Detalles del Empleo

Administrative Assistant

RDS-EMPLEOS  

  • Distrito Central, FM
  • sep 7º, 2020 - sep 27º, 2020
Tiempo completo

  

SOLICITATION NUMBER:          72052220R10006

ISSUANCE DATE:                          September 7, 2020                                                

CLOSING DATE/TIME:                September 25, 2020

                                                1700 Local time, Tegucigalpa, Honduras

                                                1900 Eastern Time

SUBJECT:      Solicitation for a Cooperating Country National or Third Country National   Personal Service Contractor (CCN/TCN PSC - Local Compensation Plan)

 

Dear Prospective Offerors:

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 Attachment 1 of this solicitation.  Incomplete or unsigned offers will not be considered.  Offerors should retain copies of all offer materials for their records.

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 Attached 1.

 

 

Sincerely,

Clinton Branam

Contracting Officer

   

 

    SOLICITATION NUMBER: 72052220R10006

             

I. GENERAL INFORMATION

 

  1. SOLICITATION NO.: 72052220R10006

 

  1. ISSUANCE DATE: September 7, 2020

 

  1. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: September 25, 2020

 

1700 Local time, Tegucigalpa, Honduras

                                                1900 Eastern Time

 

  1. POINT OF CONTACT:

 

Department of State - Human Resources Office:  E-mail: TGGUSAID@state.gov 

 

USAID/Honduras – Human Resources Office:

E-mail: TEGUCIGALPAHR@usaid.gov 

 

  1. POSITION TITLE: Administrative Assistant

 

  1. MARKET VALUE: 247,156.00 – L.420,162.00 equivalent to FSN- 7

In accordance with AIDAR Appendix J and the Local Compensation Plan of

USAID/Honduras. Final compensation will be negotiated within the listed market value.

 

  1. PERIOD OF PERFORMANCE: Employment under this contract is of a continuing nature, estimated start date will be contingent upon the successful outcome of a security and medical clearance of the selected candidate. 

 

  1. PLACE OF PERFORMANCE: USAID/Honduras, Office of Acquisition and Assistance (OAA), with possible travel as stated in the Statement of Duties.

 

  1. ELIGIBLE OFFERORS: All interested candidates.  All applicants must be a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country, must have the required work permit or documentation that permits the applicant to work legally in the country, in order to be eligible for consideration.

 

  1. SECURITY LEVEL REQUIRED: CCN/FSN standard clearance.

 

  1. STATEMENT OF DUTIES

 

  1. Basic Function of Position

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.

Please note that this is an entry-level position with tremendous opportunity for professional growth and career advancement at the world’s leading government development agency.  USAID goes to great lengths to develop talent, including training, mentoring, and experiential learning opportunities.  The selected candidate will have the opportunity to actively engage in unique areas of interest throughout the mission as time and workload permit.  For this reason, candidates who exceed minimum qualifications are strongly encouraged to apply.

 

  1. Major Duties and Responsibilities:

The Administrative Assistant receives and places phone calls, sends and receives e-mail           25% 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.      

The Administrative Assistant maintains control of correspondence for the Office,           25% 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.        

The Administrative Assistant establishes and maintains files according to standards set   25% 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.  

The Administrative Assistant uses computer and web-based word processing,      25% 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 check-out 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.  

          

  1. Supervision Received:

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.

 

  1. Supervision Exercised:

          Full supervision of other Mission staff is not contemplated.

The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

 

  1. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

 

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

 

  1. 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. Applicants possessing higher level degrees are also strongly encouraged to apply.

 

  1. Prior Work 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. Those candidates with additional professional experience relevant to the position are strongly encouraged to apply.  

 

  1. Post Entry Training:

The Administrative Assistant will be provided familiarization training on USAID operations, and on specific regulations and procedures (such as records management, travel, and correspondence management). Additional training in-country may be provided from time to time, depending on course offerings and the availability of space and funds.

 

  1. Language Proficiency:

Level 4 (advanced professional proficiency) English and local language proficiency (if appropriate), both oral and written, is required.

 

  1. Job Knowledge:

The Administrative Assistant should be familiar, or able 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. The Administrative Assistant should have the ability to develop an excellent understanding of USG file management, mail handling, and correspondence formatting.

 

  1. Skills and Abilities:

The Administrative Assistant must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Outlook, and other software programs as designated. The Administrative Assistant must be proficient in using the Internet and E-mail.

 

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.

Candidates that meet the minimum requirements, as outlined in this solicitation, will be evaluated and ranked based on the following evaluation criteria:

 

Exceptional:

  • A comprehensive and thorough application of exceptional merit.

  • Candidate meets and fully exceeds the Government expectations and presents very low risk or no overall degree of risk of unsuccessful contract performance.

  • Strengths significantly outweigh any weaknesses that may exist.

 

Very Good:

  • A candidate demonstrating a strong grasp of the requirements of the position.

  • Candidate meets position requirements and presents a low overall degree of risk of unsuccessful contract performance.

  • Strengths significantly outweigh any weaknesses that exist.

 

Satisfactory:

  • A candidate demonstrating a reasonably sound application and a good grasp of the position requirements.

  • Candidate meets position requirements and presents a moderate overall degree of risk of unsuccessful contract performance.

  • Strengths outweigh weaknesses.

 

Marginal:

  • The candidate shows a limited understanding of the requirements.

  • Candidate meets some or most of the position requirements, but presents a significant overall degree of risk of unsuccessful contract performance.

  • Weaknesses equal or outweigh any strengths that exist.

 

Unsatisfactory:

  • The candidate does not meet the position requirements.

  • Presents an unacceptable degree of risk of unsuccessful contract performance.

  • Deficiencies and significant weaknesses demonstrate a lack of understanding of the Government’s needs.

  • Weaknesses and or deficiencies significantly outweigh any strengths that exist.

 

Applicants meeting the above required qualifications for the position will be evaluated based on information presented in the application and obtained through reference checks. The hiring panel may check references that have not been specifically identified by applicants and may check references before or after a candidate is interviewed.  USAID/Honduras reserves the right to conduct interviews with the most highly ranked applicants and make the interview a deciding factor in selection.

Please note that this is an entry-level position with tremendous opportunity for professional growth and career advancement at the world’s leading government development agency.  USAID goes to great lengths to develop talent, including training, mentoring, and experiential learning opportunities.  The selected candidate will have the opportunity to actively engage in unique areas of interest throughout the mission as time and workload permit.  For this reason, candidates who exceed minimum qualifications are strongly encouraged to apply.

 

IV. SUBMITTING AN OFFER

Eligible Offerors are required to complete and submit the following:

  1. Cover Letter;

  2. Universal Application for Employment (UAE) (Form DS-174), as a Locally Employed Staff or Family Member, which may be found in this website: https://hn.usembassy.gov/embassy/jobs/;

  3. A current resume or curriculum vitae in English that provides the same information found on the form DS-174; plus

  4. Any other documentation such as diplomas or proof of the education requirement listed above.

 

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, Item 4 in English via a single .PDF file entitled “FIRST NAME_LAST NAME.PDF” to BOTH e-mail addresses:

  • TGGUSAID@state.gov

  • TEGUCIGALPAHR@usaid.gov

E-mail subject must be as follows: “Administrative Assistant”.  The PDF file should not exceed 20MB.  To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.

 

  1. Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.

The US Mission in Tegucigalpa, Honduras 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.  The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not 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.

 

See https://www.usaid.gov/honduras for additional information.

 

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the CO will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:

  1. Completed DS-174 form.

  2. Copy of your Honduran ID card.

  3. Copy of your Driver's License if you have one.

  4. Croquis of your current home address.

  5. An original and current "Constancia de Antecedentes Policiales" from División Policial de Investigaciones (DPI).

  6. An original and current "Constancia de Antecedentes Penales" from the Honduran Court

 

All candidates for employment with the US Mission must pass a background/security investigation and a medical certification.  Any employment offer with the US Mission is contingent upon a candidate’s ability to secure the necessary certifications.

 

VI.     BENEFITS AND ALLOWANCES

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

  • Bonuses: Christmas Bonus, Vacation bonus and 14th month bonus

  • Medical, Optical, Dental, and Life Insurance. The Mission pays the full premiums for employee’s life and medical insurance and pays 80% of the premiums of the medical insurance for dependents.

  • Local Retirement Plan. The Mission contributes 10% from the employee’s Basic Annual Salary and the employee a minimum of 5% of the Basic Annual Salary.

  • Annual Leave according to the following:

 

Completion of 1 year                                112 Hours (14 working days)

Completion of 2 years                             120 Hours (15 working days)

Completion of 3 years                                  136 Hours (17 working days)

Completion of 4 years or more                     184 Hours (23 working days)

 

  • 1040 hours of Sick Leave per calendar year.

  • Entitlement of American and Local Holidays.

 

VII.     TAXES

Employees are expected to pay each just financial obligation in a proper and timely manner, especially one imposed by law, such as local taxes.  In this context, "in a proper and timely manner" means in a manner which does not, under the circumstances, reflect adversely on the U.S.

Government as the employer. If an employee refuses or fails to pay his/her financial obligations, this will constitute valid grounds for separation, without liability for severance or notice on behalf of the U.S. Government.

U.S. Citizens/U.S. Residents under Cooperating Country National Personal Services Contracts (CCN PSC) are subject to U.S. tax withholding (federal income taxes, OASDI, and Medicare).  U.S. taxes are deducted in lempira equivalent.  

 

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING      

     TO PSCs

USAID regulations and policies governing CCN and TCN PSC 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  

 

  1. 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

Compensation, Fringe Benefits and Other

Direct Costs (ODCs)

-                      Award Type: Cost

-                      Product Service Code: R497 - Accounting Info: 

Funding Type: Program

BBFY / EBFY: 2015/2016/2017/2018/2019

Appropriation: 7215/161037,7216/171037

Template: Mission Program Funds 

Distribution Code: 522-M

Team / Division: HONDURAS/OAA

Resource Category: 1130007, 1210601, 1150957 

1

LOT

$ TBD

$TBD at Award after negotiations with

Contractor

  

  1. All applicable 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

 

  1. 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  

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