- SOLICITATION NO.: Mission Notice 23-08
- ISSUANCE DATE: January 31, 2023
- CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: February 14, 2023, (16:30 hours Nairobi time)
- POINT OF CONTACT: Executive Office/Human Resources, Patrick Bii < firstname.lastname@example.org> and Noel Sikasa email@example.com
- POSITION TITLE: Resident Hire U.S PSC Visitor and Trips Services Coordinator,GS-12
- MARKET VALUE: $71,099 to $92,429 annually equivalent to GS-12. Final compensation will be negotiated within the listed market value. As a resident hire position, it does not include offshore benefits such as housing, post differential, relocation benefit and post allowance.
- PERIOD OF PERFORMANCE: One (1) year base period, with three one-year options subject to funding availability and satisfactory performance or better.
- PLACE OF PERFORMANCE: Nairobi, Kenya. Overseas U.S PSCs may be authorized to telework or remote work only from a location within Kenya, in accordance with the Mission policy. Telework or remote work from outside Kenya may only be authorized in certain situations in accordance with the terms and conditions of the contract.
- ELIGIBLE OFFERORS: Open to U.S. Nationals (U.S Citizens and/or U.S Resident Aliens) residing in Kenya. Citizenship, if dual, must be clearly stated. This is a resident-hire position and therefore all offerors must be residing in Kenya.
- SECURITY LEVEL REQUIRED: Facilities Access
- STATEMENT OF DUTIES/POSITION DESCRIPTION
USAID/KEA is seeking an American citizen or permanent resident who resides in Nairobi to serve as a Visitor Services Coordinator. The position will support the Front Office in managing high level and strategic visits in the country that entail significant planning logistics and often multiple last minute visitor changes. The incumbent is expected to work an average of 40 hours per week, with a need for flexibility, overtime and which may include weekend hours. The incumbent shall report directly to the Supervisory DAS (Strategic Partnerships), FSN 13.
Major Roles and Responsibilities
The contractor shall serve as the point person and main coordinator for delegations and visitors at post, including USAID/Washington senior leadership delegations, Staff Delegations (STAFFDELs), Congressional Member Delegations (CODELs), and other VIPs.
Duties include the following:
As the Mission’s Control Officer for senior-level visits, will serve as the main point-of-contact for all aspects of the high-level visit planning and execution including but not limited to;
- Create and maintain the detailed visit schedule and itinerary.
- Coordinate with the technical offices and EXO in planning logistics and selection of sites
- Oversee a Deputy Control Officer. Will assign and oversee one Site Officer for each element or portion of the visit. Will engage with technical offices to design tailored trip itineraries.
- Convene and lead periodic pre-arrival (“countdown”) meetings.
- Serve as the Mission’s primary point of contact with the delegation’s advance team, travel team, and/or other logistical and budgetary elements.
- Coordinate with SEC/Washington, the Regional Security Office (RSO) and others as appropriate, on proposed itinerary locations and to ensure that travelers’ security clearances are transferred in a timely manner.
- Coordinate with the delegation and the Mission Executive Office (EXO) to ensure that E-Country Clearances (eCCs) are received and approved in a timely manner.
- Serve as the primary point of contact with all relevant support functions (e.g., Motor pool, Regional Security Office (RSO), Travel office, Procurement office, etc.).
- Coordinate with Mission Management, General Services Office (GSO), RSO, USAID Information Technology, and others, as appropriate, to ensure that US Embassy compound access requests, lodging reservations, OpenNet account requests, AIDNet account requests, and airport expediter arrangements, are completed in a timely manner.
- Draft any Diplomatic Notes or letters to National and County government officials.
- Coordinate closely with USAID Development. Outreach and Coordination (DOC) and Embassy Public Affairs on all planning and materials related to press engagements and social media.
- Serve as the interface between the Mission’s and Embassy’s Financial Management Offices and the delegation, ensuring clear tracking of costs and financial responsibilities.
- Have overall responsibility for the drafting, editing, and tracking clearances of briefing checklists (BCLs) for events/site visits.
- Hold primary responsibility for developing and maintaining trackers and other tools used to monitor trip deliverables and thank you notes.
- Conduct countdown meetings to provide updates and status checks and address arising issues.
- Conduct advance visits as necessary.
- Travel in-country with the visitor or delegation as part of each movement to coordinate with site officers, direct itineraries, trouble-shoot changes, manage accompanying staff and press, and other tasks.
- Coordinate with DOC to ensure appropriate gifts are prepared.
- Have overall responsibility for coordinating the drafting, editing, and tracking clearances of post-visit cables/reports/summaries.
- Develop and maintain templates, forms, contacts, and systems to ensure consistency and efficiency in the management of all visits.
- Streamline planning by developing and maintaining a roster of appropriate sites to highlight the Mission’s programming, priorities, and accomplishments, and of appropriate venues for luncheons, meetings, conferences, etc.
- Initiate Post Action Visits: possible post-visit cable; consult with DOC team on post-visit messaging; initiate any thank you notes; consult with Office of Financial Management (OFM) on reconciling expense against fund cites if needed; coordinate the return of all security badges, cell phones, satellite phones, radios, or other equipment; evaluate overall performance and identify areas of improvement, schedule after action meetings with mission personnel involved with the visit, and solicit feedback from the delegation POC in Washington.
SKILLS AND QUALIFICATIONS
The incumbent must meet the following requirements in education and professional experience:
Education: Associate Degree (2 years of college) is required. College degree and further education desired.
Relevant Work Experience & Knowledge: Two years of experience is required handling logistics and management/administrative issues in a large organization. General understanding of administrative/management procedures, logistics, and protocol is required. Prior experience managing high level U.S. government delegations and coordinating across various USG interagency stakeholders strongly desired.
Abilities & Skills: Must be flexible and able to multitask, as duties will frequently require meeting incoming personnel and responding to urgent work-related situations outside normal work hours. Must possess strong interpersonal skills and be able to build effective working relationships in a dynamic multi-agency working environment. Professionalism, attention to detail and an ability to successfully interface with senior-level dignitaries and a wide range of personality types are essential. Well-developed customer-service, proactivity, and organizational practices are critical.
Demonstrated proficiency in the operation of computers and software programs, such as Google Suite (Calendar, Gmail, Drive, Docs, Forms, Sheets), Microsoft Package (Access, Word, PowerPoint, Excel, Outlook) and other databases is required. Knowledge of CRM such as Salesforce desired.
Language Proficiency: Level IV English ability (both written and oral) is required.
EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. FAR provisions of this solicitation are available at https://www.acquisition.gov/browse/index/far.
Interview (50 points)
Prior Work Experience & Knowledge (25 points)
Abilities & Skills (25 points)
Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)
Total Possible Points: 100
 U.S. resident alien means a non-U.S. citizen lawfully admitted for permanent residence in the United States.
How to apply
Interested applicants are required to submit the following:
- Offerform AID 309-2, “Offeror Information for Personal Services Contracts with individuals,” available at https://www.usaid.gov/forms/aid-309-2
- 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) referees, who are not family members or relatives, with working telephone and e-mail contacts.
Applications must be submitted electronically via email to firstname.lastname@example.org by the closing date and time indicated above.
To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission/cover letter.