Senior Acquisition and Assistance Specialist - Acquisition at Credence Management Solutions, LLC

Overview

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 helping people in need become more resilient to future crises. 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 Senior 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 Senior A&A Specialist provides acquisition support for the full acquisition lifecycle of USPSCs, TCNPSCs, and CCNPSCs. The Senior A&A Specialist will provide 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.

Responsibilities include, but are not limited to the duties listed below

• Maintain the timely execution and closeout of acquisition and assistance (A&A) instruments in accordance with all applicable laws, regulations, and USAID policies.
• Ensure that all documentation for acquisition and assistance actions are processed in compliance with required timeframes [e.g. USAID’s Procurement Acquisition Lead Time (PALT) requirements in the USAID Automated Directive System (ADS) 302].
• Guide staff in the coordination of award closeout responsibilities.
• Maintain data collection, analysis, and reporting before and after A&A instrument closeout.
• Assist with the technical evaluation process, including but not limited to: coordinating schedules for technical evaluation committee (TEC) meetings, assisting with document management and control, and reviewing TEC memos prior to OAA submission.
• 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.
• Mentor and train Junior and Mid A&A Specialists on your team.

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

• Support the drafting/updating of BHA’s internal process documents to explain the PSC award process in its entirety, ensuring compliance with USG and USAID policies and legal requirements.
• Assist with reviewing USAID’s PSC policies, processes, and procedures to propose updates to BHA internal guidance documents (including ensuring that required approvals of position descriptions are incorporated into BHA internal processes), solicitation guidelines, award templates, training materials, and other resources to ensure consistency and make recommendations for change as needed.
• Draft award documents, including budgets and memos necessary to execute contracts and contract modifications for assigned actions.
• As required, review award packages associated with the administration of PSCs, including but not limited to, formal memos and letters, modifications, award documents, waivers, and closeout documentation.
• Ensure the team is up to date to USG system and process changes, including regular review of USAID’s Business Process Improvement and USAID’s Office of Acquisition & Assistance (OAA) policy division updates.
• Prepare and/or facilitate team brown bags or training events covering A&A topics and activities.
• Liaise with various offices, including OAA Contracting Officers.
• Monitor and track upcoming contractual actions and priority deadlines. Responsible for ensuring assigned actions are in compliance with USAID, USG and BHA regulations, laws, standards and procedures.
• Assist with inputting, updating, and maintaining current PSC contract pre-award, award, administration, and closeout data in the applicable databases and developing reports and dashboards as needed.
• Propose innovations in which the acquisition lifecycle of a PSC can be improved and/or processes can be streamlined.
• Ensuring all PSC positions that have IT duties and responsibilities are reviewed and approved by M/CIO prior to being released (See ADS 309)

For Senior Specialists assigned to Assistance – Grants Team, additional duties include:

• 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.

Education, Requirements and Qualifications

• Education and Experience: BS 8+ Years, MS 6+, PhD 4+, or HS 12+
• Knowledgeable about all applicable federal, state and local laws, 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 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 $108,150.00 to $165,000.00 per year, with the starting wage determined based on candidate’s knowledge, skills, experience, as well as budget availability.