Administrative Assistant

1. SOLICITATION NO.: 72036723R10007
2. ISSUANCE DATE: 08/04/2023
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 08/25/2023 (17:00 Nepal time)
4. POINT OF CONTACT: USAID/Nepal HR office, email at usaidnepalhr@usaid.gov

5. POSITION TITLE: Administrative Assistant

6. NUMBER OF VACANCIES: ONE (1)

7. MARKET VALUE:. Final compensation will be negotiated within the market value for the position equivalent to FSN-8 level in accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of U.S. Embassy-USAID/Nepal. The LCP consists of the local salary schedule, which includes salary rates, authorized fringe benefits, and other pertinent facets of compensation.

8. PERIOD OF PERFORMANCE: Estimated to start o/a December 1, 2023 through o/a November 30, 2028. (depending on the security clearance process)
Employment under this contract is of a continuing nature. Its duration is expected to be part of a series of sequential contracts; all contract clauses, provisions, and regulatory requirements concerning availability of funds and the specific duration of this contract shall apply.

9. PLACE OF PERFORMANCE: Kathmandu, Nepal

10. ELIGIBLE OFFERORS: All interesting candidates – Cooperating Country Nationals (CCNs)

AIDAR, Appendix J. 1 (b) Definitions:
(6) “Cooperating country “means the country in which the employing USAID Mission is located.
(7) “Cooperating country national” (“CCN”) means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

11. SECURITY LEVEL REQUIRED: Facility and computer access.

12. STATEMENT OF DUTIES
The Administrative Assistant is located in USAID/Nepal’s Health Office (HO), and serves as one of two administrative support persons for the 25 member Office. S/he is responsible for ensuring that administrative functions are performed effectively, efficiently, and in a manner that promotes harmony and problem-solving, so that other Office staff members will be more effective. The Administrative Assistant also provides program and project management support for the Office, assisting Agreement/Contracting Officer Representatives (A/CORs) and Activity Managers (AMs) with management and oversight of health activities and projects.
The Administrative Assistant is the primary contact person responsible for Office customer service to internal and external partners and other stakeholders, including USAID Mission staff, as well as broader Embassy, contractors, Implementing Partners (IPs) and grantees, Government of Nepal (GON) officials, 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. The jobholder is required to perform work-related travel. The jobholder will travel up to 10% of the time to assist with logistics for Office meetings and events and to provide project management support for the Office.
The Administrative Assistant also provides executive assistant/administrative support for the Office Director and two Deputy Office Directors.

The Major Duties and Responsibilities include:
ADMINISTRATIVE & EXECUTIVE SUPPORT 60%
For All Health Office Staff

• Schedules, organizes and manages internal and external HO events and meetings, including requesting quotations for venue rental, refreshments, and public address equipment; drafting and sharing agendas and invitations; developing budget estimates; writing approval and waiver memos; ensuring IT equipment is functioning in meeting rooms; making motor pool bookings, developing purchase orders; and receiving and escorting visitors in the Embassy.
• Supports HO staff with all domestic field visits and international travel; training and conferences; and entitlement travel such as home leave and rest and recuperation. Includes: preparing travel requests and travel authorizations and circulating for approval; making flight, hotel, motor pool and vehicle rental reservations; preparing and submitting visa and permit applications; and submitting Out of Town Notifications.
• Supports travel and logistics arrangements for HO Temporary Duty Employees (TDYers) and consultants by: preparing electronic country clearance cables; making hotel and transportation reservations; assisting with visa applications; coordinating computer network access and IT support; arranging seating space; scheduling security briefings, etc.
• Supports onboarding of new staff, including coordinating computer network access and IT support; arranges office space; coordinates security briefings; schedules introductory meetings with HO staff and other offices, etc.
• Serves as HO timekeeper, ensuring that time and attendance reports are accurately completed, processed, approved, and submitted to Payroll on time. Ensures leave and premium pay requests and timesheets are completed accurately following USAID guidelines.
• Manages the HO’s internal emergency preparedness efforts, including tracking all TDYers in-country with emergency contact information; informs TDY staff of emergency procedures; preparing annual list of documents required for continuity of operations; and maintaining emergency contacts for all HO staff, including while traveling.
• Completes Mission trackers and logs, such as the in-country travel tracker, the TDY tracker, Leave and TDY calendars, etc.
• Updates HO information (such as Organization Charts and Staff Bios) on the Mission Resource Page (an intranet based resource application) periodically.
• Trains and mentors new HO administrative staff to ensure effective and efficient operations and identifies innovative practices to streamline systems for smooth running of the office.

For Office Director/Deputies:

• Manages calendars and schedules meetings.
• Prepares travel vouchers as requested with supporting documentation and administrative approvals.
• Supports arrival and departure logistics, including: assisting with transport and accommodation; coordinating computer network access and IT support; arranging office space and equipment and supplies; coordinating security and Medical Unit briefings; and scheduling introductory meetings with Mission leadership, HO staff, and other offices, etc.

PROGRAM SUPPORT
30%
Supports Health Office A/CORs and AMs:

• Collects, reviews, drafts and distributes implementing partners (IPs) invoices and other documentation for value added tax reimbursement in accordance with GON regulations.
• Tracks submission and approval of IP workplans, quarterly and annual reports, and other deliverables.
• Works with A/CORs and AMs to ensure that problems/late submissions and approvals are addressed.
• Conducts end use checks to verify presence of USAID funded equipment and commodities, and provides A/CORs and AMs with information that will allow them to address issues, if any.
• Conducts periodic travel within Nepal to conduct monitoring and, project management support functions.
• Participates in routine partner reporting data quality assessments and preparing reports.
• Conducts routine analysis of HO activities, pipelines, and budgets and liaises with the Program Office and Finance Office backstops on budget matters, as needed.
• Drafts activity documents and correspondence such as Action Memos, Notes to File, Implementation Letters, and letters to the GON.
• Assists A/CORs to manage, maintain, and retire activity files according to USAID guidelines.
• Serves as Global Acquisition and Assistance System (GLAAS) Requester and prepares pre-GLAAS and pre-obligation checklists.
• Initiates procurement actions in coordination with the Mission’s Offices of Acquisition and Assistance and Financial Management and State General Services Office.
• Drafts and processes visas and permits for IP international staff.

CORRESPONDENCE AND FILE MANAGEMENT 10%

• Manages the HO’s general administrative files, ensuring they are well-organized, and filing is completed in a timely manner. Retires files according to USAID guidelines.
• Establishes and maintains general administrative files (both physical and electronic) according to standards set by the Mission and USAID/Washington. Marks correspondence and other documents for filing; files accordingly; and backs-up electronic files.
• Establishes and maintains computerized tools and systems to track actions and files documents electronically in Google folders, shared drive(s) and the Mission Resource Page.
• Maintains control of all communications and correspondence for relevant teams within the Office.
• Receives, screens and distributes mail, attaching pertinent background material, as needed.
• Records meetings and distributes minutes.
• Safeguard PII information and maintain security over sensitive documents like personal files and procurement documents.

13. PHYSICAL DEMANDS
The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

• 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.
• Prior Work Experience: A minimum of three (3) years of progressively responsible administrative or executive assistant experience is required. Must have experience in customer service, analytical, and administrative operations.
• Language Proficiency: Level IV (fluency) in English is required. This will be tested.
• Job Knowledge: The jobholder must be familiar with routine office tasks and responsibilities and possess a general knowledge of standard office procedures and practices. S/he must have a detailed understanding of accepted administrative and executive tools and processes. S/he must have demonstrated knowledge of file management, mail handling, and correspondence formatting. The jobholder must be knowledgeable in drafting various types of correspondence, proofreading others products, and tracking and routing documents for signatures and/or clearances in a timely manner. The jobholder must be able to quickly learn USAID policies, practices, and requirements as they relate to the Administrative Assistant job requirements. She/he must have the willingness and ability to develop firm grounding in the Agency’s strategic and development priorities and the USAID/Nepal Mission’s strategies, objectives and priorities.
• Skills and Abilities:

Relationships and Communications: Good communications and interpersonal skills and excellent ability to work both independently and in a team environment. Tact and diplomacy in interacting with internal and external audiences. The ability to work effectively as a team member in a culturally diverse team environment and communicate with, and understand the needs of, internal clients. High emotional intelligence with experience practicing appreciative listening and empathic communication.
Administrative and Executive: Strong administrative and time management skills. Uncompromising integrity, high ethical standards, and the ability to maintain strict confidentiality. The ability to work calmly under pressure. The ability to follow oral instructions and to organize, prioritize and follow through on all assignments with minimal oversight.

Adaptability: The ability to work in a fast paced environment, with competing deadlines, yet maintain attention to detail and quality outputs. The ability to plan and execute unanticipated events and be adaptable and ready to respond quickly, as requested.
Diversity and Multicultural Environments: Once hired, the job holder will develop an understanding of Diversity, Equity, Inclusion and Accessibility (DEIA) principles and will be expected to demonstrate them as part of the position responsibilities. S/he must participate in diversity, equity and inclusion training and demonstrate the ability to explain how they can effectively be integrated into development programming and the workplace environment.
Information Technology: Proficient in standard software including Microsoft Word, Excel, PowerPoint, and other cloud based software programs as designated. Proficient in using the Internet and e-mail and skilled in web based platforms and Google applications.
A good knowledge of Nepali work culture, language and Nepal development issues and context is required so as to be able to communicate effectively and work collaboratively with stakeholders at the local levels.

III. EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with offerors in accordance with FAR 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 FAR 15.306(c). In accordance with FAR 52.215-1, if the CO 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 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 technical evaluation committee (TEC) 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.
Following the application packages initial screening by the USAID/Nepal HR Unit, the offerors meeting the minimum qualifications (see section II above) will be evaluated by the TEC and may be invited to participate further, including a language examination, writing test, and potentially interview. Any offeror not receiving satisfactory reference checks will no longer be considered for the position.

Candidates will be evaluated and ranked based on the following selection criteria to a maximum score of 100 points:
1) Work Experience/30 points:

• Experience working with range of clientele providing support with event planning and logistics.
• Experience supporting programs on data quality assessments and preparing reports.

2) Knowledge/25 points:

• Knowledge of managing calendars and scheduling meetings
• Drafting memos and correspondences
• Knowledge of managing travel logistics.

3) Skills and Ability/45 points:

• Excellent Written, verbal, and non-verbal communication skills.
• Excellent Collaboration and Teamwork skills
• Excellent time management skills and ability to prioritize tasks.
• The ability to follow oral instructions and to organize and follow through on all assignments with minimal oversight.
• Being able to handle pressure and stress in a healthy manner.
• Skills in file management, document tracking, and maintaining calendars or task lists.
• Ability to respect cultural differences, effective communication approaches to different cultural contexts, and being able to promote inclusivity.
• Proficient in standard software including Microsoft Word, Excel, PowerPoint.TOTAL: 100 points

Reference check (Pass/Fail)
Negotiations will be conducted with the most qualified/ highest-ranked offeror at the conclusion of evaluations.

IV. SUBMITTING AN OFFER

• Eligible Offerors are required to complete and submit a resume and application form DS-174.
  DS-174 application form in English is available on the following link: https://eforms.state.gov/Forms/ds174.PDF
•  Additionally, offerors must provide a cover-page of approximately 500-750 words (1 page), expressing how the offeror’s qualifications meet the evaluation and selection factors (per section III above).
  Offerors who do not submit any of the required documents (resume, DS- 174 and a cover-page) as mentioned above will not be considered further.
•  Offers must be received by the closing date and time specified in section I, item 3, and submitted to the Point of Contact in section I, item 4: usaidnepalhr@usaid.gov
• Offeror submissions must clearly reference the Solicitation number and interested specific technical area on all offeror submitted documents.

USAID/Nepal is an equal opportunity employer committed to a staff composition that reflects the social and ethnic diversity of Nepali society. We believe that social inclusion and diversity contribute to excellence. USAID/Nepal makes hiring decisions without regard for gender, gender identity, caste, race, ethnicity, disability, marital status, age (if over 40), or sexual orientation. Applicants from ALL backgrounds are encouraged to apply.

Tagged as: Administrative Assistant, Administrator, NGO INGO, USAID