Procurement & Administrative Assistant

Government Acquisition Uganda


Job summary

Serves Procurement & Administrative Assistant position in the Executive Office (EXO) of USAID/Uganda.  The incumbent will be based in Uganda through April 2019 with possible extensions beyond that.    

Responsibilities/daily tasks

The purpose of this consultant is to assist the Acquisition & Assistance (A&A) Specialists, Contracting Officer/Agreement Officer (CO/AO), and Executive Officer (EXO) to assist in a full range of acquisition and assistance functions in support of USAID's technical offices, from inception of contract and grant awards, through solicitation, negotiation, award, administration and close-out.

  • Assists A&A, EXO, and HR Specialists and CO/AO in reviewing offers and analyzing cost, quality and timelines to determine best value to the U.S. Government.
  • Negotiates and prepares award documents including Purchase Orders, simplified grants, fixed amount awards, modifications for incremental funding, cost extensions, no-additional-cost extensions, deobligation, budget realignments and others for A&A actions.
  • Assists the A&A, EXO,and HR Specialists in drafting contracts, task orders against indefinite quantity contracts, grants and cooperative agreements and technical evaluation committee instructions for final execution by the CO.
  • Assists the A&A, EXO and HR Specialists in drafting memoranda of negotiations for approval by the CO/AO and EXO 
  • Ensures that supporting documentation for procurement requests (e.g. Independent Government Cost Estimates (IGCEs), Individual Acquisition Plans (IAPs), Source Selection Plans (SSPs), etc.), waivers, Justification and Approvals (J&As), Justification to Restrict Eligibility (JRE) correspondence, deviations and memoranda are accurate and complete.
  • correspondence, deviations and memoranda are accurate and complete.
  • Obtains all clearances for EXO actions and distributes final executed awards, modifications and administrative approvals in accordance with Agency policy and Federal law. Provides guidance to the CORs/AORs on A&A actions as and when required.
  • Maintains official EXO files and records according to Agency policy (ASIST or hard copy for awards made prior to April 2014), including procurement sensitive information and commercial proprietary information that must be kept confidential and may not be shared outside the OAA.
  • Supports data management to ensure updates to the Mission Procurement Plan, A&A awards list, closeout list, Contracting Officer’s Representative (COR) list, Action Tracker list, Annual Inventories, Filing and Disposition Plan, Vital Records and provides information on Negotiated Indirect Cost Rate Agreements (NICRA) and other data as required.
  • Assist with administrative actions such as travel arrangements, vouchers, scanning and file management.
  • Reviews requests received from technical offices, Contractors, Grantees and partner organizations; recommends approval or disapproval to the CO/AO; and drafts the approval/disapproval letters for sub-awards, subcontracts, disposition plans, equipment purchases, key personnel, salary approval, cost and time amendment, international travel, COR/AOR designation letter, branding and marking plans and closeout letters.
  • Prepares correspondence related to contract/assistance closeout; initiating administrative closeout; evaluating financial and technical data, invoices, past performance closeout information and submittals, property reports and disposition requests, and final reports; as well as analyzing and resolving audit findings related to award closeout.
  • Performs final compliance reviews of terms and conditions on a wide range of contracting and assistance instruments to determine business and regulatory compliance in order to administratively close instruments. Reviews official files to ensure resolution of all administrative actions, to ensure contract is complete in every aspect and ready to close, and to obtain approval of all closeout documentation. This process often includes analysis of alternatives, adaptation, or modification of procedures, or resolution of incomplete or conflicting technical or contractor data.
  • Manages a system to ensure administrative close out of instruments is performed within prescribed Federal and USAID time standards.
  • In accordance with the Office Vital Records Program, performs physical retirement and storage of officially closed and retired contract and assistance instrument files. Updates closeout tracker of physically closed instruments throughout the administrative close out process until files are retired.
  •  Bachelor’s degree or equivalent in business, accounting, management or related field is required
  • Three to five years of progressively responsible experience in business, procurement or related topic is required including at least three years’ experience with an agency or implementing partner of the U.S. Federal Government is desirable.
  • Experience with USG processes and funding requirements either as an employee of the USG or as an implementer of USG programming. Preferably, the candidate will have strong knowledge of USAID procedures and practices.
  • Detailed knowledge of Federal and USAID acquisition regulations procedures and guidelines; Federal contracting practices and instruments; negotiation methods and techniques; international and local business practices; local market pricing, customs and practices; the capability and reliability of local suppliers; local labor, taxation and procurement laws; and Generally Accepted Government Accounting Procedures (GAGAP) in order to prepare contract budgets and estimates.
  • Strong analytical skills to evaluate procurement options and apply regulations and procedures to complex individual situations.
  • Accuracy, attention to detail, punctuality, and excellent written and verbal communication skills are critical.
  • Exceptional interpersonal skills are required – the incumbent must be tactful, personable, and be able to maintain effective working relationships with all levels of employees and supervisors.
  • An ability to prioritize and work under severe pressure to fulfill multiple tasks simultaneously within tough time limits is a must.
  • Enthusiastic and self-directed learner.
  • Strong, professional computer skills, including the ability to work with spreadsheets, database management software, and sophisticated online applications, are required.

Jefferson Consulting Group is proud to be an Equal Employment Opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, national origin, genetic data, veteran status or any category protected by law.