Recrutement Pour Travel Assistants
I. GENERAL INFORMATION
- SOLICITATION NO: 72062420R100019
- ISSUANCE DATE: August 11, 2020
- CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 28, 2020 at
11:59 pm local time.
- POINT OF CONTACT: [email protected]
- POSITION TITLE: Travel Assistant
- MARKET VALUE: CFA 9,602,582– CFA 16,324,688 equivalent to FSN-08 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Cameroon. Final compensation will be negotiated within the market value.
- PERIOD OF PERFORMANCE: The period of performance is five (5) years, estimated to start December 2020. The services provided under this contract are expected to be of continuing nature executed by USAID through a series of sequential contracts, subject to availability of funds, satisfactory job performance and need for continued services.
- PLACE OF PERFORMANCE: Yaoundé, Cameroon with possible travel as stated in the Statement of Work.
- ELIGIBLE OFFERORS: All interested candidates eligible to work in Cameroon. Cooperating Country National (CCN) is defined as an individual who is a cooperating country citizen, or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
- SECURITY LEVEL REQUIRED: Regional Security Office Clearance
- STATEMENT OF DUTIES
1. General Statement of Purpose of the Contract
The Travel Assistant is responsible for providing a full range of travel services for USAID/ Cameroon, including developing, organizing, and managing official travel requirements through a travel agency; providing informed advice to Cameroon staff on USG travel rules and regulations covering all aspects of travel, including on-going changes that may affect staff travel; preparation and submission of Travel Authorizations (TAs); coordination of required vehicles and scheduling pick-up and drop-off times; coordination for temporary accommodations for TDY visitors; and ensuring all travel related files contain up to date information.
2. Statement of Duties to be Performance
- Management and Coordination of Travel Requirements of USAID Cameroon 30%
As the Mission travel expert, he/she may provide advice to staff on authorized travel routes and approved modes of travel. Based on an in-depth knowledge of U.S. Government travel rules and regulations, provides authoritative guidance to USAID Cameroon staff concerning all aspects of travel including specific information concerning various entitlements related to different types of USG authorized travel. Provides all logistical support to TCNs and PCs (accommodation/visas, conference fees, etc.) and processes payments as appropriate. Prepares TAs for all USAID Cameroon employees and their eligible dependents travelling on official USG business. Responsible for ensuring TAs and Open Authorizations are prepared in a thorough and timely manner in accordance with travel regulations and approved Agency Notices and Mission Orders; prepares all OAs for US Direct Hire (USDH), USPSCs and FSNs, entitlement travel, training, and TDYs as established by Mission directives; prepares and maintains up to date Emergency Evacuation TAs for all USDH and US Personal Services Contractors (USPSC), and other eligible staff as appropriate; coordinates hotel accommodation and/or apartments for incoming TDY personnel, based on their length of stay in Cameroon; when required, makes arrangements with Department of State (DoS) Motor Pool for vehicle support well in advance, and communicates hotel reservations and transportation arrangements to incoming TDY personnel; maintains files of all relevant documents that may be required for audit purposes; advises employees on travel policies and entitlements in a wide range of travel situations, such as but not limited to; TDY travel, Invitational Travel, Home Leave, Rest and Recuperation (R & R), Emergency Evacuation, Emergency Visitation Travel (EVT), and Education Travel. Organizes visa on arrival for customers that do not have a Cameroonian Embassy in their country of residence. Coordinates with the Travel section on the issuance of travel tickets, on visa applications, and the issuance approved visas from neighboring embassies. Works closely with GSO on the timely procurement of travel insurance for all travelers as necessary.
- E2 Travel Solution Systems 35%
He/she will serve as the Mission E2 trainer and is responsible for training all training employees, travelers, and supervisors on how to initiate the TA process and informing them of their role and responsibilities in the TA and E2 process. When required, or upon request, the incumbent will assist staff who are having trouble with initiating TA requests in E2. He/she will also serve as the Mission’s E2 trouble-shooter and will take the lead in resolving E2 issues locally, or with the Accra/Washington based experts.
- Liaison with ELTA Travel Agency and DoS General Service Team 20%
Directly responsible for the coordination and liaison with ELTA (Travel Agency) for travel reservations and issuance of travel tickets. He/she will ensure that the Agency’s travel needs are satisfied by establishing a positive interactive working relationship with ELTA Travel Agency and the US Department of State (DoS) Cameroon Management staff. He/she will review all tickets prior to issuing them to the traveler, to ensure that the agency staff are fully aware of USG travel regulations with respect to the use of American flag carriers, USG contract fares and special fares of international carriers existing for Cameroon. He/she will also ensure that reservations and fare quotations reflect the best routing and costs for the USG, and that alternative routings are being explored, as appropriate.
Coordinates with RSO Office, GSO and Motorpool on the planning of trips to restricted areas. Ensures that up to date security protocol and travel guidance is provided to the relevant technical office, assists with the preparation of the necessary approval memos, Dip Notes and Letters of introduction for UNHAS flights
Liaise with ICASS staff on maintenance required for office building and follow-up to ensure that work requested is completed; Arrange for equipment and boxes to be moved when requested and assist with filing of records.
Assists with the verification of ICASS counts for the different USAID programs.
- General Office Administration 15%
Follow through with logistical arrangements for incoming visits such as submitting Visitor Access Requests, shuttle bookings, checklists are issued, visit security cards are issued, mobile phones are issued and collected on departure. Maintains a log of administrative and logistics actions for all incoming travels and advises travelers accordingly. Prepares TDY visit schedules and updates as necessary. Processing building access requests and arranging motorpool for external meetings and escorts guests to meetings as requested. Reserves conference rooms for meetings. Monitors office stationery supplies including supply of business cards and re-orders when stocks are low. Maintain record of received items and regularly updates inventory of Non-Expendable (NXP) in USAID storage.
- Supervision Received: Work is performed under the general direction of the Executive Specialist. Assignments are generally performed independently.
- Supervision Exercised: None.
- PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
In order to be considered for the position, a candidate must meet the Minimum Qualifications. Applications will be pre-screened and only those that meet the Minimum Qualifications will be considered. These are the minimum qualifications necessary to be considered for the position:
- Education: Minimum of College or university studies in the field of Business/Public administration, Tourism, Travel or Management is required.
- Prior Work Experience: Minimum of three to five years of increasingly responsible duties in
travel and/or administrative/office management is required.
- Language Proficiency: Must be fluent in English and French. Language proficiency may be tested.
III. 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. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.
The evaluation and selection criteria of the selected candidate will be based on a review of his/her qualifications, work experience, knowledge, skills and abilities, and level of language required. The applicants who obtain the highest score based on the criteria defined will be interviewed and may also be required to pass a written test (depending on the TEC Chairperson’s decision). The security clearance and medical clearance is required for the top-ranking candidate, after conducting and receiving the positive reference checks.
- Job Knowledge: 50 points: A good working knowledge of regulations pertaining to travel and travel related subjects for an international organization; Must also have a good understanding of the local travel industry and its capabilities. Must have up-to-date knowledge and comfort level with office automation and digital IT computer hardware and software systems and telecommunication equipment. Must be proficient in the use of Microsoft Office Suite (e.g. Excel, PowerPoint, Word)
- Skills and Abilities: 50 points: Demonstrated ability to work independently, and collaboratively with colleagues, staff and effectively explain procedures and requirements tactfully while gaining their cooperation and understanding. Experience with using computers and standard software programs such as the Microsoft Office package and the ability to operate standard office equipment such as scanners, copiers and fax machines. Experience of effectively managing pressure and changing priorities
Total Possible Points: 100 points
After the closing date for receipt of applications, all applications will initially be screened for conformity with minimum requirements and a shortlist of applicants developed. Applications from candidates which do not meet the required selection criteria will not be scored.
A committee will be convened to review the shortlisted applications and evaluate them in accordance with the evaluation criteria. Only shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants.
USAID reserves the right to interview only the highest ranked applicants in person or by phone OR not to interview any candidate.
The Agency retains the right to cancel or amend the solicitation and associated actions at any stage of the recruitment process.
Reference checks will be conducted by Human Resources only for the successful candidate. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the application Letter.
IV. SUBMITTING AN OFFER
- Eligible Offerors are required to complete and submit the offer from AID 309-2
(OFFEROR INFORMATION FOR PERSONAL SERVICES CONTRACTS WITH
INDIVIDUALS) which is available at the following link: https://www.usaid.gov/forms/aid-309-2.
- Offeror must also submit a signed cover letter and a resume.
- Minimum of three (3) and a maximum of five (5) professional references with telephone and e-mail contacts, who are not family members or relatives. The applicant's references must be able to provide substantive information about his/her past performance and abilities. At least one reference provided should be a current or former supervisor.
- A supplemental document with written responses to the Evaluation Factors listed under Section III.
- Relevant educational certificate (s) and work permit or residency permit.
- Offers must be received by the closing date and time of August 28, 2020 at 11:59 p.m. and submitted via email to [email protected].
- Offeror submissions must clearly reference the Solicitation number on all offeror submitted
V. LIST OF REQUIRED FORMS PRIOR TO AWARD
The Contracting Officer (CO) will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:
- Medical History and Examination Form (Department of State Forms)
- Security Clearance
- Finger Print Card (FD-258)
As a matter of policy, and as appropriate, a CCNPSC is normally authorized the following benefits and allowances:
- Health Insurance
- Annual Salary Increase (if applicable)
- Annual and Sick leave
- Annual Bonus
- Salary Advance (0% interest)
- Social Security Contributions
- Local and American Holidays
- ALLOWANCES (as applicable):
- Miscellaneous Allowance
The Mission emphasizes to its employees of the fact that they are obliged to observe Cameroonian Laws, including those concerning income and related tax obligations. Payment of such taxes is a matter between the individual employee and the Cameroonian Government. In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.
VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCNPSC awards are available at these sources:
- USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
- Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award as described below:
|0001||Compensation, Fringe Benefits and|
Other Direct Costs (ODCs)
- Award Type: PSC-CCN
- Product Service Code: R497
- Accounting Info: 624M19OE021
|$_TBD at Award after negotiations with|
- Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs
- 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