Solicitations open to: Ukrainian Nationals (Residency/Ukrainian Work Permit)
Solicitation No.: 720-121-24-R-10005
Position Title: Project Management Specialist (Humanitarian)
Issuance date: May 15, 2024
Closing date and time: June 04, 2024, at 11:59 p.m. Kyiv Time
Work hours: 40 hours (Full time)
Position Grade: FSN-10
Market Value: Basic Annual Rate (in U.S. Dollars): $32,180 - $41,841 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Ukraine. Final compensation will be negotiated within the listed market value.
Place of Performance: Kyiv, Ukraine
Period of Performance: Five-Year Period of Performance with possibility to renew in accordance with ADS 309: - Personal services contracts are subject to the five-year limitation in accordance with FAR Part 17. In accordance with AIDAR Appendix J, CCNPSCs are of a continuing nature and expected to be part of a series of sequential contracts, each not to exceed the five-year limitation in the FAR. Start date is pending security and medical clearance approval.
Security Level Required: Facility Access
STATEMENT OF DUTIES:
The Project Management Specialist (PMS) is located within USAID/Ukraine’s Office of Humanitarian Assistance (OHA). The PMS provides expertise, oversight, technical guidance, coordination, and representation of activities procured and implemented by USAID’s Bureau for Humanitarian Assistance (BHA) in Ukraine. This position supports BHA’s operations by managing and monitoring ongoing programs and liaising with potential and new implementing partners, managing technical review of proposals and concept notes, and assisting in monitoring and evaluation through documentation and conducting regular site visits.
This position will blend program management and oversight with diplomatic acuity, communication skills, and relationship building. The PMS will work as a technical professional on humanitarian assistance within USAID/Ukraine OHA, advising the USAID/Ukraine’s OHA Office Director and team as well as partners and other stakeholders regarding all elements required for the successful and effective implementation of BHA-funded humanitarian assistance in Ukraine. The PMS will receive technical guidance, direction, and formal supervision from the Project Management Specialist (PMS). With the Mission Director’s approval, the PMS will also become Agreement Officer Representative (AOR)/Contracting Officer Representative (COR) certified, and may serve as AOR/COR for USAID/BHA awards as needed.
MAJOR DUTIES AND RESPONSIBILITIES:
Monitoring and Program Oversight, Program Management (50%)
The Project Management Specialist (PMS) with support from the USAID/Ukraine Office of Humanitarian Assistance (OHA) Project Management Specialist, provides oversight and technical direction to the implementation of strategies and interventions designed to strengthen the design, management, reporting, and coordination capacity for BHA activities in Ukraine. The PMS is also one of the primary contacts for implementing partners for BHA awards, responding to requests for information and guidance on award parameters and BHA regulations. The PMS provides monitoring and evaluation through participation in the USAID/BHA Ukraine third-party monitoring mechanism, conducts regular site visits to ensure high quality project performance, supports implementing partner activities on the collection and reporting of performance results, guides quality data assessments, and assists in the development and refinement of activity progress benchmarks and indicators. The PMS solves challenges related to executing awards and maintains an ongoing dialogue regarding contextual and award-specific issues affecting humanitarian organizations in Ukraine. The PMS provides recommendations on BHA’s budget and strategy process, sectoral and funding priorities, and offers feedback on current and future programming. The PMS discusses potential funding opportunities with current and potential partners, and receives and reviews concept notes and applications. The PMS encourages partners to share program updates, including access impediments, operational challenges, safety and security incidents, any no-cost modifications or other award modifications, etc. The PMS maintains knowledge of BHA award and activity management by reviewing and understanding current and updated BHA emergency award guidelines and attending relevant sessions pertinent to BHA award management. The PMS must 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 and project deliverable such as work plans, annual reports, month status reports, travel requests, key personnel requests, and financial and budget reports.
Coordination, Representation, and Communication (30%)
In collaboration with implementing partners and interested organizations, the PMS organizes visits to BHA-funded program sites for USAID/Ukraine's OHA and Regional Office staff, Embassy Kyiv staff, and USAID staff from Washington, DC; schedules, travel logistics, security details and transportation for USAID/BHA visitors from the region and Washington, D.C; compiles notes, readouts and action points of meetings and engagements as needed; and coordinates with international organizations (IOs), non-governmental organizations (NGOs) and the host government to prepare briefings and field visits for official USG visitors and provides administrative support for in-country visitors to facilitate access to compound. The PMS acts as a liaison between implementing partners and BHA headquarters, including AORs/CORs, the BHA Ukraine team within the Europe Division (EUR), and the BHA Technical Program Quality (TPQ) team during both application review and implementation periods. In coordination with the PMS, and the Washington, D.C. based Office of Middle East, North Africa, and Europe (MENAE)/Ukraine Team, the PMS works with NGOs, IOs, and United Nations (UN) agencies that are developing proposals for BHA to ensure compliance with BHA’s guidelines. The PMS organizes and attends regular virtual and in person meetings with implementing partners, as necessary. In the event BHA deploys a Disaster Assistance Response Team (DART) and/or activates a Response Management Team (RMT) in Washington, the PMS may be called upon to serve in a response role. While serving on the DART, there may be some additional physical exertion including long periods of standing, walking over rough terrain, or carrying of moderately heavy items (less than 50 pounds) during site visits. Additionally, the work may involve special safety and/or security precautions, wearing of protective equipment, and exposure to severe weather conditions during site visits. The PMS also facilitates the arrival of DART personnel and ensures they are aware of unique constraints and requirements in Ukraine.
Reporting (20%)
The PMS, in consultation with the PMS, identifies, analyzes and reports on policies and trends that impact humanitarian needs or policies (including external studies and reports), reports on progress in partners’ work in a concise and consolidated way that can be used in summaries and talking points, and maintains datasets of relevant POCs, funding or other information to facilitate responses to info requests or for talking points. The PMS ensures consistency of messages in information, fact sheets, press releases, responses to requests for information, briefing papers, and other public-information materials related to USAID/BHA’s humanitarian programs in Ukraine.
The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missionsabroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.
Supervisory Relationship: The PMS receives supervision from the Project Management Specialist (PMS), and/or his/her designee, who provides assignments in terms of a discussion of the work to be performed and the Office Director’s priorities. Most work occurs as a result of normal office operations, but special activities may be assigned at any time. The PMS 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: None
PHYSICAL DEMANDS: The work requested does not involve undue physical demand.
QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE:
Education: Minimum of University (Bachelor’s) degree in political science, international development or affairs, social sciences, humanities, public or business administration, logistics/operations, or related field is required.
Work Experience: Minimum of three years of progressively responsible experience in humanitarian affairs, development, emergency assistance, or social services is required.
Language Proficiency: Level IV (Fluent) speaking/reading/writing English and Level IV (Fluent) speaking/reading/writing of Ukrainian is required.
EVALUATION AND SELECTION FACTORS:
The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The Contracting Officer 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 Contracting Officer 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 Contracting Officer 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.
Selection Process and Basis of Evaluation: Offerors who meet the minimum education and work experience qualification requirements will be further evaluated through review of the offeror’s submitted required documents (see points below) and ranked based on the evaluation and selection factors. A competitive range may be established of the highest-ranked offerors, who may be further evaluated through technical/language tests, interviews, and reference checks to determine the most qualified/highest-ranked offeror. Reference checks may be conducted with individuals not provided by the offeror, and without prior notification to the offeror. Any offeror not receiving satisfactory reference checks will no longer be considered for the position. Negotiations may be conducted with the most qualified/ highest-ranked offeror at the conclusion of evaluations.
40 points – Knowledge: Advanced detailed knowledge of humanitarian assistance, the humanitarian coordination structure and on-the-ground operations. Familiarity with donor programming and UN/NGO operations is required. Sophisticated knowledge of regional/national culture, country, external/regional environment, and political situation is required.
60 points – Skills and Abilities: Ability to interact diplomatically and effectively with high-level U.S., donor, and host country officials required. Ability to work independently, take initiative and exercise good judgment. Strong interpersonal skills, including ability to work productively with a variety of senior-level contacts. Ability to analyze and report on information on relevant humanitarian and refugee-related topics. Strong communication skills, both written and verbal, in English and Ukrainian. Willingness and ability to carry out site visits throughout Ukraine (and if necessary, the region), including to refugee camps and border areas, and to international organization and NGO projects, warehouses, and offices. Short-listed applicants will be evaluated through a written test in addition to the in-person or virtual interview.
TOTAL POSSIBLE POINTS: 100 points
HOW TO APPLY:
Eligible Offerors are requested to submit a complete application package which must include all the required documents in English electronically to kyivvacancies@usaid.gov with Subject line: Project Management Specialist (Humanitarian) (720-121-24-R-10005).
ANY/ALL application submissions received after the closing date will not be considered.
REQUIRED DOCUMENTS:
- Cover Letter: A memo or email that outlines how your qualifications and experience meet the selection criteria.
- Application for Employment (DS-174): The form can be downloaded from this link https://eforms.state.gov/Forms/ds174.pdf.
Offerors must thoroughly complete the DS-174 form in English and are advised to include all of their current and previous work experience related to this position. Offerors may use continuation pages to further explain their relevant work experience, if needed.AND;
- Current Resume/Curriculum Vitae (CV): The CV/resume must contain sufficient relevant information to evaluate the applications in accordance with the stated technical evaluation criteria, listed above.
IMPORTANT:
IN ORDER TO HAVE YOUR APPLICATION CONSIDERED, YOU MUST SUBMIT ALL THREE REQUIRED DOCUMENTS. IF YOU OMIT ANY OF THE REQUIRED DOCUMENTS, COVER PAGE, CV or DS-174 FORM, YOUR APPLICATION WILL NOT BE CONSIDERED.
Note:
- This vacancy is open to Ukrainian Nationals (Residency/Ukrainian Work Permit Required).
- Applications with insufficient, incomplete and inconsistent information to make a determination will not be considered.
- No in-person appointments or telephone calls will be entertained.
- Offerers who are applying for this position must fully meet the education requirement (graduated and degree and/or diploma already received) as specified. At the time of applications, candidates must also meet in full the experience requirement.
- Short-listed candidates will be requested to provide educational documents such as degrees, diplomas, certificates and other pertinent documents (passport, proof of residency or work permit) as needed. Failure to provide the required documentation will result in the rejection of their application from further consideration.
- The Agency retains the full right to cancel or amend the solicitation and associated actions at any time.
BENEFITS/ALLOWANCES:
As a matter of policy, and as appropriate, a CCN PSC is normally authorized the following benefits and allowances in accordance to the Mission Policy:
BENEFITS
- Health and Life Insurance coverage: Provided under the Compensation Plan.
- Defined Contribution Plan: Upon separation, a lump sum benefit equal to 12% of the basic salary earned for the duration worked under the appointment.
ALLOWANCES (as applicable)
- Meal Allowances: The annual amount is $853 for employees working on a full-time basis.
- Family Allowances: The mission provides a child allowance. Grants amounts are subject to change as determined by the Ukrainian State Budget Law.
- Unique Conditions of Work Allowances/ Benefits: 10% of Basic Rate Additional information may be provided to the selected offeror at the time of the salary offer.
TAXES:
Taxes apply and are deductible as per the Ukrainian government regulations.
USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs:
USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:
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
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: R497 - Accounting Info: Agency/B Code: 797 | 1 | LOT | $ TBD | $ TBD at Award after negotiations with Contractor |
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
USAID Acquisition and Assistance Policy Directives (AAPD-20-08): Leave and Holidays for CCNs and TCNs, available athttps://www.usaid.gov/work-usaid/aapds-cibs/aapd-20-08
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
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.
FAR Provisions Incorporated by Reference
52.204-27 | PROHIBITION ON A BYTEDANCE COVERED APPLICATION | JUN,2023 |
EQUAL EMPLOYMENT OPPORTUNITY (EEO):
The U.S. Mission in Ukraine provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or transgender status), national origin, age, physical or mental disability, genetic information, religion, marital or parental status, veteran status, membership in an employee organization, political affiliation, or involvement in protected equal employment opportunity (EEO) activity. USAID/Ukraine also strives to achieve equal employment opportunities 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.
