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Award management involves planning for, implementing, and managing Federal grants, cooperative agreements, and awards with nonprofit organizations, Non-Governmental Organizations (NGO), Public International Organizations (PIO), and others, and providing grants-related assistance and services. FFP also includes contracts under awards and this position will focus on acquisitions as well as assistance and work with staff to improve and enhance Contract Officer’s Representative (COR) skills, plus work in the area of risk management.
United States Government (USG) and Agency procurement reforms and improvements to standard operating procedures have required various revisions to FFP procedures and policies in order to better support FFP staff globally, along with FFP awardees. Staff dedicated to providing in-house expertise, guidance, and quality control for FFP – capturing and developing procedures and policies, along with best practices and innovations – would allow staff from the FFP divisions to better collaborate as an office and work smarter as a result. The FFP divisions include: Policy and Technical Division (PTD) in support of policy formulation, program guidance, and technical capacity; Program Operations Division (POD) in support of commodity procurement, budget and finance, and commodity prepositioning; and two geographic divisions in support of the program activities implemented by awardees, i.e., Central, East, and Southern Africa Divisions and Global Division, which cover Asia, Near East, Middle East, West Africa, Latin America, and the Caribbean.
The Grants and Contracts Services Team will be located within the Policy and Technical Division, led by the Grants Manager who will serve as the Team Leader. The team will standardize, document, and disseminate FFP procedures and policies, providing consistency, quality control, guidance, and best practices on grants management services with support from all divisions.
CORE FUNCTIONAL AREAS OF RESPONSIBILITY:
Under the direct supervision of the Division Chief or his/her designee, the Senior Contracts and Grants Specialist will perform the following duties:
At the GS-13 Equivalent level:
Contract/Assistance Compliance Review
- Conduct reviews of highly specialized contracts, assistance agreements and contracting plans;
- Monitor all acquisition and assistance strategy and documents and instruments for diverse, specialized, complex, and unique contracts and agreements for various programs that involve a broad spectrum of systems;
- Support FFP staff and Contract/Agreement Officer (CO/AO) by providing guidance and training concerning contract/agreement administration (i.e., acquisitions and assistance support) to ensure terms and conditions are complied with and that the contractor/awardee delivers the required goods or services in a timely manner to achieve the objectives of FFP’s and the Agency’s projects and programs. Responsibilities to include:
- Support and train FFP staff to review changes to incremental funding, preparation of rate and cost adjustments, redirection of effort, coordination of time extension, incorporation of change orders, preparation of stop work orders, preparation of cure notices or show cause letters, and contract closeout for CO/AO review and approval.
- Conduct site visits tied to new awards, monitoring and evaluation, audit and investigation findings and recommendations and more under the direction of the CO/AO or supervisor. Link site visits to risk management.
- Advise FFP staff on administration responsibilities contained in their award documents in terms of acquisitions and assistance.
- Outline for FFP staff how to evaluate the adequacy of the contractor’s and recipient’s business management systems for areas such as personnel compensation, subcontracting procedures, and financial management. Make linkages to development of independent government cost estimates and other acquisitions documents for learning and knowledge sharing.
- Describe to FFP staff, key issues tied to contractor and recipient compliance with Cost Accounting Standards or other cost principles and requirements, as applicable.
- Assist FFP staff and the CO/AO in resolving audit and investigation findings on post-award audits; and
- Draft for the CO/AO, responses to protests and inquiries through research, analysis and presentation of necessary documentation and history.
Monitors Contractor’s Performance
- Support select FFP staff to perform contract administration activities for significant, highly specialized procurements involving long-term, extensive technical service contracts and/or cost type contracts and assistance instruments. Contract types vary with the complexity of the acquisition and the best interests of the government, ranging from Firm-Fixed-Price through Cost-Plus-Fixed-Fee types;
- Guide FFP staff to independently review and monitor contractor’s and awardee’s performance on awards, regulatory and statutory provisions through telephone conversations, correspondence, reports, vouchers, and visits;
- Develop and provide training on various tools for use by FFP staff to monitor status of performance, review for approval of progress payments, reviewing and providing recommendations on proposals resulting from change orders, scheduling, problems with proposed solutions, verification of deliveries, and similar activities; and
- Prepare for FFP staff and the CO/AO and other officials of the Agency interpretations of contract and grant provisions as applicable to contractors and awardees/grantees, and provide appropriate support, advice and guidance.
Procurement Program Planning Work
- Guide FFP staff in developing new plans, schedules or methods to accommodate changing program requirements for acquisition as well as assistance programs for new or complex programs with ability to multi-task within varying assignments;
- Anticipate problems and provide advice to FFP staff on effective implementation and time frames required to ensure they are met;
- Advise FFP staff in project planning meetings of the procurement and assistance instruments used. Advise FFP CORs/AORs in the drafting of effective statements of work, program descriptions, evaluation criteria, proposal instructions, application guidelines and other supporting documents for notices of funding opportunities such as RFAs, RFPs, Task Orders, Inter-Agency Agreements and/or any other procurement instruments;
- Review and track the preparation of various solicitation documents, as required;
- Provide guidance and training to new FFP staff on USAID regulations (e.g., 2 CFR 200), Automated Directive Systems (ADS) and Federal Acquisition Regulations (FAR) requirements; and
- Provide services to FFP field personnel during disaster responses by advising on resolution of special procurement or assistance problems associated with waiver requests, expediting of deliveries, apparent overlapping of responsibilities, and resolution of claims. Support field staff on various acquisitions and assistance inquiries.
Analyzes Sources for the Items/Services Procured
- Develop new or innovative acquisition plans, source selection plans, and contract terms, conditions or financial arrangements that serve as models for future major acquisitions;
- Survey the market to locate new procurement sources and determine the availability of items or services with specialized requirements to support procurement and assistance, e.g., the development of an independent government cost estimate (IGCE). Obtain appropriate data from business and technical officials. In the absence of meaningful cost and price information, develop creative approaches to developing the necessary comparative data;
- Perform detailed analyses of all elements of cost in contractor proposals and PVOs’ applications feeding into the memorandum of negotiation;
- Assist the technical evaluation committee and/or selection committee chair in the determination of the competitive range and aid with the preparation of defensible justifications, when required;
- In coordination with FFP staff, conduct pre-proposal conferences with prospective partners to arrive at a clear understanding of what is required under the proposed award;
- Draft requests for applications for awards under assistance;
- Review and edit draft documents to ensure quality and completeness pertaining to necessary modifications; clarify questions concerning such topics as specification changes, language ambiguities, or award clauses or sub-award details; and
- Explore and propose new or innovative contracting/award approaches to arrive at an improved mechanisms, lower management burden and/or an equitable contract arrangement.
Negotiates Procurement of Products and Services Using a Variety of Contract Types
- Develop training materials and supporting documentation for FFP staff to: (1) manage the acquisition and assistance process from inception through negotiation, award, and administration and ultimately, close-out and make awards recommendation to the CO/AO; (2) prepare the memoranda of negotiation, organize and prepare pre- and post-award debriefs; and
- Coordinate with the FFP staff and technical experts on a variety of contracts and assistance instruments requiring the development of new or modified evaluation criteria, reporting requirements, and contractual arrangements. Participate actively in troubleshooting risk management concerns and investigation findings.
Contract Compliance Review
- Responsible for preparing tip sheets and training materials for FFP staff to support contract administration to ensure sufficient contract terms and conditions are met and that the contractor delivers the required goods or services in a timely manner to achieve the objectives of the Agency’s and FFP’s projects/programs; and
- Discuss with FFP staff and document for reference for FFP staff details associated with incremental funding actions, rate and cost adjustments, re-direction of effort, time extensions, incorporation of time extension, and incorporation of change orders preparation of stop work orders.
Policy Research, Analysis, and Interpretation
- Analyze a variety of contracting policy issues, problems and identify alternative courses of action;
- Provide technical advice to FFP staff and CO/AO on matters pertaining to contracting policies and provide advice upon request, regarding specific situations or problems and changed procedures involving regulations, laws, and good business practices; and
- Support FFP staff responses to protests or requests for debriefs by researching and developing necessary analysis, documentation, and history in conjunction with the CO/AO.
- Attend Agency training, especially those sponsored by Office of Acquisitions and Assistance, Office of Foreign Disaster Assistance, Office of Transition Initiatives and Program, Planning and Learning, as necessary, to better understand programmatic priorities for the Agency and how this translates into procurement and assistance requirements for FFP;
- Conduct brown bags and other informational sessions to educate FFP staff on changes in procurement policy or other relevant subject matter; and
- Write up and distribute tip sheets of training/learning summaries with FFP staff and others as needed.
EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION
Minimum Qualifications: Determines basic eligibility for the position. Applicants who do not meet all of the education and experience factors are considered NOT qualified for the position.
At the GS-13 Equivalent level:
An Associate’s degree or a minimum of 48 credits from an accredited U.S. or internationally recognized institution. The incumbent will have a total of at least (12) years of progressively responsible experience in acquisition and assistance functions, of which (10) years should be related to procurement planning, solicitation, analysis and evaluation of proposals, negotiation and award of acquisition and assistance instruments, cost and price analysis, administration, termination, negotiation of changes, execution of options, investigation and resolution of contractor delays, contractor performance appraisal, subcontractor surveillance and disposition of claims.
A Bachelor’s degree from an accredited U.S. or internationally recognized institution. The incumbent will have a total of at least seven (7) years of progressively responsible experience in acquisition and assistance functions, of which five (5) years should be related to procurement planning, solicitation, analysis and evaluation of proposals, negotiation and award of acquisition and assistance instruments, cost and price analysis, administration, termination, negotiation of changes, execution of options, investigation and resolution of contractor delays, contractor performance appraisal, subcontractor surveillance and disposition of claims.
A Master’s degree from an accredited U.S. or internationally recognized institution. The incumbent will have a total of at least six (6) years of progressively responsible experience in acquisition and assistance functions, of which four (4) years should be related to should be related to procurement planning, solicitation, analysis and evaluation of proposals, negotiation and award of acquisition and assistance instruments, cost and price analysis, administration, termination, negotiation of changes, execution of options, investigation and resolution of contractor delays, contractor performance appraisal, subcontractor surveillance and disposition of claims.
- Applicant is a U.S. Citizen;
- Submission of a current resume, with complete contact information;
- Supplemental document specifically addressing the Quality Ranking Factors (QRFs);
- USPSC Application form AID 309-2. Applicants are required to complete sections A through I. This form must be physically signed and scanned. Electronic signatures will not be accepted;
- Ability to obtain and maintain a Secret level clearance within nine months following the job offer acceptance;
- Ability to obtain a physician’s statement of physical fitness within a one month period after offer acceptance;
- Satisfactory verification of academic credentials; and
- Must not appear as an excluded party in the System for Award Management (SAM.gov).
Applicants not meeting minimum qualifications will not be evaluated further.
Where and How to Apply
Applications must be received by the closing date and time at the address specified in the cover letter via email: firstname.lastname@example.org.
Qualified individuals are required to submit:
- Complete, current resume. See cover page for resume requirements.
- Supplemental document specifically addressing the QRFs shown in the solicitation.
- USPSC Application form AID 309-2. Applicants are required to complete sections A through I. This form must be physically signed and scanned. Electronic signatures will not be accepted.
Additional documents submitted will not be accepted.
By submitting your application materials, you certify that all of the information on and attached to the application is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the application to be investigated.
Please refer to the solicitation at https://www.fbo.gov/spg/AID/OP/WashingtonDC/72DFFP19R00007/listing.html or https://www.ffpjobs.com.