Solicitations open to: Ukrainian Nationals (Residency/Ukrainian Work Permit)

Solicitation No.: 720-121-24-R-10011

Position Title: Procurement Agent

Issuance date: August 19, 2024

Closing date and time: September 1, 2024, at 11:59 p.m. Kyiv Time

Work hours: 40 hours (Full time)

Position Grade: FSN-9

Market Value: Basic Annual Rate (in U.S. Dollars): $28,958 – $37,647 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 Procurement Agent position is located in the Regional Executive Office of the USAID/Ukraine. Under the direct supervision of the Procurement Specialist, the incumbent procures a variety of supplies and services under simplified acquisitions processes for USAID/Ukraine that also includes Belarus Country Office (BCO), by contract or purchase order action or by ordering from Agency headquarters, GSA, or through the Embassy GSO Procurement team. The incumbent works closely with the support and technical offices of USAID/Ukraine and provides procurement support for USAID/Belarus, as needed.

The incumbent handles a variety of administrative support procurement processes (outside the ICASS Procurement Services) through active participation in the development and administration of the USAID/Ukraine and BCO’s procurement plan, reporting, tracking, annual contractor reviews, soliciting, negotiating, and preparing purchase orders for contracting officer signatures, completing GLAAS purchase requests, administrative terminations, closeout and deobligation of unliquidated funds from completed purchase orders. The incumbent liaises with ICASS Procurement on Mission requests submitted through ILMS/ARIBA.

MAJOR DUTIES AND RESPONSIBILITIES:

1. Receives authorized procurement requests for USAID/Ukraine (and USAID/Belarus on as needed basis) and follows through on all aspects of the procurement process. Examines requests for completeness and accuracy and contacts the requestors to obtain any needed clarification or additional documentation. Performs a full cycle of procurement actions in GLAAS and outside of GLAAS (e.g. DoS Procurement systems such as ILMS/ARIBA). Responsible for preparing Micro-Purchase (up to $10,000) and simplified acquisition documents (up to $250,000 in value) from the solicitation stage to the final award, i.e. requests for quotations, analysis of quotes/offers, negotiation, and awards documentation. As appropriate, consults written advertisements and catalogues, solicits price quotes directly from vendors, conducts market research, and effectively negotiates with vendors to ensure supplies and services are obtained at the lowest cost or best value to the USG. Purchases a variety of “of the shelf” supplies. Performs clerical and administrative support duties related to procurement actions. Prepares and files all necessary documentation for the final award file, including the actual procurement instrument, memos of negotiation, copies of price quotes, procurement requests, MAARDs, GLAAS REQs, all relevant communications and other supporting documentation, etc. Keeps all records in order, uploads all required documents in the ASIST on a regular basis, and checks ASIST files for completeness. — 50%

2. Actively participates in the development and administration of the Mission Procurement Plan. Responsible for maintaining the Plan with all incoming, assigned, in-process, completed, and pending EXO transactions, reviews it on a weekly basis, and performs follow-up actions as needed based on this review. Organizes, maintains, and updates pertinent information on active Purchase Orders and Blanket Purchase Agreements, close-outs, and completed contracts. Performs tracking of outstanding orders and contacts vendors in order to resolve any complications in ordering or shipping. Liaises with ICASS Procurement on Mission requests submitted through DoS Procurement systems. Attempts to resolve any and all problems with vendors, both offshore and local, and ICASS staff before referring them to the supervisor. Reports to the supervisor on a regular basis regarding work accomplishments and with recommendations for solutions to problems encountered in the work. Periodically researches the local market to assess and ensure the prices of supplies and materials available locally are comparable with those paid by the Mission through the imprest funds purchases. — 30%

3. Manages all procurement related transactions and liaises with other support offices/ICASS staff as needed. Coordinates with the Controller’s Office to ensure timely assignment of fiscal data to procurement documents and timely payments to vendors. Provides informal training to Mission staff on the procurement related actions through presentations/brown bag meetings, etc. — 20%

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 Procurement Specialist.

Supervisory Controls: None.

Physical Demands: The work requested does not involve undue physical demands.

QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE:

Education: Possession of a bachelor’s degree (or higher) in business administration, finance, economics, social sciences or a field relevant to the position.

Work Experience: Minimum three years of progressively responsible experience in procurement, purchasing, acquisition, and/or administrative management for an international organization, is required.

Language Proficiency: Level IV English in reading, speaking, and writing as well as fluency in 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 – Job Knowledge:

Knowledge of purchasing/procurement principles as well as knowledge of negotiating and market research techniques. Knowledge of the current market for administrative supplies and services, as well as an understanding of the effects of market changes on the procurement of administrative supplies and services. Familiarity with regional business and commercial practices.

60 points – Skills and Abilities:

Effective oral and written communication skills, as well as strong interpersonal/customer service skills and the ability to effectively negotiate. Excellent organizational skills and ability to effectively plan and manage multiple on-going projects and processes, as well as balancing competing requirements. Ability to work with independently, with little day-to-day supervision, in accomplishing tasks. IT skills in the use of Windows Office Suite and Google Suite is essential.

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: Procurement Agent (720-121-24-R-10011).

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:

• Only short-listed candidates will be notified.
• This vacancy is open to Ukrainian Nationals (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 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
• 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

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.