Kenya: Financial Management Specialist

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Organization: US Agency for International Development
Country: Kenya
Closing date: 28 Aug 2018

I. GENERAL INFORMATION

  1. SOLICITATION NO.: 72061518R00004 (0001)

  2. ISSUANCE DATE: 08/14/2018

  3. CLOSING DATE/TIME: 08/28/2018 at 04:30 p.m. (Nairobi Time)

  4. POSITION TITLE: Offshore Hire U.S. Personal Service Contractor (U.S. PSC) Financial Management Specialist

  5. MARKET VALUE: $63,600 to $82,680 equivalent to GS-12

Final compensation will be negotiated within the listed market value.

  1. PERIOD OF PERFORMANCE: six to 12 months.

  2. PLACE OF PERFORMANCE: Nairobi, Kenya

  3. SECURITY LEVEL REQUIRED: Facilities/Computer Access only

  4. STATEMENT OF DUTIES/POSITION DESCRIPTION

BACKGROUND:

The Office of Financial Management (OFM) in Nairobi, Kenya is a regional financial management platform that supports USAID programs within the East Africa Region. Missions served include: Kenya, Somalia and Sudan. The operating year budget for program funds and operating expenses is approximately $560 million. OFM also provides ad hoc support to Eritrea, Mauritius, and Seychelles. OFM is headed by a Controller, supported by a Deputy Controller, two mid-level Financial Management Officers, an Authorized Certifying Officer (ACO), and an FSN staff complement of 45 personnel organized into four units: Financial Analysis, Financial Assessment, Accounting, and Accounts Payable.

INTRODUCTION:

USAID/Kenya and East Africa (USAID/KEA) requests the services of a Financial Management Specialist (FMS) to temporarily fill the position of the US Foreign Service Officer in the Office of Financial Management.

The FMS serves as the principal focal point for all financial management functions including budgeting, accounting, payments, and financial advisory services to Mission management and staff. Additionally, the incumbent will be involved in the full range of Financial Management functions, including Phoenix accounting, budgeting, and financial reporting. The FMS will serve as the alternate Certifying Officer.

MAJOR DUTIES AND RESPONSIBILITIES:

  1. Reporting to the Acting Controller, the incumbent supports and manages the budget, accounting, financial management, and payment functions in OFM. The incumbent plays a key role in OFM’s efforts to improve service quality and customer satisfaction. As such, the incumbent will be responsible for planning, directing, and administering a comprehensive accounting, reporting and budgeting system designed to provide senior Management with timely financial information for making operational decisions.

  2. Reviews all accounting and payment transactions, in electronic and manual formats, prior to the Acting Controller’s review and approval.

  3. Participates in the planning, implementation, and monitoring of an adequate system of internal control for processing, accounting, reporting, and safeguarding of all funds and assets available to USAID/KEA.

  4. Supervises the analysis and reconciliation of all program and administrative accounts with State and USAID/W, including 1221 management and timely liquidation of program and travel advances.

  5. Serves as a backup to the Mission's principal authorized certifying officer ensuring compliance with provisions of the Prompt Payment Act, Foreign Service Travel Regulations, and other applicable guidance. Directs the review and payment of all types of invoices, billings, and collections; analyzes and reconciles accounts with those of the disbursing officer.

  6. Advises employees on the processing of payments and other documents concerning entitlements, allowances, travels, leave, etc.

  7. Oversees the voucher payment process, manages payroll and cash disbursements, and maintains a system for financial reporting of USAID programs.

  8. Provides oversight, guidance and support to the OFM accounting and payments staff to ensure that they possess all the necessary skills, and that they function effectively in carrying out their required duties.

  9. Reviews OFM processes to identify strengths and weaknesses, including bottlenecks, and to the extent required, modify processes to streamline workflow and maximize efficiency.

  10. Provides the Mission staff with expert assistance and advice relative to USAID financial management regulations and procedures. Takes the lead in resolving method of payment, cash management, cost reasonableness and disbursement issues for projects.

POSITION ELEMENTS:

A. Degree of Responsibility for Decision Making: This position requires the ability to exercise independent professional judgment within the scope of responsibilities based on the policy directives determined by the Controller and/or his designee.

B. Level of Complexity for Work Assignments: The incumbent will be responsible for planning, directing, and administering a comprehensive accounting, reporting and budgeting system designed to provide senior Management with timely financial information for making operational decisions.

C. Knowledge Level Required: Thorough knowledge and understanding of professional accounting principles, theories, practices and terminology as well as the principles and accepted practices of governmental and business financial accounting, budgeting and reporting is required. A thorough knowledge of applicable laws, regulations and procedures associated with USAID financial management and a high level of independent judgement with regard to USAID’s financial management policies and procedures, is also required. Must have a strong understanding of USAID project planning and implementation procedures and of USAID organization and operation in general. Must have a demonstrated ability to perform work within a team environment.

D. Supervisory Controls: The incumbent will be supervised by the Mission Acting Controller.

E. Guidelines for the Work Required: The USAID Automated Directives System, Department of State Standardized Regulations, Foreign Affairs Manuals, USAID Inspector General Audit Guidance, Agency Policy Determinations, Foreign Assistance Act, Government Auditing Standards, Comptroller General, Decisions and pertinent project documentation provide the guidelines that must be applied to specific situations. U.S. Government handbooks, guidelines, regulations and laws, OMB Circulars, Generally Accepted Accounting Principles, the Yellow Book, Guidelines for Financial Audits Contracted by Foreign Recipients, and Mission Orders.

F. Complexity of the work environment or its potential effect on the position’s responsibilities: The incumbent overseas the accounting, budgeting and payments for USAID/KEA and its client missions including USAID/Somalia and USAID/Sudan. The incumbent participates in the planning, implementation, and monitoring of an adequate system of internal control for processing, accounting, reporting, and safeguarding of all funds and assets available to USAID/KEA. The incumbent serves as a backup to the Mission's principal authorized certifying officer ensuring compliance with provisions of the Prompt Payment Act, Foreign Service Travel Regulations, and other applicable guidance.

G. Exercise of Judgment: Exercises a high degree of independent judgment. Heavy reliance is placed on the independent judgment of the incumbent in analyzing, evaluating and formulating conclusions and recommendations for all financial matters related to USAID/KEA.

H. Scope and effect of the work performed: The incumbent supports and manages the budget, accounting, and payment functions in OFM. The incumbent plays a key role in OFM’s efforts to improve service quality and customer satisfaction. As such, the incumbent will be responsible for planning, directing, and administering a comprehensive accounting, reporting and budgeting system designed to provide senior Management with timely financial information for making operational decisions. The incumbent reviews accounting transactions, in electronic and manual formats, prior to the Acting Controller’s review and approval. Participates in the planning, implementation, and monitoring of an adequate system of internal control for processing, accounting, reporting, and safeguarding of all funds and assets available to USAID/KEA. Supervises the analysis and reconciliation of all program and administrative accounts with State and USAID/W, including 1221 management and timely liquidation of program and travel advances. Serves as a backup to the Mission's principal authorized certifying officer. Advises employees on the processing of payments and other documents concerning entitlements, allowances, travels, leave, etc. Oversees the voucher payment process, manages payroll, and maintains a system for financial reporting of USAID programs. Reviews OFM processes to identify strengths and weaknesses, including bottlenecks, and to the extent required, modify processes to streamline workflow and maximize efficiency. Provides the Mission staff with expert assistance and advice relative to USAID financial management regulations and procedures. Takes the lead in resolving method of payment, cash management, cost reasonableness and disbursement issues for projects.

I. Level and Purpose of Contacts: Frequent and direct contact and meetings with senior management of USAID/KEA, as well as senior level contacts of the interagency ICASS team and the US Embassy Financial Management Office. Contact with implementing partners, public accounting firms, USAID/KEA's Program and Technical Teams, mostly regarding issues of financial management, accounting and budgeting. Supervises the analysis and reconciliation of all program and administrative accounts with State and USAID/W, including 1221 management and timely liquidation of program and travel advances.

J. Supervision or oversight the position has over others: None

K. Security Clearance: Facility Access

L. Travel Requirements: None

M. Support Items: The incumbent will be provided access to a desktop computer, shared office equipment (such as printer, scanner and shredder), office supplies and support services.

N. Sunday Pay: Is not authorized.

  1. AREA OF CONSIDERATION: U.S. Citizens. Citizenship, if dual, must be clearly stated.

  2. PHYSICAL DEMANDS: The primary location of work will be on the U.S. Embassy/USAID compound in Nairobi, Kenya. No special demands are required to perform the work.

  3. POINT OF CONTACT: Executive Office/Human Resources, Patrick Bii, HR Assistant, email at pbii@usaid.gov

II. MINIMUM QUALIFICATIONS AND SKILLS

In order to be considered, those qualifications marked "Required" must be met. Candidates will be evaluated and ranked based on the following selection criteria:

  1. EDUCATION: A Bachelor's degree or equivalent level in accounting, finance, or business administration is required.

  2. PRIOR WORK EXPERIENCE: Ten to fifteen years of progressively responsible experience performing and supervising financial management operations, including accounting, budget formulation and execution, financial analysis, and management controls is required. Experience as a USAID Controller, Deputy Controller, Financial Management Officer, Acting Controller or Acting Deputy Controller is a plus. Strong working knowledge of USAID systems such as Phoenix, E2, ASIST, GLAAS and other Agency systems is required. An understanding of how USAID projects are designed, developed, implemented, and evaluated is essential.

  3. LANGUAGE PROFICIENCY: Must have excellent oral and written English communication skills (Level 4).

  4. KNOWLEDGE: Thorough knowledge and understanding of professional accounting principles, theories, practices and terminology as well as the principles and accepted practices of governmental and business financial accounting, budgeting and reporting is required. A thorough knowledge of applicable laws, regulations and procedures associated with USAID financial management and a high level of independent judgement with regard to USAID’s financial management policies and procedures, is also required. Must have a strong understanding of USAID project planning and implementation procedures and of USAID organization and operation in general. Must have a demonstrated ability to perform work within a team environment.

  5. SKILLS AND ABILITIES: A high level of analytical skills and sound judgment is required. Must be able to complete and present a great deal of detailed information in a concise and fully professional manner. Must be capable of motivating a team to effectively supervise OFM staff and direct the various elements of a complex financial management operation. The position also requires excellent interpersonal and training skills, and the candidate must have a genuine interest in developing the abilities of OFM staff. Must be able to maintain cordial and professional relationships with USAID staff, other USG agencies at post, Host Country officials, NGO, Contractor personnel, and Local Banks.

III. EVALUATION AND SELECTION FACTORS

Applicants will be evaluated and ranked based on the following selection criteria:

  1. Education:10 points

  2. Professional Experience 45 points

  3. Knowledge: 20 points

  4. Skills and Abilities (20 points)

  5. Language proficiency (5 points)

Total: 100 points

Notice to Applicants:

Applicants should carefully review the required education and experience requirements stated in this solicitation to ensure they meet the full set of criteria before submitting an application for consideration. Applicants meeting the required qualifications will be evaluated based on information presented in their application and reference checks. USAID reserves the right to obtain from previous employers relevant information concerning the applicant’s past performance and may consider such information in its evaluation. USAID reserves the right to conduct interviews with the top ranked short-listed applicants.

How to apply:

I. APPLYING

  1. Interested applicants are required to submit the following:

1) Offer form AID 309-2, “Offeror Information for Personal Services Contracts with individuals,” available at https://www.usaid.gov/forms/aid-309-2

2) An up-to-date curriculum vitae (CV) or resume (no more than five pages)**, cover letter** explaining your qualifications for the position, copies of all relevant certificates and include three (3) to five (5) references, who are not family members or relatives, with working telephone and e-mail contacts.

  1. Applications must be submitted electronically via email to Patrick Bii at pbii@usaid.gov, with a copy to Natalya Komarova at nkomarova@usaid.gov, by the closing date and time indicated above.

All previous applicants should resubmit their offers to the new email addresses above.

  1. To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission/cover letter.

II. LIST OF REQUIRED FORMS FOR PSC HIRES

Once the CO informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the following forms.

· Medical Form (DS Form 6561)

· EQIP Questionnaire for Sensitive Positions (for National Security (SF-86) or

· EQIP Questionnaire for Non-Sensitive Positions (SF-85)

· EQIP Signature Forms (3-CER, REL, MEL)

· Finger print Card (FD-258) (available from requirements office)

· AID 6-85 (Foreign Residence Data)

III. BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

  1. BENEFITS:

(a) Employer’s FICA Contribution

(b) Contribution toward Health and Life Insurance

(c) Pay Comparability Adjustment

(d) Annual Increase (pending a satisfactory performance evaluation)

(e) Eligibility for Worker’s Compensation

(f) Annual and Sick Leave

  1. ALLOWANCES:

Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas)

(a) Temporary Quarter Subsistence Allowance (Section 120)

(b) Living Quarters Allowance (Section 130)

(c) Cost-of-Living Allowance (Chapter 210)

(d) Post Allowance (Section 220)

(e) Separate Maintenance Allowance (Section 260)

(f) Education Allowance (Section 270)

(g) Education Travel (Section 280)

(h) Post Differential (Chapter 500)

(i) Payments during Evacuation/Authorized Departure (Section 600), and (j) Danger Pay Allowance (Section 650)

IV. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes.

V. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing USPSC awards are available at these sources:

  1. AIDAR: The Agency for International Development Acquisition Regulation (AIDAR) Appendix D – “Direct USAID Contracts with U.S. Citizens or U.S. Resident Alien for Personal Services Abroad,” including contract clauses “General Provisions,” found at: http://www.usaid.gov/policy/ads/300/aidar.pdf

  2. Contract Cover page form AID 309-1 available at https://www.usaid.gov/forms

  3. Acquisition and Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs): AAPDs/CIBs for Personal Services Contracts with Individuals available at https://www.usaid.gov/work-usaid/aapds-cibs

  4. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “**Standards of Ethical Conduct for Employees of the Executive Branch,**” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE%20Regulations

END OF SOLICITATION

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