SOLICITATION NOTICE
R -- Administrative Assistant, Cape Verde
- Notice Date
- 8/24/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 812990
— All Other Personal Services
- Contracting Office
- African Development Foundation, Contracts Office, African Development Foundation, Washington, DC, 1400 Eye Street, N.W., Suite 1000, 10th Floor, Washington, District of Columbia, 20005
- ZIP Code
- 20005
- Solicitation Number
- ADF-10-Q-207
- Archive Date
- 9/23/2010
- Point of Contact
- Chevella Talbert, Phone: 2022338805
- E-Mail Address
-
ctalbert@adf.gov
(ctalbert@adf.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- SUBJECT: Solicitation for Personal Service for an Administrative Assistant for its field office in Praia, Cape Verde. Ladies/Gentlemen: The United States African Development Foundation (ADF) is seeking resumes from qualified Cape Verde citizens to provide services as an Administrative Assistant under a Personal Services Contract (PSC), as described in the position description. Applicants interested in applying for this position "MUST" have the following Knowledge, Experience, Skills and Abilities: 1. At least 2 years experience in office administration in an international NGO, Embassy, or company. 2. Ability to use modern ICT equipment: telephone exchange, computer, copier, printer, scanner and fax machine. 3. Proficiency in Microsoft applications, including Word, Excel and Power Point. 4. Experience and knowledge of handling petty cash, bank account reconciliation, and financial report preparation. 5. Fluency in written and spoken English. 6. Good interpersonal skills and experience in dealing with grassroots groups. Applicants should retain copies of all documentation submitted in response to the solicitation. All documentation in response to this solicitation shall be submitted via email to: adfcontractbids@usadf.gov. Question regarding this solicitation should be directed to adfcontractbids@usadf.gov. Sincerely, Chevella Talbert Acting Contracting Officer 1.0 ISSUANCE DATE: August 25, 2010 2.0 CLOSING DATE/TIME: September 8, 2010 11:59 p.m. EST 3.0 POSITION TITLE: Administrative Assistant 4.0 MARKET VALUE: 4.1. The salary range for this position is $19,550.00- $ 21,700.00 per annum, plus benefits with a total contract amount not to exceed $25,000.00. The actual salary of the successful candidate will be negotiated within the daily pay range depending on qualifications, salary and work history, experience, and educational background. Salaries over and above the top of the pay range will not be entertained or negotiated. Salary will be fixed and paid in local currency equivalent. 5.0 BENEFITS/ALLOWANCES: 5.1. As a matter of policy, and as appropriate, a PSC normally authorizes the following benefits and allowances: a. Employer's Tax Contribution b. Annual Increase (i.e. pending a satisfactory performance evaluation, inflation adjustment if applicable). c. Annual & Sick Leave 5.2. LOCAL TAXES: A PSC requires payment of relevant taxes in the host country. 6.0 PERIOD OF PERFORMANCE: One (1) year, with four (4) one-year option periods. 7.0 PLACE OF PERFORMANCE: Praia, Cape Verde 8.0 POSITION DESCRIPTION: 8.1. BACKGROUND 8.1.1. The United States African Development Foundation (USADF) is an agency of the United States Government. USADF supports private businesses, farmers' cooperatives, associations, and various community-based organizations, especially those serving marginalized peoples, engaged in economic and social development activities. The Foundation started its funding activities in Cape Verde in 1986. USADF's office in Praia provides on-going support to projects that have been financed and also continues to identify viable local small & medium-sized enterprises that show potential to create employment opportunities, generate incomes and have broad social impact beyond the project activity. 8.2. SCOPE OF WORK 8.2.1. The Administrative Assistant serves as part of a small staff component with the primary responsibility for providing a range of administrative and logistical assistance services in support of the USADF Cape Verde program. The position reports to the USADF Regional Program Director (RPD). 8.3. RECEPTION: a. Answer all telephone calls in a polite, pleasant, helpful manner and take accurate messages. b. Receive visitors, answer general public inquiries in a knowledgeable and professional manner, and assist in the dissemination of information and communication between various USADF staff members and stakeholders. c. Assist with office correspondence, receiving and dispatching mail. d. Provides appropriate USADF information materials to visitors. 8.4. ADMINISTRATION: a. Handle general correspondence including drafting, typing, dispatching and receiving mail. b. Receive, date stamp, and log funding applications and proposals and generate a monthly status report. c. Regularly update and ensure accuracy of files for both ongoing and expired projects. d. Take minutes of staff meetings and any other meetings as requested. e. Arrange and coordinate appointments, meetings, conferences, and special events as requested. f. Arrange travel and accommodation for staff and official guests as requested. g. Ensure the smooth operation of the office including planning, procuring and maintaining inventory of office supplies. h. Plan and implement a schedule for maintenance of all office equipment. i. Provide logistical support to staff and monitor the movement of the office vehicle and ensure proper maintenance of the Daily Vehicle Use Log. j. Responsible for the shipment and clearing of project and office equipment through customs. k. Assist in preparation and formatting of reports and office documents as needed. l. Ensure scanning and transmission of PDF, JPEG and other files to USADF Washington. m. Establish and maintain an effective record management system for easy retrieval and backup of files. n. Any other administrative duties as assigned. 8.5. BOOKKEEPING AND FINANCIAL MANAGEMENT: a. Prepare petty cash requisitions, handle petty cash and undertake petty cash reconciliations. b. Record transactions in the Expenditure Journal and Invoice Log and allocate proper budget line item codes for Country Program Coordinator (CPC) office expenses. c. Prepare check requests, travel advances and travel expense reports, as needed. d. Prepare requisitions and purchase orders, and maintain records of receipt of, and payments for goods, and services. e. Purchase items with office funds in the local marketplace. f. Support the process of preparing office bank account reconciliation and monthly financial reports. 8.6. REQUIRED KNOWLEDGE, EXPERIENCE, SKILLS AND ABILITIES: a. At least 2 years experience in office administration in an international NGO, Embassy, or company. b. Ability to use modern ICT equipment: telephone exchange, computer, copier, printer, scanner and fax machine. c. Proficiency in Microsoft applications, including Word, Excel and Power Point. d. Experience/knowledge of handling petty cash, bank account reconciliation, and financial report preparation. e. Fluency in written and spoken English. f. Good interpersonal skills and experience in dealing with grassroots groups. 9.0 PREPARATION AND SUBMISSION OF RESPONSES 9.1. TO APPLY FOR THIS POSITION, YOU MUST RESPOND TO THE SOLICITATION POSTED AT HTTP://WWW.USADF.GOV/CONTRACTING.HTML 9.2. FOLLOW ALL THE INSTRUCTIONS OF THE SOLICITATION. DO NOT APPLY TO A REGIONAL USADF OFFICE OR PERSONNEL. ONLY RESPONSES SUBMITTED EXACTLY AS REQUIRED BY THE SOLICIATION WILL BE CONSIDERED. 9.3. ALL RESPONSES MUST BE SUBMITED TO ADFCONTRACTBIDS@USADF.GOV. 9.4. THE RESPONSE MUST CITE THE REQUEST FOR QUOTATION NO. ADF-10-Q-207 AND MUST BE RECEIVED ON SEPTEMBER 8, 2010 NO LATER THAN 11:59 p.m. EASTERN STANDARD TIME. 9.5. USADF MAY REJECT AS NON-RESPONSIVE ANY RESPONSE THAT FAILS TO CONFORM IN ANY MATERIAL RESPECT TO THE RFQ. 9.5.1. The Respondent assumes full responsibility for ensuring that their responses are received at the place as delineated herein and by the date and time indentified above. The Respondent assumes full responsibility for ensuring electronic submissions are formatted in accordance with USADF Security Requirements. THE FOLLOWING FILE EXTENSIONS ARE NOT ALLOWABLE AND APPLICATION MATERIAL/DATA SUBMITTED WITH THESE EXTENSIONS CANNOT BE CONSIDERED: BAT; CMD; EXE; PIF; RAR; SCR; VBS; HTA; CPL; AND ZIP FILES. 9.5.2. Microsoft Office compatible documents and Adobe PDF are acceptable. If the Respondent determines other formats are necessary, it is the respondent's responsibility to verify with USADF that the format is acceptable. Submitted materials with unacceptable or unreadable formats may be found non-responsive. 10.0 EVALUATION FACTORS: 10.1. Evaluation Factors are used to determine the competitive ranking of qualified applicants in comparison to other applicants. Applicants who have provided all the required documents will be scheduled for an interview. The interview will be based on Evaluation Factors 2, 3, 4 and 5. 10.2. FACTORS/SUBFACTORS: FACTORS FACTOR DESCRIPTION ASSIGNED MAXIMUM POINTS Factor 1 Provide references and demonstrates suitable past experience. 10 Factor 2 Demonstrates knowledge of international or business organizations (Government, Private, NGO). 10 Factor 3 Demonstrates knowledge of communication techniques and outreach activities aimed at grassroots groups. 5 Factor 4- Possesses skill in office operations Sub-Factor 4a Possesses skill in operating office computer equipment and software such as (a) PC, (b) printer, (c) fax machine, (d) copier, and (e) Microsoft Office programs. 15 Sub-Factor 4b Demonstrates knowledge of office operations. 20 Sub-Factor 4c Demonstrates knowledge and skill in financial management 15 Sub-Factor 4d Demonstrates capacity to write sample office memo in English. 10 Sub-Factor 5 Demonstrates the possession of the following skills: (a) effective verbal communication and listening skills; (b) attention to detail and high level of accuracy; (c) effective organizational skills; and (d) time and stress management skills. 15 TOTAL POSSIBLE POINTS 100 11.0 ALL RESPONDENTS MUST CHECK "YES" OR "NO" TO THE FOLLOWING QUESTIONS AND SUBMIT A COPY OF THE REQUESTED DOCUMENT (S) ELECTRONICALLY WITH YOUR RESPONSES. TABLE 6.6.1 DOCUMENTATION REQUESTS QUESTIONS YES NO DID YOU ATTACH YOUR RESPONSE? 1. Do you have at least 2 years of experience with office administration in an international NGO, Embassy, or company? If so, please provide an electronic copy of your resume or CV with your signature on the last page. 2. Please answer the following questions and submit as a separate electronic document: a. Do you have the ability to use modern ICT equipment such as a telephone exchange, computer, copier, printer, scanner and fax machine? b. Do you have proficiency in Microsoft applications, including Word, Excel and PowerPoint? c. Do you have experience and knowledge of handling petty cash, bank account reconciliation, and financial report preparation? d. Do you have three references? Please provide their contact information as a separate electronic document. 12.0 OTHER SOLICITATION PROVISIONS AND CLAUSES: 12.1. In addition, the applicant must: a. Be a Cape Verdean Citizen, b. Submit a resume or CV with hand signed signature on the last page of the resume, c. Be able to pass a basic security screening within 90 days after contract award, and d. Satisfactory verification of academic credentials, and Resume or CV must be written in "ENGLISH" and identify the solicitation number and country, i.e. (ADF-10-Q-207 Cape Verde), in the subject line of the responding email. e. Items (d) shall be completed "ONLY" upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. 12.2. FAR CLAUSES INCORPORATED BY REFERENCE 12.2.1. This contract incorporates the following clauses by reference with the same force and effect as if they were given in full text. Upon request, the CO will make their full text available. The Contractor may also find the clauses online at www.arnet.gov/far. a. 52.202-1 Definitions (JUL 2004) b. 52.203-3 Gratuities (APR 1984) c. 52.203-5 Covenant against Contingent Fees (APR 1984) d. 52.203-6 Restrictions on Subcontractor Sales to the Government (SEP 2006) e. 52.203-7 Anti-Kickback Procedures (JUL 1995) f. 52.203-10 Price or Fee Adjustment for Illegal or Improper Activity (JAN 1997) g. 52.203-12 Limitation on Payments to Influence Certain Federal Transactions (SEP 2007) h. 52.215-2 Audit and Records - Negotiation (MAR 2009) i. 52.216-24 Limitation of Government Liability (APR 1984) j. 52.216-25 Contract Definitization (OCT 1997) k. 52.217-8 Option to Extend Services (NOV 1999) l. 52.222-26 Equal Opportunity (MAR 2007) m. 52.222-36 Affirmative Action for Workers with Disabilities (JUN 1998) n. 52.224-1 Privacy Act Notification (APR 1984) o. 52.224-2 Privacy Act (APR 1984) p. 52.232-1 Payments (APR 1984) q. 52.232-17 Interest (OCT 2008) r. 52-232-23 Assignment of Claims (JAN 1986) s. 52.232-25 Prompt Payment (OCT 2003) t. 52.232-34 Payment by Electronic Funds Transfer-Other than Central Contractors Registration (MAY 1999) u. 52.233-1 Disputes (JUL 2002) v. 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2004) w. 52.237-2 Protection of Government Buildings, Equipment, and Vegetation (APR 1984). x. 52.237-3 Continuity of Services (JAN 1991) y. 52.242-14 Suspension of Work (APR 1984) z. 52.242-15 Stop-work Order (AUG 1989) aa. 52.243-1 Changes - Fixed Price (AUG 1987) bb. 52.246-25 Limitation of Liability-Services (FEB 1997) cc. 52.249-12 TERMINATION (PERSONAL SERVICES) (APR 1984) The Government may terminate this contract at any time upon at least 15 days written notice by the Contracting Officer to the Contractor. The Contractor, with the written consent of the Contracting Officer, may terminate this contract upon at least 15 days written notice to the Contracting Officer. (End of clause) dd. 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR, (APR 1984) Funds are not presently available for performance under this contract beyond September 30, 2011. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond September 30, 2011, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of clause) ee. Option to Extend the Term of the Contract (Mar 2000) The Government may extend the term of this contract by written notice to the Contractor within 30 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b). If the Government exercises this option, the extended contract shall be considered to include this option clause. (c). The total duration of this contract, including the exercise of any options under this clause, shall not exceed sixty (60) months. (End of clause)
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/ADF/ADFADF1/ADFADFL/ADF-10-Q-207/listing.html)
- Place of Performance
- Address: Praia, Cape Verde, Cape Verde
- Record
- SN02253334-W 20100826/100824235918-47fab8ac1efcab51855cbbadf94f88c9 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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