SOLICITATION NUMBER: 72062424R10009
ISSUANCE DATE: February 5, 2024.
CLOSING DATE/TIME: February 16, 2024. 11:59 p.m. Accra time
SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor
(CCN PSC) – Administrative Assistant – Togo
(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,
Daniel Siebert
Contracting Officer
DANIEL ADAM
SIEBERT
Digitally signed by DANIEL
ADAM SIEBERT
Date: 2024.01.19 12:00:25 Z
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I. GENERAL INFORMATION
1. SOLICITATION NO: 72062424R10009
2. ISSUANCE DATE: February 5, 2024
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: February 16, 2024. 11:59 p.m. Accra time
4. POINT OF CONTACT: acpersonnel@usaid.gov
5. POSITION TITLE: Administrative Assistant
6. MARKET VALUE: CFA 9,053,456.00– CFA 14,032,859 equivalent to FSN-07
In accordance with AIDAR Appendix J and the Local Compensation Plan of US Embassy,
Lome. Final compensation will be negotiated within the market value.
7. PERIOD OF PERFORMANCE: The period of performance is five (5) years, estimated to start
about April 2024. 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: Lome -Togo with possible travel as stated in the Statement of
Work.
9. ELIGIBLE OFFERORS: All interested candidates eligible to work in Togo. Cooperating Country
National (CCN) is defined as an individual who is a cooperating country citizen, or a noncooperating
country citizen lawfully admitted for permanent residence in the cooperating
country.
10. SECURITY LEVEL REQUIRED: Regional Security Office Clearance for Facilities Access.
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.
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2. Statement of Duties to be Performed.
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 Lead’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 Lead 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 Lead, 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 Lead, 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. 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 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
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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%
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.
i. 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.
ii. Supervision Exercised: 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
In order to be considered for the position, a candidate must meet the Minimum qualifications.
Applications will be pre-screened and only those that meet the Minimum Qualifications will be
considered.
These are the minimum qualifications necessary to be considered for the position:
a. 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.
b. 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.
c. Language Proficiency: Level IV (fluency) proficiency in spoken and written English is required.
Proficiency of spoken and written French is also required.
III. EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with offerors in accordance with F AR
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 F AR 1 5.306(c). In
accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise
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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 the 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 (25%):
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.
b. Job Knowledge (25%):
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.
c. Skills and Abilities (25%):
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 Email.
d. Language Proficiency: (25%)
Level IV (fluency) proficiency in spoken and written English is required. Proficiency of spoken and
written French is also required.
Total Possible Points: 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.
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USAID reserves the right to interview only the highest ranked applicants in person or by phone 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 https://www.usaid.gov/forms/aid-309-2 upload it during the application
process.
2. Offeror must also submit a resume or CV with referees.
3. A two-page supplemental document with written responses to the Evaluation Factors listed
under Section III.
4. Relevant educational certificate (s) and work permit or residency permit.
5. Offers must be received by the closing date and time on the first page of this solicitation and
submitted via email to acpersonnel@usaid.gov.
6. Offeror submissions must clearly reference the Solicitation number on all offeror submitted
documents which must be submitted in English.
V. LIST OF REQUIRED FORMS PRIOR TO AWARD
The Contracting Officer (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. Fingerprint Card (FD-258)
VI. BENEFITS/ALLOWANCES
As a matter of policy, and as appropriate, a CCNPSC is normally authorized the following
benefits and allowances:
1. BENEFITS:
a. Health Insurance
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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
h. Social Security Contribution
2. ALLOWANCES (as applicable):
a. Miscellaneous
Allowance
b. Meals Allowance
VII. TAXES
The Mission emphasizes to its employees of the fact that they are obliged to observe Togolese
Laws, including those concerning income and related tax obligations. Payment of such taxes is a
matter between the individual employee and the Togo Government. In the absence of a specific
international agreement, the U.S. Government will not withhold local taxes from an employee’s
salary.
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
h ttps://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
2. Contract Cover Page form AID 309-1 available at h ttps://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)
1 LOT $
_TBD
$_TBD at
Award after
– Award Type: PSC-CCN
– Product Service Code: R497
– Accounting Info:
624M24RHOCOMMCOST
negotiation
s with
Contractor
_
1. 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;
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2. 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
3. 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-contractsombudsman.
The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov.
FAR Provisions Incorporated by Reference
52.204-27 PROHIBITION ON A BYTEDANCE COVERED APPLICATION JUN,2023
END OF SOLICITATION
