SOLICITATION NUMBER: M/OP/DCHA/AFR-03-1704

SOLICITATION NUMBER: CCN7/2023

ISSUANCE DATE: 8/17/2023

CLOSING DATE/TIME: 8/31/2023

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.

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 attachment I.

Sincerely,

Shelby P. Hunt

Executive Officer

Shelby Hunt

Digitally signed by Shelby Hunt

Date: 2023.08.16 18:59:11

+03'00'

I. GENERAL INFORMATION

1. SOLICITATION NO.: CCN7/2023

2. ISSUANCE DATE: 8/17/2023

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: 8/31/2023 at 4:30 pm

Cairo time.

4. POINT OF CONTACT: USAID Human Resources Office, e-mail at [email protected]

5. POSITION TITLE: Administrative Assistant – Executive Office

6. MARKET VALUE: USD10,312.00 – USD16,504.00. This is the Gross Annual salary

before deducting taxes equivalent to FSN 07.

"Per a special and temporary authorization, the salary is currently denominated in US

dollars and paid in EGP at the applicable rate of exchange according to the State

Department Payroll Office’s official international currency exchange rate. When the

conditions are met that the special and temporary authorization should be removed, the

salary scale will revert to denomination and payment in EGP, as previously authorized."

In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Egypt.

Final compensation will be negotiated within the listed market value. Please check in AIDAR

and ADS.

7. PERIOD OF PERFORMANCE: One year with option to renew estimated to start on

April 2024. “The base period will be from the estimated start date till December 31, 2024”.

Based on Agency need, the Contracting Officer may exercise (an) additional option

period(s) for 4 additional years for the date(s) estimated as follows:”

Base Period

April 1, 2024 – December 31, 2024

Option Period 1:

January 1, 2025 – December 31, 2025

Option Period 2:

January 1, 2026 – December 31, 2026

Option Period 3:

January 1, 2027 – December 31, 2027

Option Period 4:

January 1, 2028 – December 31, 2028

8. PLACE OF PERFORMANCE: Cairo, Egypt

with possible travel as stated in the Statement of Duties.

9. ELIGIBLE OFFERORS: Egyptian Citizens or non-Egyptians lawfully admitted for

permanent residence in Egypt.

10. SECURITY LEVEL REQUIRED: Employment Authorization

11. STATEMENT OF DUTIES

1. General statement of purpose of the contract

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.

2. Statement of Duties to be Performed

MAJOR DUTIES AND RESPONSIBILITIES 100% OF TIME

A. 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%

B. 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

BASIC FUNCTION OF POSITION

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%

C. 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%

D. 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%

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.

Supervision Exercised: Full supervision of other Mission staff is not contemplated.

POSITION ELEMENTS

Available Guidelines: In addition to oral and written instructions from the supervisor,

guidelines include USAID Mission Orders, Administrative Notices, USG Regulations, and other

guidance and directives from the Automated Directives System (ADS), USAID Fact Sheets, E-

mails, and other standard operating processes sources.

Exercise of Judgment: The Administrative Assistant must use sound judgment in addressing

tasks and responsibilities, and in setting work-related priorities. This is particularly important in

dealing with working-level contacts within the Mission, Embassy, and with contractors/grantees,

IPs, other donors, and host-government officials.

Authority to Make Commitments: Within the scope of the assignment, the Administrative

Assistant is regularly called upon to maintain calendars and/or otherwise schedule meetings; to

advise staff, callers, and visitors when work items or particular individuals will be available; and,

to otherwise provide appropriate information. The Administrative Assistant is not authorized to

independently commit the USG to the expenditure of funds.

Nature, Level, and Purpose of Contacts: Contacts will be maintained in person, by phone, or

by written or electronic communication with Office and Mission staff, and with relevant senior

Host-Government officials, private-sector representatives, and staff of other foreign donor

institutions. The nature of these contacts will be principally administrative.

Time Expected to Reach Full Performance Level: One year.

CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and other

Missions in order to participate in the Foreign Service National Fellowship Program described in

ADS 495maa.

3. 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.

4. Supervisory controls: Full supervision of other Mission staff is not contemplated.

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

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

All candidates must meet the Minimum Qualifications. Applications will be screened

accordingly, and only those who meet the below, required criteria, will be moved forward in

the recruitment process.

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.

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.

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.

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.

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.

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.

CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and

other Missions in order to participate in the Foreign Service National Fellowship

Program described in ADS 495maa.

Language Proficiency: Level 4 (advanced professional proficiency) English and local

language proficiency (if appropriate), both oral and written, is required.

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.

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.

Selection Factors

Scoring Percentage

Education/academic requirement

Experience

Language Proficiency

Knowledge

Skills & Abilities

TOTAL

100%

* As per details reflected under Qualifications above.

IV. SUBMITTING AN OFFER

1. Eligible Offerors are required to:

Submit the following to USAID Human Resources Office email

[email protected], no later than COB of the vacancy deadline noted above:

a. Submit an up-to-date Resume/CV that includes the month, year,

and company name of employment for all experience.

If company name and work dates are not stated clearly, the experience

cannot be considered.

b. Names of family members working in the Mission must be

included in the application.

c. Submit and attach a cover letter detailing how they are qualified for the position.

d. Quoting the vacancy number in the email subject line.

Please note that:

•

The CV and cover letter attachment must not exceed five pages.

•

The USAID HR Office will disregard any submissions not quoting

the vacancy number in the email subject line and/or exceeding five

pages and/or those received after the deadline.

•

Submissions made in any way other than the indicated clearly in the

solicitation will be disregarded.

2. 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.

3. Offeror submissions must clearly reference the Solicitation number on all

offeror submitted documents.

Employees new to a position must serve in the new position for a minimum of 6

(six) months before they can be considered eligible for another position within the

mission, this includes moves between agencies. The Mission mandatory

retirement age is 60 years.

The evaluation and selection process usually takes two to three months after the

deadline. Shortlisted applicants are invited for tests and/or interviews during this time

frame. Due to the high volume of resumes, only candidates who are seriously being

considered for a position are contacted for an interview. Please do not contact HR for

a status report on your resume once you receive an automatic acknowledgment of

receipt from the system. Interviewed candidates will normally be advised of the

outcome of the selection process after a period of about four weeks.

In determining the appropriate salary, no salary adjustments will be made for fringe

benefits such as uniforms, free airline tickets, free medicine or company products,

life/medical/accident insurance policies, transportation, meal allowance, or other

similar company benefits provided by former employers. Applicants with prior U.S.

Government service may receive salary adjustments at the grade level of the

position, to match the highest previous USG salary levels in a relevant field. The

USAID Human Resources and Contracting Officers determine the appropriate salary

rate.

It is the U.S. Government policy to prohibit discrimination on the basis of race, color, religion,

national origin, handicap, or gender.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

The CO will provide instructions about how to complete and submit the hiring

forms after an offeror is selected for the contract award.

VI. BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the

following benefits and allowances:

a. BENEFITS:

The Mission currently provides:

1) Health Insurance Services.

2) Life/accident/disability insurance.

3) Semi-annual bonus.

b. ALLOWANCES (as applicable): N/A

VII. TAXES

LES employees of the mission became liable for payment of income taxes on

their salaries with the implementation of the new tax law effective July 1st,

2005. Payment of taxes is on biweekly basis.

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

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)

QUANTIT

(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]

LOT $ _TBD

$_TBD at

Award after

negotiations

with

Contractor_

1001 Option Period 1 – Compensation, Fringe

Benefits and Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: [e.g. R497]

Accounting Info: [insert from Phoenix/GLAAS]

LOT $ _TBD $_TBD at

Award

2001

Option Period 2 – Compensation, Fringe

Benefits and Other Direct Costs (ODCs)

LOT $ _TBD

$_TBD at

Award

Award Type: Cost

Product Service Code: [e.g. R497]

Accounting Info: [insert from Phoenix/GLAAS]

3001 Option Period 3 – Compensation, Fringe

Benefits and Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: [e.g. R497]

Accounting Info: [insert from Phoenix/GLAAS]

LOT $ _TBD $_TBD at

Award

4001

Option Period 4 – Compensation, Fringe

Benefits and Other Direct Costs (ODCs)

Award Type: Cost

Product Service Code: [e.g. R497]

Accounting Info: [insert from Phoenix/GLAAS]

LOT $ _TBD $_TBD

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

52.204-27

PROHIBITION ON A BYTEDANCE COVERED

APPLICATION

Jun 2023