U.S. Embassy In Nicaragua

USAID Solicitation: Secretary FSN-07

SOLICITATION NUMBER: 72052423R10002
ISSUANCE DATE: May 10, 2023
CLOSING DATE/TIME: May 25, 2023 No later than 16:00 hours Nicaragua time.

SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC – Local Compensation Plan)
Position Title: Secretary, FSN-07

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.

Offers must be in accordance with this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.

USAID will evaluate all offerors based on the stated evaluation criteria. USAID encourages all individuals, including those from disadvantaged and under-represented groups, to respond to the solicitation.

This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers.
Any questions must be directed in writing to the Point of Contact specified in the below.

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72052423R10002
2. ISSUANCE DATE: May 10, 2023
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: May 25, 2023 No later than 16:00 hours Nicaragua time.
4. POINT OF CONTACT: Executive Office, USAID/Nicaragua e-mail at HR Managua hrmanagua@usaid.gov
5. POSITION TITLE: Secretary FSN-07
6. MARKET VALUE: C$432,957 – C$692,721 Córdobas equivalent to FSN-Grade 07,
   In accordance with AIDAR Appendix J and the Local Compensation Plan of U.S. Mission in Nicaragua. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: USAID expects the successful offeror to provide continuous services under a series of sequential contracts subject to availability of funds.
8. PLACE OF PERFORMANCE: USAID/Nicaragua with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: This position is open to All Interested Offerors OFFERORS (NICARAGUA CITIZENS AND OFFICIAL RESIDENTS OF NICARAGUA) MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
   1. All US Embassy Managua Mission Employees – All Agencies. All Offerors (Nicaragua Citizens and official residents of Nicaragua) must have the required work and/or residency permits to be eligible for consideration.
   2. Current employees serving on a probationary period are not eligible to apply.
   3. Current employees with unsatisfactory performance are not eligible to apply.
   4. Management will consider nepotism/conflict of interest, and residency status in determining successful candidacy.
10. SECURITY LEVEL REQUIRED: Selected offeror must be able to obtain a favorable Security Certification for employment authorization from the U.S. Embassy’s Regional Security Office.

11. STATEMENT OF DUTIES

1. General Statement of Purpose of the Contract
The incumbent of this position provides the full range of routine secretarial, logistical, financial and administrative services for two (2) USAID/Nicaragua support offices –Executive Office and the Office of Financial Management. With limited supervision and guidance, the incumbent maintains the calendars for professional staff, receives visitors, answers inquiries from members of the public, tracks and manages correspondence through the clearance process, maintains official files, schedules meetings, answers telephones, coordinates travel arrangements and requisition supplies. This position is the Point of Contact (POC) of the Mission VAT (value added tax), tax exoneration letters and administrative close-out processes. Incumbent is based in the Executive Office and is supervised by the USPSC (local hire) Management Specialist or his/her designee.

2. Statement of Duties to be Performed

Administrative Assistance Duties 35%

1. Provides logistical travel support to the two support offices by ensuring that proper documentation is prepared and procedures are followed when preparing requests for travel, transportation, country clearances, actual subsistence, travel vouchers, advances, etc. Makes hotel reservations and obtains confirmations.
2. When required prepares and/or makes requests for official transportation within and outside Managua, for visiting personnel; makes hotel reservations; requests tax exemption letters and forwards same to the hotels.
3. Makes arrangements for conferences and workshops; works with appropriate persons within the Mission and with outside offices to ensure that all the logistics are in place for a successful event.
4. Orders office supplies and equipment on an as-needed basis; ensures that office equipment functions properly and prepares work orders for equipment repairs as necessary.
5. Control the Mission tax exoneration letter process and provide tax exoneration letter to Mission staff as requested.
6. Serves as the bi-weekly time and attendance keeper for both the Executive Office and the Office of Finance staff and may serve as a back-up for other offices.

Financial Assistance Duties 35%

1. Serves as the Office of Financial Management POC for all program activities related to close-outs, by monitoring that they are timely process in the office, this involves reviewing and properly supporting them before the office chief clearance.
2. Prepare yearly request of tax exoneration letters to the GON for all of the Mission programs, maintain chronological sequences of request for future request, and also prepare any ad-hoc request for new or extended programs.
3. Coordinate with the Embassy payment section, to make sure that all documentations for vouchers paid by them on behalf of USAID are promptly available for posting in Phoenix.
4. Serves as the Mission administrative actions close out clerk.
5. On an annual basis gather from implementing partners all VAT reports for timely reporting to the Embassy.

Secretarial/Logistical Support 30%

1. Provides routine telephone and receptionist services to the two support offices; screens visitors and callers, personally providing non-technical information or referring them to other Mission staff as appropriate; manages calendars and schedules meetings as appropriate and keeps track of appointments. On sensitive and/or substantive issues, determines the nature of the contact and provides background information to the appropriate party before referring the call or visitor.
2. Types, formats and proofreads correspondence (i.e. letters, memoranda, cables, presentations, requisitions, etc.) from rough drafts. Reviews outgoing correspondence for accuracy, format, grammar, punctuation, typographical errors, and ensures that attachments are in place and proper clearances are obtained. At supervisor’s instruction of the office assigned, may draft and type replies to correspondence of a non-technical or non-substantive nature for supervisor’s signature.
3. Assists in the production, collation, and dissemination of key, and, at times, complex administrative and financial documents, such as reports to USAID/Washington, Management Assessment (FMFIA), Mission Administrative Budgets, etc. Ensures state-of-the art professional quality documents are produced at all times. Monitors timely flow of documents though the internal clearance process.
4. Assists in maintaining official files in accordance with Agency regulations; prepares new file folders at the end of the fiscal year and prepares appropriate shelf listings to retire old files to storage or disposal, as appropriate. As the filing custodian for the two offices; prepares and sends any reports to USAID/Washington, such as vital records, etc. Also serves as the alternate expert in administrative procedure related to official files management for the Mission, backstopping the HR/Admin. Specialist in this task.
5. Receives incoming correspondence, date stamps, logs, reproduces necessary file copies and distributes to the appropriate person(s); monitors the delinquent actions by following up with action officer and by requesting an extension of action dates when necessary.
6. Reserves conference room for meetings.
7. Prepares requisitions for office supplies and equipment and prepares work orders for repairs of office equipment, as appropriate.
8. Submits requests for after-hours access for employees, access for visitors, and other services requested through RSO, when required.
9. Incumbent will be included in the Duty Roster to cover for administrative support services in the Director’s Office when that incumbent is at lunch or annual/sick leave.
   The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.

3. Supervisory Relationship and Supervisory Controls

a. Supervision Received: Works under the general supervision of the USPSC (local hire) Management Specialist. Will also receive assignments from the Office of Financial Management Chief.
b. Supervision Exercised: Supervision of other USAID staff is not contemplated

12. PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: Completion of secondary school is required.
2. Prior Work Experience: At least three years of experience as a Secretary in a large to a medium organization is required. Experience with computerized word-processing and spreadsheets are required.
3. Language Proficiency: Level IV English and Spanish (fluent), both written and spoken, and the ability to communicate clearly and effectively with all levels/categories of staff are required.
4. Job Knowledge: Must have good working knowledge of secretarial/administrative assistance and correspondence management. Good knowledge of clerical practices and procedures. Demonstrated proficiency in typing various correspondence formats (i.e., cables, memoranda, letters, reports, email, etc.) is required.
5. Skills and Abilities: Accuracy in typing and the ability to organize, prioritize, and juggle various duties at the same time is required; the ability to follow through on work assignments with minimal supervision is also required. Strong proofreading skills and attention to detail are required. Must have the ability to work effectively as a team member in a culturally diverse team environment. The incumbent must be a self-starter – able to work calmly, tactfully, and effectively under pressure. Demonstrated proficiency in using the Microsoft Office including Word, Excel, and PowerPoint is required. The ability to adapt quickly to different offices and handle the duties is required. Must have excellent interpersonal and communication skills; must be tactful and diplomatic when dealing with a wide range of internal and external contacts. Mastery of grammar and spelling, punctuation, paragraph and sentence structure 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.
The technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

1. Offerors will be initially screened based on the extent to which the individual meets the minimum qualifications above. Those individuals that meet the minimum qualifications, will then be selected to complete an English evaluation that would determine the level of language proficiency.
2. A Technical Evaluation Committee (TEC) will review and evaluate the offers that meet the minimum requirements and will create a ranking of the most highly rated and technically qualified offerors based on the following evaluation criteria:
   Work Experience (40%)
   Job Knowledge (30%)
   Skills and abilities (30%)
3. The TEC will conduct interviews with the most highly rated offerors, before making a selection recommendation to the Contracting Officer (CO). The interview will be one of the determining factors in the final selection.
4. Before a final offeror is selected for the position, the CO will direct the TEC or the Human Resources Division to perform professional reference checks and they will also be factored into the final selection.

IV. SUBMITTING AN OFFER

1. Eligible Offerors are required to complete and submit the offer form: Employment Application for Locally Employed Staff or Family Member (DS-174), which is available on our website: https://eforms.state.gov/forms/ds174.pdf
2. Offerors must submit the DS-174 to: hrmanagua@usaid.gov and identify the position to which they are applying.
3. A signed cover letter of no more than 2 pages that demonstrates how the Offeror’s qualifications meet the work requirements.
4. Offerors may submit any other documentation (e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the positions as listed above.
5. Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I.
6. Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

1. The CO will provide instructions about how to complete and submit the necessary appropriate forms after an offeror is selected for the contract award.
2. Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – Please be advised that, upon award, the contractor will be required to follow the Mission policies and/or directives from the U.S. Department of State regarding COVID-19 requirements.

VI. BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

1. BENEFITS:
   A Cooperating Country National (CCN) PSC is authorized benefits and allowances in accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of the U.S. Mission in Nicaragua.
2. ALLOWANCES (as applicable):
   A Cooperating Country National (CCN) PSC is authorized benefits and allowances in accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of the U.S. Mission in Nicaragua.

VII. TAXES

Locally employed staff are required to follow Mission policy and local labor law as described in the LCP.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCNPSC 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/ads/policy/300/aidar
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

6. 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
7. 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.
8. 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.