Junior Acquisition and Assistance Specialist – Acquisition

Team Credence is a multi-company partnership proudly led by Credence Management Solutions, an industry leading government contractor with a longstanding commitment to USAID and its global health and humanitarian missions. In concert with our small business partners—ZemiTek (8(a), EDWOSB), Claro KC (MOSB), EnCompass (WO), and Global Emergency Group (SB)—Team Credence operates as one team, bringing together exceptional USAID institutional support experience, technical leadership, and an unmatched commitment to BHA and its mission.

USAID’s Bureau for Humanitarian Assistance (USAID/BHA) is the lead federal coordinator for international disaster assistance. USAID/BHA provides and coordinates U.S. Government (USG) international humanitarian assistance to save lives, alleviate human suffering, and reduce the physical, social, and economic impact of rapid and slow-onset disasters by supporting at-risk populations to build stable foundations to withstand humanitarian shocks and stresses. Team Credence, through the Bureau for Humanitarian Assistance Support Contract (BHASC), provides operational and administrative support to provide and coordinate humanitarian assistance and maintain 24/7 response capability.

The Junior Acquisition and Assistance (A&A) Specialist provides A&A administrative services for integrated acquisition and assistance support to BHA to ensure the timely execution of contracts, grants, cooperative agreements, interagency agreements, and other agreements to implement effective programs. The Junior A&A Specialist – Acquisition provides administrative support for PSC Team activities.

Please Note there has been a change underlined  as of 3/20/24 in the qualifications  section regarding  clearance requirement.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Assist with the timely execution and closeout of acquisition and assistance (A&A) instruments in accordance with all applicable laws, regulations, and USAID policies.
• Assist with decommitting and de-obligating unliquidated balances in contracts and grants, in coordination with USAID staff or contractors working on award closeout when applicable.
• Assist with data collection, analysis, and reporting before and after A&A instrument closeout.
• Assist and support the process of A&A award administration and closeout.
• Assist with filing and compliance with applicable record keeping rules and regulations.
• Assist with unsuccessful applicant and offeror requests for additional information documentation in accordance with FAR, AIDAR, ADS 302 and 303 (written and verbal).
• Coordinate logistics, such as scheduling and administrative arrangements for meetings with contractors, implementing partners, and USG officials, as part of the program planning, approval, and evaluation processes, at USAID’s request.
• Conduct written debriefings, as requested.
• Provide A&A administration support to the Contracting/Agreement Officer and the cognizant technical office staff, such as maintaining A&A files, acting as a principal point of contact, preparing A&A instrument awards and modifications for review and approval of the Contracting/Agreement Officer, tracking specific relevant information regarding each A&A instrument, monitoring awardees’ performance and compliance, A&A terminations, debt collection, and A&A closeouts.
• Utilize USAID information systems to enter data and generate award documents, as well for research, reporting on progress, and generating data to support reporting and information sharing, such as GLAAS, Phoenix, ASIST, etc.
• File post and pre-award documentation, including electronically filing documentation in required Agency systems (e.g. ASIST).
• Provide assistance on the establishment, renewal and/or validity of SAM.gov registration for BHA implementers.
• Travels internationally and/or domestically, as necessary with limited notice.
• Other duties as assigned.

 For Jr. Specialists assigned to Acquisition - Personal Services Contractor (PSC) Team, additional duties include:

• Support the PSC hiring process throughout all stages of procurement, from recruitment to contract execution, to include:
  • Review and analysis of PSC applications.
  • Facilitation of selection committee meetings, interviews, and reference checks.
  • Drafting, editing, circulating, and disseminating official USAID documents and PSC procurement documentation to include, but not limited to:
    • Solicitations
    • Selection memos
    • Salary determinations
    • Offer letters
    • Budgets
    • Contract awards
    • Contract modifications
    • PSC action memos
  • Negotiation, preparation, and administration of PSC contracts.
• Perform data analysis and reporting on USPSC contract portfolio, including dashboards.
• Notify and respond directly to inquiries from technical office staff regarding A&A administration actions needed to include, but not limited to:
  • Availability of funds and required funding actions
  • Security clearances and dates of required security clearance actions
  • Medical clearances and dates of required medical clearance actions
  • gov registrations and dates of required SAM registration actions
  • A&A instrument periods of performance and dates of required A&A actions
  • Status of Agency approvals for A&A actions
  • Dates of required performance evaluations
• Assist with the timely closeout of PSC contracts in accordance with all applicable laws, ADS 309, USAID regulations and policies.
• Conduct on-boarding briefings in coordination with PSC Liaison Managers to discuss the following, but not limited to PSC compensation, budget, and the terms and conditions of the contract.

For Jr. Specialists assigned to Assistance – Grants support, additional duties include:

• Perform data analysis and reporting on USPSC contract portfolio, including dashboards.
• Draft, collect, assemble and compiling required A&A award documentation.
• Distribute copies of the fully executed A&A awards no later than 2 business days after award.
• File post-award documentation, including electronically filing documentation in required Agency systems (e.g. ASIST).
• Notify and responding directly to inquiries from technical office staff regarding A&A administration actions needed to include, but not limited to: Availability of funds and required funding actions:
  • Security clearances and dates of required security clearance actions;
  • Medical clearances;
  • A&A instrument periods of performance and dates of required A&A actions;
  • Status of Agency approvals for A&A actions;
  • Dates of required performance evaluations.
• Assist with the timely closeout of PSC contracts in accordance with all applicable laws, ADS 309, USAID regulations and policies.
• Assist with post-award kickoff meetings.

• Education and Experience:
  • BS 0+ year of relevant experience with administrative assistance,
  • HS 4+ of relevant experience.
• Exceptional attention to detail.
• Excellent written and oral communications skills.
• 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

• Possess excellent judgment and reliability;
• Have strong organizational skills and exceptional attention to detail;
• Possess excellent oral and written communication skills;
• Have strong working knowledge of Microsoft Office and Google Suite;
• Be able to multi-task and work under deadlines in a fast-paced and collaborative environment;
• Be capable of prioritizing tasks and follow up on actions without prompting;
• Be flexible and adaptable to changing circumstances; and
• Be willing to go the extra mile and participate as an active team member who assists other team members as necessary.
• Working Conditions and Physical Requirements:
  • Lifting in excess of 25 lbs, standing for long periods of time, traveling across base regularly, transporting equipment, etc)
  • Hybrid work environment (in-person with the ability to telework).

Credence Values and Core Performance Competencies

• Accountability: Takes ownership of work responsibilities and holds high standards. Keeps commitments and takes appropriate actions to meet obligations. Pursues efficiency and effectiveness and adheres to organization policies and procedures.
• Collegiality: Recognizes that everyone at BHA and USAID unites in a common purpose and respects each other's abilities to work toward that purpose. Treat others with courtesy, sensitivity, and respect. Considers and responds appropriately to the needs and feelings of different people in different situations. Adheres to organization philosophies on culture, diversity, and inclusiveness.
• Capability: Assesses and recognizes own strengths and weaknesses; pursues professional development aligned with organizational role, contribution, and goals. Proactively shares knowledge with others to foster learning across the organization.

Full salary for this position is $74,160.00 per year.