Acquisition and Assistance Specialist

  • Mid-level, Long-term consulting assignment
  • Posted on 17 July 2020

Job Description

Statement of Duties to be performed

Provide Technical A&A Expertise– 60%

a. The senior A&A Specialist reviews the Global Acquisition and Assistance System (GLASS) Requisitions requesting acquisition /assistance for major and complex programs/projects/activities and/or services. The Specialist analyzes requirements, and recommends instrument selection or procurement approach to the Contracting/Agreement Officer, if Scope of Work (SOWs) or other program descriptions are complete, and if the request meets policy requirements ; ensures that necessary Mission clearances have been obtained, and if required, that waivers and other supporting documentation are complete; recommends revisions regarding SOWs, budgets, reporting requirements, and any special conditions, and ensures that required performance indicators are developed and included in the initial Request for Proposal or Request for Application and/or Annual Program Statement; and, develops solicitation documentation in accordance with all appropriate regulations, selects and includes relevant clauses, and transmits solicitations for proposal using Internet-based technology. The senior A&A Specialist responds to offeror/applicant questions during the submission phase; and, determines the need for, and prepares, clarifying amendments as required for solicitation documents. As necessary, the senior A&A Specialist holds pre-bid or consultative meetings with offerors/applicants to fully explain the Agency and counterpart’s needs, and to discuss solicitation documents.

b. The senior A&A Specialist evaluates applications and offers for responsiveness to particular solicitation instructions; guides source selection teams; and, obtains reports and references, ensuring that past performance of the offeror/applicant is relevant and of a high quality. The senior A&A Specialist ensures that offerors/applicants have adequate resources, and systems to satisfactorily carry out contracts. The Specialist requests audit reports or pre-award surveys from the Office of the Inspector General and/or the Defense Contract Audit Agency and obtains clearance from the Department of Labor and/or the Small Business Administration on a variety of equal employment opportunity (EEO) and workplace issues. The senior A&A Specialist analyzes cost proposals and technical scores from technical evaluation committees; and, based on the analysis, establishes the competitive range and presents documentation for signature to the Contracting/Agreement Officer and/or Supervisory Regional Contracting/Agreement Officer. The senior A&A Specialist performs analysis of cost issues. The senior A&A Specialist coordinates issues of technical weakness and excessive cost with technical evaluation committees prior to commencement of negotiation; and, clarifies and, as necessary, instructs the members of the procurement team, host-country counterparts, and other Mission staff on the USAID procurement process. The senior A&A Specialist designs the negotiation strategy, identifies areas subject to negotiation, and consults with technical specialists concerning data submitted by offerors/applicants; conducts extensive negotiations on cost and technical issues prior to contract award, presenting USAID issues of concern, and persuading offerors/applicants to upgrade technical deficiencies. and reduce costs where appropriate; requests submission of Revised Final Proposals/Applications, and prepares appropriate instruments for award; coordinates the last stages of selection with technical offices and/or the technical evaluation committee(s); negotiates and potentially awards (dependent upon warrant) grants and cooperative agreements with US-based and or other Private Voluntary Organizations (PVOs) and Non-Governmental Organizations (NGOs), colleges and universities, and other non-profit organizations; analyzes transactions to ensure compliance; and, coordinates contracting activities with other government agencies, frequently negotiating and drafting interagency agreements. The senior A&A Specialist presents award decisions of ultimate contractor/recipient to the Contracting / Agreement Officer and/or Supervisory Regional Contracting/Agreement Officer, with all the appropriate supporting documentation, including the development of appropriate performance indicators, in conjunction with the technical office teams; and, organizes and conducts orientation meetings with selected Implementing Partners (IPs), to ensure that mobilization efforts will be conducted efficiently, and that all terms and conditions of procurement instruments are clear and well-understood by all parties. The senior A&A Specialist chairs debriefings to unsuccessful offerors/applicants.

c. The senior A&A Specialist monitors IP performance in relation to the completion schedule required by the contract or assistance instrument; ensures timely submission of technical progress reports, making periodic visits to IP work sites, and representing the Office at performance-related meetings held by other Mission Offices; assists any client Missions to develop appropriate indicators for work plans and contract documents; ensures IPs are fully compliant with performance standards contained in the award, and seeks corrective action termination of awards as circumstances require. The senior A&A Specialist serves as a member of Activity Design Teams and provides advice in designing and managing the portfolio for accomplishing the results in a most effective and efficient manner. S/he coordinates activities with the appropriate government agencies, as necessary.

d. The senior A&A Specialist analyzes, and takes action to resolve, audit findings; supports recommendations with detailed analysis; prepares necessary documents to resolve all aspects of audits; and, presents documentation to the Contracting/Agreement Officer and/or Supervisory Regional Contracting/Agreement Officer for signature. The senior A&A Specialist reviews completed contract files to determine that all contractual actions are satisfied, and that there are no pending administrative actions to be resolved; ensures that all file documents are signed, that there are no litigation actions pending, and that the contract is complete in every respect and ready to be closed; and, ensures that contracts nearing annual anniversaries or final completion have a completed performance report from the Contracting Officer’s Representative (COR) / Agreement Officer’s Representative (AOR), and submits reports to the Contractor for comment.

e. The senior A&A Specialist will work with Mission colleagues to complete Pre-Award Risk Assessments including making recommendations on Specific Conditions to the cognizant Agreement Officer.

f. The senior A&A Specialist keeps Mission staff and IPs updated on new/changed policies, including but not limited to the Automated Directives System (ADS), Federal Acquisition Regulation (FAR), USAID Acquisition Regulation (AIDAR), Acquisition & Assistance Policy Directives (AAPDs) and Procurement Executive’s Bulletins (PEBs).

Provide A&A Leadership and Guidance– 40%

a. The senior A&A Specialist provides guidance and mentoring to junior-level staff as required. S/he will serve as a Team Leader and supervise 1-2 OAA FSN staff. The Specialist may also serve as the acting Director of the Office of Acquisition and Assistance as delegated by the Office Director.

b. The senior A&A Specialist provides information and advice to the Contracting / Agreement Officer and /or Supervisory Regional Contracting/Agreement Officer and/or his/her designee on critical procurement issues, or on the effect of new or revised requirements. In addition, the Specialist may become a Warranted FSN Contracting Officer, with up to a simplified acquisition warrant and/or purchase card. The senior A&A Specialist attends key Mission meetings as a spokesperson for the Office, as assigned.

c. The senior A&A Specialist provides professional-level procurement planning advice and guidance to Technical Offices, including advice on procurement policy and procedures in the design and implementation of Mission activities. S/he coordinates the development of procurement objectives for assigned portfolios in terms of potential IP organizations, competitive issues, and socio-economic issues, and identifies and constructs appropriate contract and/or grant instruments.

d. The senior A&A Specialist will serve as procurement Portfolio Manager, responsible for life of project funding. Also, the incumbent will provide guidance to Contracting / Agreement Officer Representatives and Implementing Partner organizations during award administration on the relevant USAID acquisition and assistance regulations and policies.

c) Supervisory Relationship: The Senior A&A Specialist reports to the OAA Director or his/her designees.

d) Supervisory Controls: The Senior A&A Specialist works with considerable independence and without detailed guidance, initiating necessary coordination with requesting Mission CORs/AORs, Technical Offices, and DO and AO Teams, providing policy and strategic guidance on how to best fulfill requirements, and with the RFMO and RLO, the staffs of other agencies, and with awardees. The Senior A&A Specialist completed work is reviewed from the overall standpoint of providing a viable procurement approach for results achieved, in meeting delivery schedules, and in the selection of appropriate contract methods. Guidance from the OAA Director is received only when as requested and/or on an as-needed basis.


a. Education: Bachelor’s Degree, or its equivalent, in the following fields: Business Administration, Finance Management, the Humanities, Procurement, Public Administration or their equivalents.

b. Prior Work Experience: Minimum seven years of progressively responsible professional acquisition and assistance experience.

c. Language Proficiency: Level IV fluency in English and Hindi (speaking, reading and writing) is required.

d. Job Knowledge: In-depth knowledge of public and/or private-sector business processes is required. S/he must have sound knowledge of methods of negotiation, sealed bidding, large purchase procedures, and a variety of contract types. Good knowledge of Regional markets pertaining to program and project requirements for services and commodities, and a good knowledge and understanding of US market and pricing methods is required.

e. Skills and Abilities: The ability to plan and administer large acquisition activities and provide advanced acquisition assistance and support for agency programs, projects and activities in a timely manner is required. The ability to apply governing regulations, procedures, and policies to individual complex acquisition and assistance programs is required. An ability to effectively manage relationships with high-level representatives of the US and Regional business community, and with colleagues in USAID Missions and/or host governments throughout the Region is required. Skill in the use of most elements of the Microsoft Business suite is required. S/he must have the ability to provide guidance and mentoring to staff on USG and USAID acquisition, general procurement management, procurement policy direction, new/changed procurement policies, etc. and to serve as a Team Lead, as required. Good analytical, negotiating, and time management skills, along with strong proofreading skills and attention to detail, are required. The ability to work calmly, tactfully, and effectively under pressure is essential, as well as the ability to maintain strict confidentiality, and meet all standards of conduct and ethics in accordance with US law throughout all phases of acquisition and assistance procurement processes.

CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: August 17, 2020, Indian Standard Time (IST)

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