (5) professional references with complete contact information including email addresses and telephone numbers. References should have knowledge of the candidate’s ability to perform the duties set forth in the application and must not be family members or relatives.
Full mailing address with telephone, facsimile numbers and email address and should retain for their records copies of all enclosures that accompany their submissions.

SUBMIT APPLICATION: Indicate the Vacancy Reference Number: 72068820R10005 in the subject line of your email. If this is not properly indicated your submission would NOT be retrieved.

Email Human Resources Management Section: bamakohrmvacancies@usaid.gov with the above reference in the subject line.

CLOSING DATE FOR THIS POSITION IS: April 14, 2020