Credence is recruiting for Acquisition and Assistance (A&A) Deputy Team Managers, a Mid-Level position, to provide A&A services for integrated acquisition and assistance support to USAID for an upcoming program to ensure the timely execution of contracts, grants, cooperative agreements, interagency agreements, and other agreements to implement effective programs. This position will provide acquisition support for the full acquisition lifecycle of USPSCs, TCNPSCs, and CCNPSCs, as well as post award monitoring and close out support for A&A recipients.
The A&A Deputy Team Manager should be knowledgeable about all applicable federal, state and local laws, rules, regulations, policies, and procedures, including but not limited to:
USAID Office of Acquisition and Assistance (OAA) policies and directives, including:
Acquisition and Assistance Policy Directives (AAPDs)
Contract Information Bulletins (CIBs)
Procurement Executive Bulletins (PEBs)
Administrative Memoranda (OPAM)
USAID standard provisions for Public International Organizations (PIOs) and non- governmental organizations (NGOs)
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Responsibilities
Ensure that all documentation for acquisition and assistance actions is processed in compliance with required timeframes [e.g. USAID’s Procurement Acquisition Lead Time (PALT) and requirements in the USAID Automated Directive System (ADS) 300.3.5].
Comply with USAID tracking and filing requirements, including the mandatory use of USAID systems (e.g. GLAAS, ASIST, Abacus) to generate required documentation and to track work and the status of all acquisition and assistance actions.
Conduct market research, including but not limited to: drafting Requests for Information (RFI), assisting with Sources Sought notices, and identifying suppliers, vendors, and contractors.
Develop and draft Independent Government Cost Estimates (IGCE).
Assist with pre-solicitation documentation, memos, and processes (e.g. Senior Obligation Alignment Review Memos, Selection of Instrument Memos, Grants Under Contracts Memos, Individual Acquisition Plan, Source Selection Plan, etc.).
Assist with performing cost/price and cost realism analysis and documentation in accordance with the Federal Acquisition Regulation (FAR) and Agency policy and guidance.
Track and monitor the status of each application request and develop a detailed status report using a USAID system, documenting the specifics of each application from submission to review, approval, annual modifications, and final closeout, including annual budget and funding data.
Assists with pre-application documentation, memos, and processes (e.g. Selection of Instrument Memos, Activity Approval Documents, etc.).
Provide support for unrestricted and restricted eligibility assistance award processes, including but not limited to: posting assistance opportunities, assisting with pre-application conferences, assisting with industry day events, co-creation workshops, local engagement, receiving applications, and reviewing them for completeness.
Conduct and document pre-award risk assessment of applicants for the Agreement Officer (AO), in accordance with the requirements described in 2 CFR 200.206 and in USAID’s ADS 303, including pre-award surveys in conjunction with the AO, General Counsel and audit support staff (see C.4.1.3.2 for more detail).
Conduct financial compliance reviews to determine the appropriate use of funds under awards in coordination with audit support staff.
Review award documentation and provide recommendations on award administration-related issues such as disputes and appeals, provide guidance and support on processing necessary approvals and modifications, and assist in drafting the necessary documentation and obtaining necessary clearances to process recommendations/actions with the AO, AOR, or their designee.
Provide post-award support, such as maintaining award files, preparing award modifications for review and approval of the AO; tracking specific relevant information regarding each award; monitoring recipient performance and compliance; assisting with responding to award claims and award terminations, debt collection, and award closeout(s).
Review and provide feedback on award-related plans and reports including but not limited to: operating plans, branding and marking plans, implementation plans, schedules, monthly status reports, quarterly narrative and financial reports, annual resource requests and annual results reports, at the Government’s request.
Assist with the timely closeout of grants, cooperative agreements, interagency agreements, and other agreements in accordance with all applicable laws, regulations, and policies.
Assist with decommitting and de-obligating unliquidated balances in awards, in coordination with USAID staff or contractors working on award closeout when applicable.
Assist with data collection, analysis and reporting before and after closeout.
Assist with other matters related to grants, cooperative agreements, interagency agreements, and other agreements.
Assist with filing and comply with applicable record-keeping rules and regulations.
Assist with acquisition planning for PSC staffing needs, such as collecting, analyzing, and reporting data; assisting with market research tasks; and assembling and providing information that will assist in identifying the position level and market value of desired PSC positions.
Assist with the development and maintenance of recruitment content for posting on websites.
Developing solicitations in compliance with Agency policy ADS 309 and 509, to include position descriptions (consisting of a statement of duties, minimum qualifications, skills and experience required for the position, and the evaluation criteria).
Preparing and reviewing PSC budgets.
Preparing requisition packages for PSC positions, including drafting, reviewing and assembling all required supporting documentation (e.g. position description, position level and market value determinations, comprehensive budget for the position, justification and approval memo for any exception to competition, hiring authorization memorandums, and other pre-requisition approvals as applicable), and executing the related necessary actions in Agency systems (e.g. planning and budget system, accounting system, and procurement system).
Facilitating and documenting the technical evaluation process for each solicitation, including but not limited to receiving, compiling, and distributing offeror responses to the solicitation, facilitating and documenting meetings, arranging interviews, and conducting reference checks.
Supporting contract award negotiations, such as drafting correspondence and memoranda (e.g. offer letters).
Drafting and assembling obligation documentation (e.g. conditional selection letter, security eligibility/facility access documentation, medical clearances or statements, other required documents, and negotiation memorandum with responsibility determination).
Verifying offeror’s Unique Identifier number and System for Award Management (SAM) registration (if applicable) and verifying that the offeror is not on the U.S. Department of Treasury’s List of Parties Excluded from Federal Procurement and Non-Procurement Programs as a part of responsibility determination.
Filing PSC pre-award documentation, including electronically filing documentation in the Agency’s required systems (e.g., ASIST).
Performing data analysis and reporting on the status of open/in process PSC solicitations.
Mentor and coach A&A Junior-level Specialists.
Travel internationally and/or domestically, as necessary.
Other duties as assigned.
Qualifications
Education and Experience:
MS with 1 year, BS with 3 years or HS with 6 years of relevant experience with processing the full lifecycle of Federal Government A&A processes and policies
Exceptional attention to detail.
Excellent communications skills – written and verbal.
Required to have at least US permanent residency with the ability to obtain and maintain Facility Access or have US citizenship with the ability to obtain and maintain a Secret Clearance.
Other Qualifications and Requirements
Familiarity with standard business software such as Google and Microsoft programs.
Ability to work effectively and collaboratively in a large team.
Experience managing processes and/or small teams.
Experience with pricing and cost analysis.
Relevant A&A training and certifications.
Competencies/Performance Criteria
Innovation: Takes initiative to propose new ideas/approaches and demonstrates ability to find new and better ways to accomplish work.
Customer Service: Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedures to solve customer problems, understands program products and services, maintains pleasant and professional image.
Accountability: Takes ownership of work responsibilities and holds high standards. Keeps commitments and takes appropriate actions to ensure obligations are met. Pursues efficiency and effectiveness and adheres to organization policies and procedures.
Interpersonal Skills: Demonstrates ability to work in cooperation with others and communicates effectively with co-workers, supervisors, subordinates, clients, and other stakeholders.
Continual Learning: Assesses and recognizes own strengths and weaknesses; pursues professional development that is aligned with organizational role, contribution, and goals. Proactively shares knowledge with others to foster learning across the organization.