SOLICITATION NUMBER: 72064121R100013

ISSUANCE DATE: July 13, 2021

CLOSING DATE/TIME: July 27, 2021, 11:59 pm
Accra time.

SUBJECT: Solicitation for a Cooperating Country/Third Country National Personal Service

Contractor (CCN/TCN PSC) – Administrative Management Assistant - (Operations Manager
- Tamale Sub-Office)

(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, Sections I through V 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
information.

Sincerely,

James Berscheit
Contracting Officer

U.S. Agency for International Development Tel: 233-302-741-200

No. 24 Fourth Circular Rd. Fax: 233-302-741-365
P. O. Box 1630, Accra-Ghana www.usaid.gov/ghana
I. GENERAL INFORMATION

1. SOLICITATION NO.: 72064121R100013

2. ISSUANCE DATE: July 13, 2021

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: July 27, 2021 at 11:59 pm
Accra time.

4. POINT OF CONTACT: GhanaApplications@usaid.gov

5. POSITION TITLE: ADMINISTRATIVE MANAGEMENT ASSISTANT (OPERATIONS

MANAGER - TAMALE SUB-OFFICE).

6. MARKET VALUE: GHC 82,743.00 – GHC 124,103.00 equivalent to FSN-09

In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Ghana.
Final compensation will be negotiated within the market value.

7. PERIOD OF PERFORMANCE: The period of performance is five (5) years, estimated to start
o/a October, 2021. The services provided under this contract are expected to be of continuing
nature executed by USAID through a series of sequential contracts, subject to availability of
funds, satisfactory job performance and need for continued services.

8. PLACE OF PERFORMANCE: Tamale, Northern Region-Ghana with possible travel as

stated in the Statement of Duties.

9. ELIGIBLE OFFERORS: Internal Candidates Only

10. SECURITY LEVEL REQUIRED: Regional Security Office Background Check

11. STATEMENT OF DUTIES

1. General Statement of Purpose of the Contract
This position is located in the Satellite Office of USAID/Ghana in Tamale, Northern Region. The
Operations Manager performs a full range of administrative and oversight duties permitted by
USG regulations and USAID policies. S/He is responsible for planning and executing
administrative management functions assigned by the Ghana Executive Officer.
Given the distance and isolation from the main office in Accra, this position must also monitor
safety and security issues.
The office is staffed by ten employees including the Operations Manager, a Financial Analyst,
four Project Management Specialists and four Chauffeurs. The Operations Manager directly
supervises the four chauffeurs and advises senior management on applicable administrative
management policies and procedures.
The Operations Manager is part of a multidisciplinary team on which the members oversee
various programs and support each other and play interchangeable roles when necessary. S/He
must have a working knowledge of the entire Sub-Office program portfolio and keep abreast of
key issues that arise in all programs. The job holder should be familiar with project/program
documentation (task orders, cooperative agreements and grants documents, evaluations, and field
trip reports); key reporting documents such as the Operational Plan (OP), Mission Resource
Request (MRR), and the Performance Plan and Report (PPR); outstanding implementation issues
as well as work plans and M&E plans for the activities. S/He maintains working relations with
implementing partners and ensures normal functioning of the Sub-Office.
As necessary, the Operations Manager meets with GOG officials, Donors, Contractors, and other
key actors in the five Northern Regions. The Operations Manager reports directly to the Ghana
Executive Officer.

2. Statement of Duties to be Performed

General Administrative and Operations Support 50%
1. Serves as Point of Contact for USAID/Ghana on administrative support services; receives
and reviews documents for completeness and in accordance with Mission Delegation of
Authority, tracks, and follows up on their clearances and approvals to avoid delay and
misplacement. Evaluates and monitors all incoming mails and correspondence for the
EXO and makes appropriate action assignments. Verifies completeness of all documents
submitted for EXO signature; tracks and logs in documents and ensures their timely return.
2. Serves as GLAAS Requestor and is responsible for submitting GLAAS requests for EXO
procurement requests including new requisitions for recruitment, incremental funding,
administrative, de-obligation and ensures requisite documentation are included in the
requests.
3. Responsible for the preparing action memoranda, mission notices, and procurement
related documents. S/he also prepares a variety of documents for internal dissemination
to key stakeholders within the Mission and more broadly within the U.S. government.
4. Coordinates logistical and travel arrangements for visiting officials, TDY staff, including
AID/Washington high level personnel, presenters of training programs, and regional
participants within USAID world-wide. Responsible for arranging travel and meetings for
the Executive Officer. Ensures the completion of all arrangements in a timely manner.
Responsible for developing and maintaining a tracking sheet for all TDYers to the
Mission, providing weekly updates to Mission Management.
5. Responsible for handling telephone calls, receiving visitors, arranging meetings,
overseeing requests and distribution of office supplies, etc.
6. Receives and screens visitors to the Tamale Sub-Office and directs them to appropriate
staff for their needs.
7. Establishes and maintains files according to standards set by the Mission Correspondence
and Records (C&R) Technician/Supervisor in the Regional Executive Office (REXO) 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 Management Assistant maintains and updates
handbooks, operating procedures, and other documents, such as visitors’ lists, telephone
listings, personnel rosters, and leave, travel, and training schedules.
8. Coordinates training and staff development opportunities for the office. Liaises with
mission training committee as needed.
9. Provides informational materials for visitors. Maintains TDY travel calendar, makes
appointments as necessary, reserves conference rooms for staff. Establishes and maintains
central filing in paper and electronic forms for the Tamale Sub-Office.
10. Prepares and maintains Time & Attendance records for all Tamale Staff and ensures
proper documentation of leave records.
11. Oversees regular updates of Mission and Emergency Phone Lists of all Tamale staff.
Oversight Over Program Support Assistance to Technical and Support Offices 50%
1. Manages leave requests to ensure proper coverage and availability of administrative
support services to the mission.
2. Provides administrative support to the Ghana Executive Office in the areas of
Procurement; Human Resources; Shipment, and General Services.

● Procurement
i. Close-out Procurement Contracts and ensure de-obligation of residual funds.
ii. Develop and maintain market data on prices and suppliers.
iii. Handle petty cash procurement of items.
iv. Manage the ASSIST system and keep it updated with Procurement contract records.
v. Maintain records of procurement documentation in hard copy and in ASSIST system
vi. Process VAT exemption requests for procurement
vii. Prepare LOG for procurement requests
viii. Monitors and maintains a log of all unsolicited proposals received in the sub office
and forwards them to the Program office for review and assignment to the appropriate
office.
ix. Ensures appropriate management controls are in place and utilized in all areas of
procurement activities; approves requests for advance of funds through local petty
cash as needed. The Executive Specialist liaises and consults regularly with a wide
variety of USAID/Washington offices, private-sector vendors, and contractors. S/he
participates in the development of the annual procurement plan, in concert with the
Executive Office for submission to Mission management and inclusion in the annual
Budget Request.

● Shipment:
i. Issue of VAT Relief Purchase Orders (VRPOs) for Implementing Partners (IPs).
ii. Request and Receive VAT booklets from Ghana Revenue Authority, VAT Division.
iii. Process of VAT REFUNDS for IPs and the USAID Mission through the Ministry of
Foreign Affairs and Ghana Revenue Authority, VAT Division.
iv. Apply for exemptions of import duties and other fees and charges on exported and
imported shipments of personal effects for TCNs and IPs, POVs, Official vehicles,
Official shipments as well as Project shipments through the GCNET system.

● General Services (GSO)

i. Ensure workspace, conference rooms, and kitchens are kept tidy and clean by
supervising the assigned contractor.
ii. Liaise with contractor and/or vendor on maintenance required for office building and
follow-up to ensure that work requested is completed.
iii. Arrange for equipment and boxes to be moved when requested and assist with filing
of records.
iv. Maintain record for received items and regularly update inventory of NXP in USAID
storage.
v. Prepare memos, petty cash requests, and any other activities pertaining to the Tamale
Sub-office and follow up to ensure requests are processed on time.
vi. Complete and submit USAID/W required EXO related annual reports Including
compiling and updating NXP inventory and vehicle records.
vii. vii. Initiate procurement request. Preparing procurement documents for funding.
Submit GLAAS requisition for procurement actions.
 viii. Maintain the expendable supply cabinets in USAID/Ghana Tamale Sub-Office.
ix. Manage the Tamale-Sub Office Motor pool and ensure maintenance of all
USAID/Ghana vehicle in Tamale.
x. Maintains the inventory and orders supplies when needed.
xi. Requests and ensure maintenance of office equipment and furnishings.
xii. Manages office equipment and supplies for the team and maintains an office stock of
supplies and tracks usage to ensure adequate supplies are provided and used
appropriately.
xiii. Works with the chauffeurs to ensure that all systems for tracking mileage, fuel, and
repair costs in the area of Motor pool Operations, Vehicle Maintenance, and Records
are current, and that all required reports are completed and submitted in a timely
manner.
xiv. Oversees the property management function for non-expendable and expendable
property. S/He ensures that all property procured by the Mission, non-expendable and
expendable is properly received and that required receiving reports are accurately
completed; that all required actions are completed for the proper establishment and
maintenance of inventory records and supervises all disposal sales where applicable.
xv. Conducts spot checks on various property records throughout the year to determine
their validity and to ensure that all items are accounted for and that actual accounts
match records.
xvi. Ensures compliance with Occupational Safety and Health Standards; Oversees
requests for additional or reconfigured office space and periodic inspections of the
facility to ensure proper procedures for security, fire prevention, safety, and
cleanliness are in place and in compliance with Agency regulations. As required, s/he
provides guidance and advice to management and participates in the decision-making
process in the Sub Office administrative management issues. The Operations Manager
manages and ensures continued effective and smooth operation of the Tamale Sub-
Office in all areas, except signatory authority involving the commitment of USG funds.
.

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.

3. Supervisory Relationship
The job holder reports to the Ghana Executive Officer. The job holder works with minimal
oversight, and takes personal initiative in setting priorities and accomplishing all assigned
duties. S/he briefs the supervisor regularly and consults with him/her for advice and
concurrence as instructed, but in practice s/he functions with a great deal of independence,
seeking guidance if problems or conflicts arise.

4. Supervisory Controls
The job holder supervises four chauffeurs, manages their requisitions and assignments to the
various Mission offices.

12. PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

 a. Education: Completion of high school plus at least two years of College or University
studies, in business administration, management studies, development studies or social
sciences.

b. Prior Work Experience: Three years of progressively responsible professional

administrative experience.

c. Language Proficiency: Level IV in spoken and written English is required. ( Language

proficiency may be tested).

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 evaluation and selection criteria of the selected candidate will be based on a review of his/her
qualifications, work experience, knowledge, skills and abilities, and level of language
required. The applicants who obtain the highest score based on the criteria defined will be
interviewed and may also be required to pass a written test (depending on the TEC Chairperson’s
decision). The security clearance and medical clearance is required for the top-ranking
candidate, after conducting and receiving the positive reference checks.

a. Prior Work Experience (30 points): Three years of progressively responsible

professional administrative experience, developing and implementing management
procedures, contracting, procurement, involving human resources or any combination
thereof is required. Must have experience with bilateral/multilateral organization,
diplomatic mission, or international organization.

b. Job Knowledge (30 points): Thorough knowledge of standard office procedures and
customer service practices. Good working knowledge of or the ability to acquire
knowledge of USG regulations and procedures, Automated Directive System (ADS),
FAM and applicable USG handbooks.

c. Skills and Abilities (40 points):

Well-developed interpersonal skills to deal with and work comfortably with Americans,
other nationals, and Ghanaian personnel are required. Tact, diplomacy and discretion are
essential to this position that handles sensitive information. Excellent organizational skills
required. Must have good typing skills with a high degree of accuracy. Must have
competence in using various computer software applications such as Microsoft Office
Suite, ability to navigate the internet with ease, and demonstrated skill to operate office
equipment. Must demonstrate a high level of accuracy, analytical skills, attention to detail,
 consistency, punctuality, quality control proofreading skills, and time management.
Flexible, customer-oriented and ability to work under pressure and represent USAID in
public are required. Ability to undertake assignments and complete work within
established deadlines with minimum supervision is required. Excellent customer service,
interpersonal, and communication skills are required.

Total Possible Score: 100 points

After the closing date for receipt of applications, all applications will initially be screened for
conformity with minimum requirements and a shortlist of applicants developed. Applications
from candidates which do not meet the required selection criteria will not be scored.

A committee will be convened to review the shortlisted applications and evaluate them in
accordance with the evaluation criteria. Only shortlisted applicants will be contacted. No
response will be sent to unsuccessful applicants.

USAID reserves the right to interview only the highest ranked applicants in person, virtually OR
not to interview any candidate.
The Agency retains the right to cancel or amend the solicitation and associated actions at any
stage of the recruitment process.

Reference checks will be conducted by Human Resources only for the successful candidate. If a
candidate does not wish USAID to contact a current employer for a reference check, this should
be stated in the application letter.

IV. SUBMITTING AN OFFER

1. Eligible Offerors are required to complete and submit the offer form AID 309-2 (OFFEROR
INFORMATION FOR PERSONAL SERVICES CONTRACTS WITH INDIVIDUALS)
which is available at the following link: AID 309-2

2. Offeror must also submit a signed cover letter and a resume.

3. Minimum of three (3) and a maximum of five (5) professional references with telephone and e-
mail contacts, who are not family members or relatives. The applicant's references must be able
to provide substantive information about his/her past performance and abilities. At least one
reference provided should be a current or former supervisor.

4. A supplemental document with written responses to the Evaluation Factors listed under Section
III.

5. Relevant educational certificate (s) and work permit or residency permit.

6. 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.

To ensure consideration of offers for the intended position, Offerors must prominently
reference the position title and solicitation number in the subject line of their email.
7. Offeror submissions must clearly reference the Solicitation number on all offeror submitted
documents in order to be considered for the position.

V. LIST OF REQUIRED FORMS PRIOR TO 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. Medical History and Examination Form (Department of State Forms)

2. Security Clearance
3. Finger Print 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:

a. Health Insurance
b. Annual Salary Increase (if applicable)
c. Annual and Sick leave
d. Annual Bonus
e. Salary Advance (0% interest)
f. Social Security Contributions
g. Local and American Holidays

In accordance with Mission policy and local labor laws.

1. ALLOWANCES (as applicable):

a. Meal Allowance
b. Miscellaneous Allowance

In accordance with Mission policy and local labor laws.

VII. TAXES

The Mission emphasizes to its employees the fact that they are obliged to observe Ghanaian Laws,
including those concerning income and related tax obligations. Payment of such taxes is a matter
between the individual employee and the Ghanaian Government. In the absence of a specific
international agreement, the U.S. Government will not withhold local taxes from an employee’s
salary.

In accordance with Mission policy and local labor laws.

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/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 SUPPLIES/SERVICES QUANTITY UNIT UNIT AMOUNT
NO (DESCRIPTION) (C) (D) PRICE (F)
(A) (B) (E)

0001 Compensation, Fringe 1 LOT $ $_TBD at

Benefits and Other Direct _TBD__ Award after
Costs (ODCs) negotiations
- Award Type: PSC-CCN with
- Product Service Code: R497 Contractor_
- Accounting Info :
641M20HT000

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.

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