Mid Acquisition and Assistance Specialist

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 Mid Acquisition and Assistance (A&A) Specialist provides A&A 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 Mid A&A Specialist provides acquisition support for the full acquisition lifecycle of USPSCs, TCNPSCs, and CCNPSCs.  The Mid A&A Specialist will provide award execution, post award monitoring, and close out support for A&A recipients.

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

• Maintain 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.
• Maintain data collection, analysis, and reporting before and after A&A instrument closeout.
• Support the process of A&A award administration and closeout.
• Maintain 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.
• Other duties as assigned.

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

• Facilitate 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.
• Ensure requisition packages and PSC procurement documentation are complete, error free, and in compliance with Agency policy.
• Develop Acquisition planning for PSC staffing needs, such as collecting, analyzing, and reporting data.
• Assist with market research tasks; and assemble information that will assist in identifying the position level and market value of desired PSC positions.
• Develop solicitations in compliance with Agency policy, to include position descriptions (consisting of a statement of duties, minimum qualifications, skills, and experience required for the position, and the evaluation criteria).
• Provide support for A&A award processes, including but not limited to posting A&A opportunities; assisting with pre-application/proposal conferences; assisting with industry day events.
• Develop and maintain recruitment content for posting on websites where BHA jobs are advertised.
• Facilitate and document the technical evaluation process for each assigned solicitation.
• 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
  • Status of open/in process PSC solicitations
  • 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
• Draft and assemble PSC-related documentation, reporting, timeline of events, ad hoc memorandums, and approval memos as needed.
• Provide recommendations for process improvement.
• Mentor and train Junior A&A Specialists on your team.

With training you may be asked to support Assistance (Grants) related tasks such as:

• Conduct market research, including, but not limited to drafting Requests for Information (RFI), assisting with Sources Sought notices, identifying suppliers, vendors, recipients, and contractors.
• Develop and draft Independent Government Cost Estimates (IGCE).
• Assist with pre-solicitation documentation, memos, and processes (e.g. Senior Obligation Alignment Review Memos, Selection of Instrument Memos, Grants Under Contracts Memos, Individual Acquisition Plan, Source Selection Plan, etc.).
• Assist with performing cost/price and cost realism analysis and documentation in accordance with the Federal Acquisition Regulation (FAR) and Agency policy and guidance.
• Track and monitor the status of each application request and developing a detailed status report using a USAID system, documenting the specifics of each application from submission, review, approval, annual modifications, and final closeout, including annual budget and funding data.
• Assist with pre-application/proposal documentation, memos, and processes (e.g. Senior Obligation Alignment Review Memos, Selection of Instrument Memos, Activity Approval Documents, etc.).
• Provide post-award support, such as maintaining award files, preparing award modifications for review and approval of the Agreement/Contracting Officer; tracking specific relevant information regarding each award; monitoring recipient performance and compliance; assisting with responding to award claims, award terminations; debt collection; and award closeout(s).
• Conduct financial compliance reviews to determine the appropriate use of funds under awards in coordination with audit support staff.
• Review and provide feedback on award-related plans and reports including, but not limited to operating plans, branding and marking plans, implementation plans, schedules, monthly status reports, quarterly narrative and financial reports, annual resource requests and annual results reports, at USAID’s request.
• Other duties as assigned.

• BS 2+ year of relevant experience with Federal Government acquisition and agreement processes and policies;
• MS 0+ years relevant experience; or
• HS 6+ of relevant experience.
• Knowledgeable about all applicable USAID rules, regulations, policies and procedures, including but not limited to:
  • The USAID Acquisition Regulation (AIDAR).
  • The USAID ADS (e.g. ADS 302, 303, 306, 308, 309, 509, etc.).
  • USAID Office of Acquisition and Assistance (OAA) policies and directives, including:
    • Acquisition and Assistance Policy Directives (AAPDs);
    • Contract Information Bulletins (CIBs);
    • Procurement Executive Bulletins (PEBs);
    • Administrative Memoranda (OPAM).
  • USAID standard provisions for Public International Organizations (PIOs) and non- governmental organizations (NGOs); ensures the timely processing of BHA’s contracts, grants, cooperative agreements, interagency agreements, and other agreements to implement effective programs.
• 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 managing a high volume workload and competing priorities;
• 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:
  • Hybrid work environment (in-person with the ability to telework);
  • Lifting in excess of 25 lbs, standing for long periods of time, traveling across base regularly, transporting equipment, etc).

Team 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 pay range for this position is $80,000.00 to $102,000.00 per year, with the starting wage determined based on candidate’s knowledge, skills, experience, as well as budget availability.