USAID/Ukraine Solicitation for a Travel Assistant, FSN-8
Foreign Service
| Employer: | USAID |
Description | |
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Solicitations open to: Ukrainian Nationals (Residency/Ukrainian Work Permit) Solicitation No.:720-121-25-R-10001 Position Title:Travel Assistant Issuance date:January 14, 2025 Closing date and time:January 27, 2025, at 11:59 p.m. Kyiv Time Work hours:40 hours (Full time) Position Grade:FSN-8 Market Value: Basic Annual Rate (in U.S. Dollars): $22,697 - $29,508 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 (5) years contract with the possibility of extension Security Level Required:Facility Access STATEMENT OF DUTIES: The Travel Assistant position is located in the Executive Office of the USAID/Ukraine Mission. Under the direct supervision of the Supervisory Management Specialist (Deputy EXO), the incumbent serves as a second travel assistant providing a variety of support duties to EXO team members and other offices' personnel. Position shares the workload with the Travel Assistant and completes Travel Authorizations (TAs) drafting and processing in a fully independent manner. The incumbent is responsible for a variety of logistical duties related to unique conditions and wartime posture at Post, liaising with other offices' admin personnel, Embassy GSO and RSO to coordinate actions and requests, prepares ad hoc reports, drafts a variety of documentation, and provides responses to walk-in visitors triaging requests and passing to the proper POC. MAJOR DUTIES AND RESPONSIBILITIES: Travel Support - 50% Arranges official travel for all staff categories at USAID/Ukraine Mission by preparing and processing Travel Authorizations (TAs); creates PCS TAs for incoming and outgoing staff, assisting overseas missions with Transfer TAs as needed. Responds to routine standard inquiries and questions on travel policy/regulations and e-Travel/E2 issues. Advises staff on their travel related entitlements and post's travel policy as necessary and ensures that their TAs conform to the agency regulations. Provides USAID staff with E2 Solution functional and technical support and advice. Reactivates accounts, helps employees to log in, makes updates in E2 user profiles, makes changes in routing templates, adds/removes arrangers, facilitates creation and transfers of the E2 accounts. Logistics Support - 25% Serves as the second POC on logistics and performs a full set of duties to support Mission staff movement both within and outside Ukraine. Upkeeps train manifest, accountability reports, and other trackers to ensure proper submission and processing of movement requests, permits, TDYs, and other approvals involved in supporting travel. Liaises with the Embassy GSO and RSO offices to stay abreast of any changes in internal processes. Creates standard documents in line with current policy and posture. Provides travelers with detailed instructions and explanation of Post unique travel conditions, restrictions, and protocols. Produces reports and feeds details into multiple trackers (vacation, whereabouts, etc.) to ensure accountability and accuracy at any given time. Administrative Support - 25% Serves as an Administrative Assistant to the EXO Office, with responsibility for providing the full range of administrative and clerical support to the organization staff. Typical duties include any or all of the following: keeps the Office Director's calendar, receives visitors and telephone calls, to the extent possible, provides information to answer non-technical questions within prescribed guidelines, arranges appointments and meetings, to include scheduling conference rooms and notifying participants and assembling background materials; coordinates logistical arrangements for visiting officials; and, as assigned, takes notes, and follows up to ensure commitments made are met. In addition, employee tracks, receives, reviews, and controls incoming and outgoing correspondence and communications, and distributes messages, maintaining controls and following up on actionable correspondence; drafts routine correspondence for signature of organization staff; types a variety of USAID correspondence; proofreads outgoing correspondence to assure they are in proper format, consistent with Mission style requirements, properly addressed, etc., prior to going further for signature; establishes maintains files and records, with input EXO/C&R. The employee maintains contact with counterparts in the US Embassy, other international organizations, host-government officials, and third-country nationals. On an occasional basis provides translation of non-technical articles, letters, and memoranda to and from English and Ukrainian. Upkeeps several key databases, including GLAAS, ASIST, ILMS, MyServices and other systems, by timely and accurately entering details, requests, uploading files, and flagging any problems to respective stakeholders to ensure records are complete and processes run smoothly. Provides back-up and support to EXO staff in completing Time and Attendance reporting requirements in GovTA by sending timely reminders, monitoring submission progress, and problem solving upon staff request. Communicates with the senior timekeeper to implement timely policy changes and meet the reporting requirements. Extracts add hock reports and queries from the GovTA system upon EXO requests. 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. Supervisory Relationship: Reports to the Supervisory Management Specialist (Deputy EXO). Supervisory Controls: None. QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE: Education: Completion of a minimum of two (2) years of College or University studies in business administration, public administration, or a field related to administrative management is required. Work Experience: A minimum of two (2) years of administrative experience is required. Language Proficiency: Level IV (fluent) oral and written English and Ukrainian language capability 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 - Job Knowledge: Must have a good understanding of general document preparation as well as a general knowledge of office procedures and practices. Must possess a good working knowledge of file management, mail handling, and correspondence formatting. 60 points - Skills and Abilities: Must have good organizational and planning skills, and the ability to multi-task in an office-management work situation. Excellent interpersonal, teamwork, and customer service skills are essential. Intermediate level of keyboard/data entry, analytical skills, as well as intermediate level of IT software skills (use of more specialized software, such as advanced spreadsheet features, charts) are required. Strong communication skills, both verbal and written are essential. The incumbent must be able to compile and present detailed administrative presentations/analysis and in an effective manner . 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: Travel Assistant (720-121-25-R-10001). ANY/ALL application submissions received after the closing date will not be considered. REQUIRED DOCUMENTS:
https://docs.google.com/document/d/1SoLv-MWLAh_LjzScO5mqm965DdTqE3lCPpIZVPis0JQ/edit?tab=t.0. Offerors must sign this form related to sexual misconduct when submitting the offer. The signed form will be filed in the award file. If the offeror fails to submit a signed-certification, the offeror will be determined to be non-compliant to submission requirements and will not be considered for award. IMPORTANT: IN ORDER TO HAVE YOUR APPLICATION CONSIDERED, YOU MUST SUBMIT ALL FOUR REQUIRED DOCUMENTS. IF YOU OMIT ANY OF THE REQUIRED DOCUMENTS, COVER PAGE, CV, DS-174 FORM OR SEXUAL MISCONDUCT SELF-CERTIFICATION FORM, YOUR APPLICATION WILL NOT BE CONSIDERED. Note:
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
ALLOWANCES (as applicable)
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:
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 at https://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. 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. Document Cover Image Document USAID/Ukraine Solicitation for a Travel Assistant (547 KB) Bureau/Office Bureau for Europe and Eurasia Location Ukraine Pay Scale/Grade FSN-8 Eligibility Host Country National | |