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Job Description
I. GENERAL INFORMATION
1. SOLICITATION NO.: 72066324R10021
2. ISSUANCE DATE: November 8, 2024
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: November 24, 2024 NLT 11:59 p.m. EAT
4. POINT OF CONTACTS: Reid Ahl, Supervisory EXO and Fekadu Tamirate, HR Specialist, e-mail at addisusaidjobs@usaid.gov.
5. POSITION TITLE: Administrative Assistant
6. MARKET VALUE: $11,575 – $20,839 yearly i.e., equivalent to FSN-7. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Ethiopia. Final compensation will be negotiated within the listed market value. Salary will be paid in local currency at the exchange rate in effect when the payroll is processed.
7. PERIOD OF PERFORMANCE: Five (5) years. The services provided under this contract are expected to be of a continuing nature through a series of sequential contracts, subject to continued need, satisfactory performance, and the availability of funds. The expected initial period of performance is 03/09/2025 – 03/08/2030.
8. PLACE OF PERFORMANCE: US Embassy, Entoto Road, Addis Ababa, with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Cooperating Country Nationals (CCNs). “Cooperating country national”
means an individual who is a cooperating country citizen, or a non-cooperating country citizen
lawfully admitted for permanent residence in the cooperating country.
10. SECURITY LEVEL REQUIRED: Facility Access.
11. STATEMENT OF DUTIES:
- General Statement of Purpose of the Contract
- Statement of Duties to be Performed
The Administrative Assistant serves as the principal administrative support person for the Office Chief and reports to him/her directly and/or his/her designee, operating independently to ensure that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, ensuring other Office staff members may be more effective.
The Administrative Assistant is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including Mission staff, contractors and grantees and potential contractors and grantees, Implementing Partners (IPs), host-government officials, the Embassy, USAID/Washington, and other customers. In this capacity, the Administrative Assistant is responsible for coordinating information about the Office and making sure that information gets to customers on a timely basis and in a professional manner.
- The Administrative Assistant receives and places phone calls, sends and receives e-mail and faxes, and sets up meetings and makes appointments at the request of the supervisor and other Office staff with Mission, Host-Government, Implementing Partners (IPs), Non-Governmental Organizations (NGO), donor organizations, private-sector, and other contacts; arranges transportation, as needed; and takes minutes when requested. The Administrative Assistant schedules appointments based on a good knowledge of the Office Director’s commitments and maintains the Office calendar, reminding the supervisor and others of meetings and appointments. The Administrative Assistant takes messages in the absence of the Office Director and other staff, directing callers to other staff members, or answering questions personally; prepares visitor access requests, receives and assists visitors, answers questions, or directs them to a staff member who can assist them; schedules meetings for the Office Director, and ensures that attendees are briefed or provided proper background material for meetings; and, participates in arranging for conference/meeting room space as required by the size of the group and maintaining conference/meeting room schedules, in coordination with other Mission administrative staff. The Administrative Assistant meets with other Mission support staff on a regular and recurring basis to update and improve standard operating processes. 25%
- The Administrative Assistant maintains control of correspondence for the Office, including program/project/activity files provided by Contracting/Agreement Officer’s Representatives (CORs/AORs) and other Specialists, establishing and maintaining computerized tracking systems to track Office actions, providing weekly reports to the Office Director, receiving and screening Office mail not addressed to a particular individual, drafting responses to routine correspondence and letters, distributing incoming official mail to Office personnel and attaching pertinent background material, and searching files and records to assemble background information for correspondence and other pending actions. The Administrative Assistant reviews outgoing mail for proper address, routing, attachments, etc., prior to dispatch, reviewing outgoing correspondence for accuracy and conformance with Mission formatting procedures and special instructions. The Administrative Assistant distributes internal policies and procedures and, as necessary, maintains a tracking system of when staff received new policies and/or procedures. 25%
- The Administrative Assistant establishes and maintains files according to standards set by the Mission Correspondence and Records (C&R) Technician/Supervisor in the Executive Office (EXO) and by USAID/Washington, marks correspondence and other documents for filing, and files accordingly. Reviews all correspondence prepared in the Office or elsewhere for the supervisor’s signature, corrects errors by drafters and edits correspondence, and ensures that responding correspondence meets requirements posed by incoming correspondence to which it pertains. The Administrative Assistant maintains and updates handbooks, operating procedures, and other documents, such as visitors’ lists, telephone listings, personnel rosters, and leave, travel, and training schedules. 25%
- The Administrative Assistant uses computer and web-based word processing, spreadsheets, and software applications in the performance of a variety of assignments. Drafts electronic country clearances (eCCs); reports time and attendance; assists incoming personnel with check-in procedures and departing personnel with checkout procedures; prepares travel requests for the Office staff for official travel. Types a variety of correspondence, creates electronic trackers, develops charts, and prepares other documents in draft and final form, proof-reading for format and consistency with standard formatting requirements prior to submitting for signature. As required, the Administrative Assistant locates documents routed for clearance, and obtains and tracks clearances and signatures. As required by workload, the Administrative Assistant may be assigned to the Front Office, or assigned to support other office Administrative Assistants, during the absence of the job holder. 25%
The contractor is eligible for travel to the U.S., or to other locations abroad, for training, for temporary duty, or to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.
- Supervisory Relationship. The Administrative Assistant receives supervision from the Office Chief, and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed, and Office priorities. Most work occurs as a result of normal Office operations, but special activities may be assigned at any time. The Administrative Assistant independently plans and carries out assignments and is responsible for the accuracy of their personal work; work is normally reviewed in terms of results achieved and in meeting Office objectives.
- Supervisory Controls. Full supervision of other Mission staff is not contemplated.
12. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
About You
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education: Two or more years of post-secondary schooling in Secretarial Science or Business Administration, or other related field equivalent to a US junior college or community college diploma, is required.
b. Prior Experience: A minimum of three years of administrative or secretarial work experience, of which two years should be in related work with a U.S. Government Agency, Non-Governmental Organizations (NGOs), other donor organizations, host-government organizations, or private-sector institutions is required.
c. Language: English and Amharic at Level IV (Proficient). English proficiency is a requirement for positions with USAID. In lieu of testing, as academic courses are taught in English at the secondary and post-secondary level, English proficiency will be assessed throughout the evaluation process – application review, skills test, interview. In addition, candidates may provide proof of English language proficiency. Acceptable certifications include CEFR of C1 or C2, IELTS (minimum of 6.5), Cambridge (CAE), TOEFL IBT (minimum of 95), or TOEFL ITP ( minimum of 560). These test results are valid for two years.
d. Knowledge: Demonstrated familiarity, or ability to quickly become familiar with the responsibilities and activities of the Office of assignment, as well as possess a general knowledge of standard office procedures and practices. Demonstrated ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.
e. Skills and Abilities: Demonstrated proficiency in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. Demonstrated proficiency in using the Internet and E-mail.
III.EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with candidates 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 candidates 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 candidates 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 citizen of Ethiopia, or otherwise eligible to work lawfully in Ethiopia;
- Submit a complete application (Offer) as outlined in the section IV;
- Be able to attain a security certificate for Facility Access;
- Be cleared medically to work in the U.S. Mission to Addis Ababa.
After the closing date for receipt of applications, those that meet the minimum qualification requirements (Education and Experience) 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 be interviewed. Short-listed candidates will be evaluated based on information presented in the application, skills test (if used), interview, and obtained through reference checks. An applicant’s references must be able to provide substantive information about past performance and abilities.
BASIS OF RATING
Applicants are rated as outlined below.
Application Review 30 points
The application will be scored based on information provided outlining the quality of experience supporting the statement of duties as outlined in this solicitation (See Section II. d. Job knowledge and e. Skills and Abilities).
Technical Skills 30 points
A skills test will be administered in the form of an essay to assess the candidate’s technical knowledge, attention to detail, and clarity of response using logic and reasoning.
Interview Performance 40 points
Interview questions will be intended to explore the candidate’s:
- Knowledge of the contracting processes and procedures
- Capacity to lead or work as a member of a team
- Ability to prioritize tasks in fast-paced environments
- Understanding of Diversity, Equity, Inclusion, and Accessibility concepts
Total Possible Points: 100 points
Reference Check Pass/Fail
A “Fail” Reference Check would result from information regarding confirmed illegal or unethical activities or a preponderance of negative feedback from numerous references; e.g., not a single critical comment.
Required Skills
- Microsoft Office Pack: Word, Excel, Access, Publisher, Outlook, Powerpoint
How To Apply
IV. SUBMITTING AN OFFER
Eligible Offerors are required to complete and submit:
- The offer form DS-174 (Application for U.S. Federal employment) which can be found in the U.S. embassy website https://et.usembassy.gov/embassy/jobs/; or https://www.usaid.gov/ethiopia/work-with-us/careers/ds-form-174-ccn-application.
- A résumé or CV in English
- Letter of application (cover letter) that describes your knowledge, skills, and abilities, and
- Contact information for a minimum of three and a maximum of five references, including at least two references with direct knowledge of your past performance.
Further Guidance: To ensure consideration of offers for the intended position, offerors must prominently reference the Solicitation Number in the offer submission. Application must be submitted ONLY via addisusaidjobs@usaid.gov with the email subject being: Solicitation 72066324R10021, Administrative Assistant. Be sure to include your name and the solicitation number at the top of each page.
Please do not submit more than one application; and the application must be submitted before or on the closing date at local Ethiopia time 11:59 p.m. (Local Ethiopia, Addis Ababa Time, or EAT). Late and incomplete applications will not be considered.
V. LIST OF REQUIRED FORMS PRIOR TO AWARD
The Contracting Candidates will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:
1. Medical History and Examination Form (Department of State Forms)
2. Questionnaire for Non-Sensitive Positions (SF-85)
3. Fingerprint Card (FD-258)
VI.BENEFITS AND ALLOWANCES
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
1. BENEFITS:
Group life insurance, medical coverage, annual leave and sick leave.
2. ALLOWANCES (as applicable):
Meal allowance and miscellaneous benefit allowance.
VII. TAXES
Cooperating Country Nationals are expected to comply with all relevant Ethiopian laws and regulations.
VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN awards are available at these sources:
1. USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award as described below:
LINE ITEMS
| ITEM NO (A) | SUPPLIES/SERVICES (DESCRIPTION) (B) | QUANTITY (C) | UNIT (D) | UNIT PRICE (E) | AMOUNT (F) |
| 0001 | Base Period – Compensation, Fringe Benefits and Other Direct Costs (ODCs) – Award Type: Cost – Product Service Code: [e.g. R497] – Accounting Info: [insert one or more citation(s) from Phoenix/GLAAS] | 1 | LOT | $ _TBD__ | $_TBD at Award after negotiations with Contractor_ |
3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs
4. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE%20Regulations.
5. PSC Ombudsman
The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman.
The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov.
6. FAR Provisions Incorporated by Reference
| 52.304-27 | PROHIBITION ON A BYTEDANCE COVERED APPLICATION | JUN 2023 |
EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in Ethiopia provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. USAID/Ethiopia also strives to achieve equal employment opportunity in all personnel operations.
The EEO complaint procedure is available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.