Acquisition and Assistance Assistant

  • USAID - Ethiopia
  • Addis Ababa, Ethiopia
  • Mar 13, 2019
Full time Embassy Jobs in Ethiopia NGO Jobs in Ethiopia

Job Description

Procurement Administration 60%

  • Under the direction of the supervisor the incumbent distributes solicitations and subsequent amendments; manages non-technical queries on advertised solicitations so that requirements of full and open competition are met and that the integrity of the procurement process is upheld.
    Responsible for the receipt and safeguard of proposals,  conducts compliance checks of incoming proposals, compiles Price/Cost analysis data from received offers,
    prepares proposals for the Technical Evaluation Team, and is responsible for storage of proposals for future reference and disposal.
  • Edits and reformats documents for OAA staff using the Microsoft Office suite which may include but is not limited to: PowerPoint, Word, Excel, and Access, to prepare contracts, grants, cooperative agreements, memos, letters, cables, memoranda, presentations, and reports. „ Prepares acquisition and assistance instruments, which include but not limited to purchase orders, fixed price contracts, modifications, grants with minimal supervision of  the AAO or AAS using  USAID’s procurement managementsystem, Global Application and Assistance System (GLAAS).
  • Responsible for ensuring timely preparation and distribution of OAA documents to the following which may include but is not limited to: contractors/recipients/grantees, project offices, the Financial Management Centre (RFMC), OP Contracting Information Management System (CIMS), AID/
    Washington, Financial Management, Letter of Credit office (M/FM/LOC), and other relevant offices. Collects data, prepares and generates reports on a routine basis.
  • Prepares regret letters and logistic arrangements for postaward briefings with the successful applicant(s) and debriefing of unsuccessful applicants.
  • As Focal Point for Contract Performance Assessment Reports (CPARS), works closely with Contracting Officer Representatives (COR) and the help desk in Washington to ensure all contracts are registered and assessed in the CPARS in timely manner. Interface with Washington CPARS Technical Support to resolve technical issues.
  • Establishes and maintains a “tickler” files on CPARS due dates and notifies CORs prior to report due to ensure timely submission.
  • Review of contract/assistance instruments to establish the performance milestones from the terms of each instrument. Performance milestones are critical to the implementation of USAID projects. Reviews agreed-upon work-plans, followsup with the Grantees/Contractors in order to receive critical
    reports related to achievement of program objectives in a timely manner.
  • Monitors all contracts, grants, and other instruments to track funding levels.
  • Coordinates the closeout process effort for OAA. Monitors procurement instruments totrack expiration dates. Regularly follows up with responsible SOT, contractor or grant recipient as necessary to determine action on expiring contracts. Ensures that all expired Acquisition and Assistance awards are administratively closed out in accordance with Agency Policy and Federal Regulations.
  • Establishes and maintains USAID/ETHIOPIA bi-lateral Implementing Partners Contact List

 Documentation Management 25%

  • Receives all incoming correspondence (Cables, letters, solicitations, requisitions, contracts and related documentation); maintains manual and electronic master files: ensures prompt and accurate assignment of distribution of action and information documents to appropriate OAA personnel and sets up and maintains chronological files for each professional staff.
  • Maintains FY logs on award numbers, organizes and maintains filing system in accordance with OPAM 96-03, and the requirement for ASIST, to ensure award files contain all pertinent information documenting the award process, containing all relevant pre-award, award administration and close out documentation pertinent to award that will allow AAO and AAS to timely access to award documentation.

Office Management15%

  • Gathers workload status reports from each AAO and AAS and maintains Contracting Officer’s monthly work plan. Recommends and establishes new procedures and systems to ensure efficient office management. Also serves as backstop for all acquisition specialists.
  • Provides security protection to all Contracting Office files by maintaining continuous check and control over the various documents and sets-up the safe locking system before leaving the Office.
  • Make travel arrangements for AAO and AAS, and visitors as required utilizing all USAID systems which include but is not limited to E2 and ECC.
  • Takes inventory of office stationery and respond to all the Executive Office (EXO) expendable and non-expendable supply requirements.
  • Ensure all office machines are operational.
  • Supervisory Relationship Supervised by the Contracting Officer or Senior A & A Specialist in his/her absence.
  • Supervisory Controls This position has no supervisory responsibility.
  •  AREA OF CONSIDERATION Cooperating Country National Personal Service Contractor (CCNPSC). Cooperating country national means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
    PHYSICAL DEMANDS The work requested does not involve undue physical demands

Job Requirement

  • Minimum of Two-years College education in the area of administrative, procurement, secretarial science, or related field is required.
  •  A minimum of 3 years’ experience on procurement related work is required.
  • Level IV, Fluent spoken and written English and Amharic
  • EDUCATION (10points): Minimum of Two-years College education in the area of administrative, procurement, secretarial science, or related field is required. Additional evaluation points will be given to offerors who exceed the minimum requirement.
  • EXPERIENCE (40 points): A minimum of 3 years’ experience on procurement related work is required. KNOWLEDGE, SKILLS, and ABILITIES (50 points): Must have good working knowledge of agency and mission procurement requesting requirements and appropriateness thereof. And agency standards for maintaining acquisition files, local style on correspondence and local clerical practices and procedures.
    Ability to work in MS Word, and Excel and procurement related software.

How To Apply

The following evaluation factors for evaluating applications are established. The Technical Evaluation Committee will establish the competitive range/cut-off points per the evaluation factors listed below. Applicants are encouraged to provide a narrative for each selection criteria listed below in this section. This information will be used for evaluating and scoring each criterion. The TEC will conduct interviews withall offerors in the competitive range and provide the final rating and ranking of the offerors based on the interview. The CO must consider findings from the reference checks as part of the responsibility determination.Be sure to include your name and the solicitation number at the top of each page.


  •  Eligible Offerors are required to complete and submit the offer form DS-174 Application for U.S. Federal employment along with a cover letter and resume written in English. TheDS-174 Application form can be found in the U.S. embassy website;
  •  Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 12.
  •  Copies of credential documents (i.e., degree, training certificates, etc.);
  • Application must be submitted ONLY via addisusaidjobs@ and the email subject must say– solicitation, 72066319R10002 – Acquisition and Assistance Assistant.
  •  Please submit the application only once; and Late and incomplete applications will not be considered; the application must be submitted before or on the date of filing at 5 p.m. (Close of Business).
  •  To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.


Once the Contracting Officer 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 History and Examination Form (Department of State Forms)
  • Questionnaire for Non-Sensitive Positions (SF-85)
  •  Finger Print Card (FD-258)


  • USAID regulations and policies governing CCN/TCN PSC 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
  •  Contract Cover Page form AID 309-1 available at
  • Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at
  •  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
  • POINT OF CONTACT:; Fekadu Tamirate, HR Specialist.