[ref. k62768817] Acquisition and Assistance Specialist (Grants) -Mid Level (USAID/BHA) - Washington

Who We Are:

ZemiTek, LLC is a Woman-Owned, SBA-certified 8(a) Small Disadvantaged Business (SDB) based in the Washington, DC metro area. We have a strong record delivering innovative and high-quality solutions. Since 2007, ZemiTek has provided technical assistance, project management, information technology (IT), knowledge management, monitoring and evaluation, training and learning development, and institutional support services.

Position Description:

ZemiTek has partnered with Credence Management Solutions to form Team Credence, a multi-company partnership. Led by Credence Management Solutions, an industry leading government contractor and in concert with Claro KC (SB), 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.

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 Mid A&A Specialist provides acquisition support for the full acquisition lifecycle of USPSCs, TCNPSCs, and CCNPSCs. The Mid A&A Specialist will provide award execution, 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.

Starting Salary Range: $95,000 - $104,000 a year with the starting salary determined based on candidate’s knowledge, skills, experience, and education, in addition to budget availability.

Clearance: Ability to obtain a Secret clearance (US citizenship is required)

Responsibilities:

• Maintain the timely execution and closeout of acquisition and assistance (A&A) instruments in accordance with all applicable laws, regulations, and USAID policies.
• Maintain filing and compliance with applicable record keeping rules and regulations.
• 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).
• Mentor and train Junior A&A Specialists on your team.
• Support the process of A&A award administration and closeout.
• Assist with decommitting and de-obligating unliquidated balances in contracts and grants, in coordination with USAID staff or contractors working on award closeout when applicable.
• Maintain data collection, analysis, and reporting before and after A&A instrument closeout.
• Assist with unsuccessful applicant and offeror requests for additional information documentation in accordance with FAR, AIDAR, ADS 302 and 303 (written and verbal).

• Review application submissions from U.S. and non-U.S. non-government organizations (NGO) to ensure all application documents are complete, accurate, and comply with BHA’s Application Guidelines and USAID requirements.
• Conduct cost/price and cost realism analysis and documentation in accordance with the Code of Federal Regulations (CFR) and Agency policy and guidance.
• Evaluate partner requests for waivers, exceptions, and deviations to applicable federal requirements and collaborate with BHA program staff to ensure such documentation is prepared and approved.
• Prepare and draft agreement documentation (grant schedule, negotiation memorandum, Agreement Officer Representative (AOR) delegation letters, etc.) for NGOs, PIOs, and other government agencies using standard templates and USAID systems.
• Provide technical assistance to and respond to inquiries from BHA AORs and program staff related to federal award making, federal regulations, and award terms and conditions.
• Review documentation and provide recommendations on award-related issues, provide guidance and support on processing necessary approvals and modifications and assist in formulating the necessary documentation and obtaining necessary clearances to process recommendations/actions with BHA Activity Managers, AORs, and/or Agreement Officers.
• Review and process post-award approvals for the Agreement Officer including, but not limited to, procurement of capital equipment and supplies, sub-award approvals, procurement of restricted goods and commodities, and disposition of equipment and supplies.
• Perform ad-hoc operational functions and tasks for the Grants Unit that could include, but are not limited to, reviewing and drafting internal guidance documents, coordinating pre-award letters, and tracking country specific waivers and special award conditions.
• Maintain all databases, assistance planning and financial systems with up-to-date award information; including Google Drive, Abacus, ASIST, GLAAS and Phoenix.
• 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.
• Conduct post award orientations for partners and supporting BHA competitive assistance/NOFOs.
• Conduct written debriefings, as requested.
• Other duties as assigned.

• Facilitate the PSC hiring process throughout all stages of procurement, from recruitment to contract execution, to include:
• Review and analysis of PSC applications; Facilitation of selection committee meetings, interviews, and reference checks; Drafting, editing, circulating, and disseminating official USAID documents and PSC procurement documentation to include, but not limited to: solicitations, selection memos, salary determination, offer letters, budgets, contract awards, contract modifications, PSC action memos, Negotiation, preparation, and administration of PSC contracts.
• Ensure requisition packages and PSC procurement documentation are complete, error free, and in compliance with Agency policy.
• Develop Acquisition planning for PSC staffing needs, such as collecting, analyzing, and reporting data.
• Assist with market research tasks; and assemble information that will assist in identifying the position level and market value of desired PSC positions.
• Develop solicitations in compliance with Agency policy, to include position descriptions (consisting of a statement of duties, minimum qualifications, skills and experience required for the position, and the evaluation criteria)
• Provide support for A&A award processes, including but not limited to posting A&A opportunities; assisting with pre-application/proposal conferences; assisting with industry day events.
• Develop and maintain recruitment content for posting on websites where BHA jobs are advertised.
• Facilitate and document the technical evaluation process for each assigned solicitation.
• Notify and respond directly to inquiries from technical office staff regarding A&A administration actions needed to include, but not limited to: Availability of funds and required funding actions, Status of open/in process PSC solicitations, Security clearances and dates of required security clearance actions, Medical clearances and dates of required medical clearance actions, SAM.gov registrations and dates of required SAM registration action, A&A instrument periods of performance and dates of required A&A actions, Status of Agency approvals for A&A actions, Dates of required performance evaluations.
• Draft and assemble PSC-related documentation, reporting, timeline of events, ad hoc memorandums, and approval memos as needed.
• 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.
• Provide recommendations for process improvement.

Qualifications:

• Bachelors degree and two (2+) years of relevant experience with Federal Government acquisition and agreement processes and policies, Masters degree and zero (0+) years relevant experience, High school diploma and six (6+) of relevant experience.
• Knowledgeable about all applicable government rules, regulations, policies and procedures.
• Ability to obtain and maintain a minimum of a Facility-level Security Clearance for the duration of your employment on this contract.

Preferred Experience:

• Experience in the fields of federal assistance/grants and/or acquisitions/contracts.
• Experience working with federally funded agreements providing international assistance.
• Experience working with federal awarding agencies and/or international non-governmental organizations.
• Experience interpreting and applying federal regulations, policy directives, and/or procedures.
• Experience in developing and/or reviewing program budgets, performing detailed cost analysis, and assessing cost elements for reasonableness, allowability, and allocability.
• Experience in writing and editing office communication products and/or professional materials and conducting presentations.

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 managing a high-volume workload and competing priorities;
• Be capable of prioritizing tasks and follow up on actions without prompting;
• Be flexible and adaptable to changing circumstances.

Our application process is quick and easy.

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Compensation and benefits are fundamental to any career decision. That’s why at ZemiTek we design our benefits packages to reflect the importance of the work we do for our customers. Our employment benefits include, competitive compensation, health and wellness programs, income protection, paid personal, parental, and medical leave, retirement plans with employer match and immediate vesting, among many other perks.

What We Believe:

ZemiTek is an equal opportunity employer where an applicant’s qualifications are considered for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or expression, national origin, genetic information, veteran status, disability, or any other basis prohibited by law.

ZemiTek is committed to the full inclusion of all qualified individuals. As part of this commitment, ZemiTek will ensure that persons with disabilities are provided reasonable accommodations. If you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accommodations@zemitek.com.

ZemiTek embraces diversity, equity, and inclusion and strives to build and maintain a safe environment where we celebrate diverse backgrounds, treat everyone with respect, and value the unique lived experiences each person brings based on their race, ethnicity, sexual orientation, gender identity, religion, disability, military or veteran status, national origin, age, marital status or family status and related conditions.