SOLICITATION NOTICE
R -- Personal Service Contract for Business Operation Assistant/Receptionists
- Notice Date
- 2/4/2010
- 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-0003
- Archive Date
- 2/25/2010
- Point of Contact
- Erik King, Phone: 2026733916175, Franklin F. Gunn, Phone: 2026733916
- E-Mail Address
-
eking@usadf.gov, fgunn@usadf.gov
(eking@usadf.gov, fgunn@usadf.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- Ladies/Gentlemen: Subject: Request for Quotation (RFQ) Number ADF-10-Q-0003 for a Personal Service Contractor The United States Government, represented by the African Development Foundation is seeking applications from qualified United States Citizens interested in Proving Personal Services Contract (PSC) services as described in the attached solicitation. Submissions shall be in accordance with this RFQ and at the place and time specified. Interested applicants must submit: (1) resume (ii) three references, who are not family members or relatives, providing working telephone numbers and email addresses. (iii) response to the Knowledge Skills and Abilities (KSA) and a cover letter highlighting your reason for applying for the position to include written certification of the date and length of time for which the candidate is available for the position. The resume must contain sufficient relevant information to evaluate the application in accordance with the stated evaluation criteria. Broad general statements that are vague or lacking specificity will not be considered as effectively addressing particular selection criteria. The applicant's references must be able to provide substantive information about his/her past performance and abilities. ADF reserves the right to obtain from previous employers relevant information concerning the applicant's past performance and may consider such information in its evaluation. Applicants must provide their full mailing address with telephone, facsimile numbers and email address and should retain for their records copies of all enclosures that accompany their submissions. All application packages are to be submitted to African Development Foundation Attn: Erik King 1400 I Street, NW Suite 1000, 10th Floor Washington, DC 20005 No electronic applications will be accepted. Late applications will not be accepted and will be handled in accordance with Federal Acquisition Regulations (FAR) subpart. 15.412. The African Development Foundation anticipates awarding two (2) PSC as a result of this RFQ. This does not constitute any guarantee that a PSC will be awarded as a result of this RFQ nor does it constitute any authorization by ADF to reimburse costs incurred in the preparation of an application. POSITION TITLE: Business Operation Assistant/Receptionist MARKET VALUE: $35,392.00 to $42,442.00 (Final compensation will be negotiated within the listed market value based upon the candidate's past salary, work history and education background. Period of Performance: Base period of 12 months with 2 consecutive 12 month unilateral Government options Place of Performance: ADF Headquarters, 1400 I Street, NW, Washington, DC 1.0 INTRODUCTION 1.1 The United States African Development Foundation (hereinafter referred to as “ADF”) is a public international organization located in Washington, D.C., United States of America. ADF intends to issue a Personal Services Contract for the positions. The positions are located in the Business Operation Unit within the Office of the Management and Administration. The Unit provides a wide variety of business operations support to the Foundation. The Unit provides correspondence control; records and file management; administrative coordination of clearance and approvals of project proposals and grant agreements; travel support; and a variety of other business operatives, and adheres to systems and processes related to the Foundation’s vital documents and records. The Unit also provides executive administrative support to staff in the Office of the President and the Field Operations Division. 2.0 MAJOR DUTIES AND RESPONSIBILITIES: 2.1 The Assistant shall provides diverse business operations support, clerical, technical and administrative work involving office automation which is essential to the operation of the Foundation which includes correspondence control, records and files management, coordination of clearances and approvals of project proposals and grant agreements, and travel support, tracking of records, data entry, substantive office automation, clerical, technical and administrative support, and other general support services. 2.2 The Assistant shall perform office automation which is essential to the operation of the Unit. He/she meets special administrative requirements and identifies system improvements to office procedures. Prints and distributes documents for project reviews. Assists in the preparation of grant documentation for the Agency’s review process; prepares grant amendments for approval; distributes approved grants and amendments to the appropriate parties; and receives and distributes fully executed grant documentation. Prepares files for signed grants. Performs data entry of new grants and grant amendments, and their associated budgets. Assists THE Business Operations Coordinator in the tracking of the development of grant projects and amendments. 2.3 The Assistant shall produces a wide range of documents requiring the use of advanced software functions requiring complex formats to assist in the preparation of grant documentation for ADF’s review process. 2.4 The Assistant shall work and assist in the coordination of Agency documentation translation needs. 2.5 The Assistant shall processes incoming and outgoing agency mail, including the processing of express and international mail, and maintain an incoming mail tracking log. Maintains and places orders of inventory of mailing supplies. 2.6 The Assistant shall serves as back-up timekeeper in the absence of the Human Resources Assistant in the collection and faxing of Federal employee time and attendance sheets to the National Business Center which entails reviewing and validating time and attendance sheets. 2.7 The Assistant shall serves as back-up receptionist for the Agency Front Desk (i.e., receives and forwards telephone calls and greets office visitors, sorts incoming mail, and signs for express mail). 2.8 The Assistant shall provide assistance to staff in arranging domestic and international travel and assist travelers in the visa application process and with travel reservations. Develops and transmits country clearance requests and tracks responses. Develops travel authorizations and checks on status of approvals to assure timely completion. Copies and distributes tickets. Assists travelers in resolving travel issues and problems. Processes travel vouchers which includes local expense vouchers for the Office of the President. Serves as back-up to ADF’s e-Travel System Administrator and assists travelers with travel software usage. 2.9 The Assistant shall file administrative and project specific records, ensuring adequate controls for indexing, archiving and retrieving documents; maintaining filing systems; and suggesting process improvements. 2.10 The Assistant shall edit documents for basic grammatical structure, punctuation, spelling, capitalization, accepted English usage, internal factual inconsistencies, and adherence to office style format, and layout requirements. Works with administrative personnel both internal and external to the office to ensure that correspondence is reviewed, approved, disseminated properly and efficiently. Drafts general correspondence as required. 2.11 The Assistant shall prepare office conference and meeting materials. 2.12 The Assistant shall assist staff in understanding and participating in Programs handled by Unit (e.g., travel, file maintenance, etc.) and performs other administrative support duties as assigned. 3.0 SUPERVISORY CONTROLS: 3.1 This position reports to the Business Operations Coordinator. The incumbent initiates work and works independently on routine tasks. The incumbent receives new assignments and is provided direction, expectation and work is reviewed during progress and upon finalization. 4.0 GUIDELINES: 4.1 Guidelines are in the form of ADF policies and procedures. In the event that there is no policy for an assignment, the incumbent relies on the direction of the Business Operations Coordinator for guidance. Routine work is expected to be at the judgment of the incumbent. 5.0 COMPLEXITY: 5.1 Work consists of different and often unrelated steps that must be carried out to complete assignments. The incumbent uses his/her analytical skills to identify the nature and scope of problems or issues and analyzes factual data. The incumbent determines the appropriate methods and techniques to resolve problems and/or issues. 6.0 PERSONAL CONTACTS PURPOSE OF CONTACTS: 6.1 Personal contacts include Foundation employees at all levels and the general public. Routinely deals with officials, specialists/experts of other Federal agencies, representatives of private organizations and educational institutions. The purpose of contacts is to plan, coordinate or advise on work efforts. 7.0 PHYSICAL DEMANDS: 7.1 The work is primarily sedentary. The work may require carrying light objects such as files, books, and papers. No special physical qualifications are required. 8.0 WORK ENVIRONMENT: 8.1 The work is performed in an office setting. 9.0 KNOWLEDGE, SKILLS, ABILITIES REQUIRED: 9.1 Must possess excellent typing. In addition, experience in administrative or clerical work which demonstrates possession of the knowledge, skills and abilities required to serve as a principal office assistant, including all of the following: 9.2 Knowledge of clerical and administrative requirements, processes and systems, including communication tracking, travel, grant documentation, and related items. 9.3 Substantive knowledge of various automated systems and software programs such as Microsoft Word, Outlook, and Excel to prepare correspondence, transmit and receive documents. 9.4 Knowledge of office protocol, administrative procedures and the organization’s missions and goals to convey information and respond to inquiries which includes filing, maintaining records, entering data, using and completing forms to perform the full range of standard clerical assignments and resolve recurring problems. 9.5 Basic knowledge and understanding of Federal and Agency policies to interpret and apply travel policies and regulations. 9.6 Knowledge of the mission, functions, duties, priorities, commitment, policies and program goals of the staff sufficient to perform assignments that may affect the office administrative activity and personnel, and to locate and summarize relevant information from files and documents. 9.7 Knowledge of Federal and ADF writing standards including English grammar, punctuation, spelling, capitalization and required formats to create and edit documents and assist staff members with clerical and administrative assignments, review and correct written reports, letters and summary documents. 9.8 Skill in identifying a need, gathering, organizing and maintaining information and determining its importance and accuracy. 9.9 Skill in expressing information to individuals or groups effectively taking into account the audience and the nature of the information, listening to others and responding appropriately. 9.10 Two (2) or three (3) years of recent administrative experience in a foundation or comparable organization. 9.11 Ability to organize effectively the flow of clerical processes in an office; 9.12 In addition, proficiency in using Microsoft office suite is highly desirable. This position has been determined as non-essential for hazardous weather condition. 10.0 MINIMUM QUALIFICATIONS: 10.1 The incumbent must: a. Have a high school diploma from an accredited institution. b. Be fluent in the English language both orally and written. c. Have at least four (4) years of experiences in administrative or clerical work which demonstrates d. Possession of the knowledge, skills and abilities required to serve as a principal office assistant, e. Be at least 21 years of age. f. Posses excellent typing and computer skills. 11.0 BENEFITS/ALLOWANCES: 11.1 As a matter of policy, and as appropriate a PSC is normally authorized the following benefits and allowances: a. Employee's FICA contribution b. Contribution toward Health and Life Insurance c. Pay Comparability Adjustment d. Eligibility for Worker's Compensation e. Annual and sick leave f. And any other negotiated allowable under FAR subpart 31.206. 11.2 Federal Taxes: ADF Personal Service Contractors are not exempt from payment of Federal Income Taxes. 12.0 LIST OF REQUIRED FORMS FOR PSC’S. 12.1 Forms outlined below maybe required and shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. a. Questionnaire for Sensitive Positions (for National Security (SF-86) or b. Questionnaire for Non-Sensitive Positions (SF-85) c. Finger Print Card (FD-258) 13.0 TERMS OF APPOINTMENT AND COMPENSATION: 13.1 The term of the contract will be for 1 year with 2- consecutive 12 month unilateral Government options to renew, depending upon continuing need of the services, availability of funds and satisfactory performance. 13.2 The position has been classified at a US Government GS 6/7 level. The actual salary of the successful candidate will be negotiated within that range depending on qualifications and previous earnings history. 14.0 SELECTION CRITERIA/ EVALUATION FACTORS: 14.1 Provide a resume that clearly shows start and end date of work experience, the location of the work, the type of position, the type of organization and address the following:. a. Clearly demonstrate the proficient knowledge of office administration and the ability to maintain a high level of accuracy in preparing and entering information and skill with filing, maintaining records, entering data, and using and completing forms the full range of standard clerical assignments and resolve recurring problems. Possesses competitive level proficiency in typing (40 wpm). b. Clearly demonstrates the necessary skills, knowledge, and capabilities to successfully perform all tasks as cited in the requirements. 14.2 Demonstrates the possession of the following skills: (a) effective verbal and listening communication skills; (b) attention to detail and high level of accuracy; (c) effective organizational and written communication skills; (4) computer skills to include: Microsoft Office (Word, Outlook, PowerPoint, Excel); and (5) time and stress management skills. 14.3 Clearly demonstrate the necessary skills to draft, edit, proof, and finalize correspondence (memorandums, documents, and briefing materials). 14.4 Skill in showing understanding, friendliness, courtesy, tact, cooperation, and politeness to others. 14.5 Ability to relate well to different people from varied backgrounds and different situation. 14.6 Ability to express information to individuals or groups effectively, taking into account the audience and the nature of the information; listens to others, and responds appropriately. 14.7 Knowledge of office and operational procedures such as filing, maintaining records, entering data, and using and completing forms to perform the full range of standard clerical assignments and resolve recurring problems. 14.8 Ability to work and communicate with staff and clients to satisfy their expectation. 14.9 Demonstrates a commitment to quality services. 14.10 Ability to identify a need; gather, organize and maintain information; determine its importance and accuracy; and communicate it by a variety of methods. 14.11 Past Performance 14.11.1 Clearly demonstrate the performance of qualitatively comparable or related work. Provide evidence (past performance) of two (2) relevant services performed within the last three (3) to five (5) years that are similar service to the required tasks. For each specific service, the following shall be provided: a. name, address, and telephone number of the organization and the point of contact in which services was provided; b.dates of performance of work; c.narrative description for each specific service that describes the work performed, how the offertory’s client’s needs were met in terms of service delivery, timeliness of service, and cost to the client, including any cost savings achieved. 15.0 NOTICES TO APPLICANTS: 15.1 ADF reserves the right to obtain from previous employers relevant information concerning the applicant's past performance and may consider such information in its evaluation 15.1.1 Instructions to applicants applying: A. Qualified individuals are requested to submit an application/resume containing the following: (1) Personal Information: Full Name, mailing address, email address, day and evening telephone numbers and country of citizenship. (2) Education: Name of schools attended (primary, secondary and college or universities), locations, dates, type of degrees received and major. (3) Work Experience: Provide the following for paid and unpaid work experience related to the jobs for which you are applying (do not send job description): job title, duties, and accomplishments; employer's name and address, superiors name and phone number, start and end dates (month and year), hours per week, salary. (4) Other Qualifications: Other pertinent information related to the qualifications required for the position; including job-related skills; such as languages, computer skills. (5) References: Applicants are required to provide three (3) references with complete contact information including email address and telephone numbers. (6) Knowledge, Skills and Abilities (KSA): A supplemental document which addresses the minimum qualifications and Experience shown in the RFQ. Application must address each KSA separately.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/ADF/ADFADF1/ADFADFL/ADF-10-Q-0003/listing.html)
- Place of Performance
- Address: African Development Foundation Headquarters, 1400 I Street, NW, Suite 1000, 10th Floor, Washington, District of Columbia, 20005, United States
- Zip Code: 20005
- Zip Code: 20005
- Record
- SN02057831-W 20100206/100204235247-87ae7598cc04ba260900008696f01a3b (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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