The U.S. Mission in Accra, Ghana is seeking highly motivated and qualified individual for the position
of ACQUISITION AND ASSISTANCE (A&A) SPECIALIST in the Regional Acquisition and Assistance Office (RAAO) of the USAID/West Africa. The incumbent serves as a Senior Acquisition Specialist in USAID/West Africa’s Regional Acquisition & Assistance Office (RAAO) and represents it as a full team member of the Assigned Assistance Objective Team, other client Missions and nonpresence countries as assigned. S/he independently performs a full range of acquisition duties, including developing comprehensive planning strategies and appropriate solicitation documents, and conduct analysis, evaluation, and negotiation of a wide variety of acquisition and assistance
documents, such as contracts, cooperative agreements, grants, endowments, etc.

BASIC FUNCTION OF POSITION

The incumbent serves as an Acquisition Specialist in USAID/West Africa’s RAAO and represents it as a full
team member of the Assigned Assistance Objective Team and other client Missions and non-presence
countries as assigned. S/he performs the full range of acquisition duties, including developing comprehensive
planning strategies and appropriate solicitation documents, and conducting the analysis, evaluation, and
negotiation of a wide variety of acquisition and assistance documents, such as contracts, cooperative
agreements, grants, endowments, etc. S/he performs these duties for primarily procuring long-term, highly
funded complex services, including independently carrying out full and open competitive transactions.
The Mission’s Regional Acquisition & Assistance Office (RAAO) is responsible for the negotiation, execution,
and administration of a portfolio of direct contracts and assistance instruments worth millions of dollars
annually. These procurement instruments are for services that are multi-year, multi- million dollar transactions.
This office is also responsible for the formulation of Mission Policy, Procedures, and Standards on USAID
financed contracts and assistance instruments. In addition, the RAAO reviews and provides advice to Mission
technical offices on all acquisition and assistance actions.

MAJOR DUTIES AND RESPONSIBILITIES % OF TIME

1. Procurement Planning 20%

•   As an empowered representative of the RAAO, s/he will provide advice and guidance to Assistance
objective teams on procurement policy and procedures in the design and implementation of their activities.
As a team member s/he shall coordinate the development of procurement objectives for the assigned
portfolio in terms of potential implementing organizations, competitive issues, socioeconomic issues, and
identify and construct the appropriate contract or grant instrument. Negotiate with the DO team to ensure
acquisition plans are current, have appropriate milestones and related schedules.

2. Review & Analysis of Acquisition Requests, & Issuance of Solicitation Documents 20%

•   Review Global Acquisition and Assistance Systems (GLAAS) actions requesting acquisition or assistance instruments for complex services or programs; analyze the requirements and determine if the instrument selection or procurement approach is sound, work statements or program descriptions are complete, and if the entire package is in compliance with the Federal Acquisition Regulation (FAR), Automated Directive System (ADS), AID Acquisition
Regulations (AIDAR), Code of Federal Regulation (CFR), Agency and Mission policies. Ensure that necessary Mission clearances have been obtained, and that waivers and other supporting documentation are complete. Recommend to the requesting team revisions regarding work statements, budget, classification of terms, reporting requirements, and any special conditions, and ensure that any required performance indicators are developed and included in the solicitation document (Request for Proposal or Request for Application).

•   Develop the solicitation document in compliance with all appropriate regulations, and selects and includes
correct clauses, and transmits the solicitation for proposals using Internet-based technology. Respond to
offerors' questions during the proposal submission phase; and determine the need for, and prepare
clarifying amendments as required of solicitation documents. As necessary, may hold pre-bid or
consultative meetings with partners to fully explain the Agency’s and counterparts’ needs and to discuss
the solicitation documents. This is a complex process requiring a high degree of analysis between
competing and often conflicting regulations and objectives, where the incumbent will independently
exercise judgment involving multi-million dollar issues with significant programmatic implications.

3. Evaluation & In-depth Cost Analysis of bids/offers 20%

•   Evaluate bids and offer for responsiveness to the particular solicitation and document the relative
strengths and deficiencies of each proposal. Guide the AO team in best practices of 'best value' selection,
and performance-based technical approaches. Obtain reports and references, ensuring that offerors' past
performance has been relevant and of a high quality.
Ensure that offerors have adequate management, accounting, personnel, and procurement systems,
corporate leadership, available resources, and quality control to satisfactorily carry out contracts. Request
audit reports or pre-award surveys from the Office of the Inspector General, and other cognizant agencies.
Analyze cost proposals and technical scores from the technical evaluation committee, and based on this
analysis establish the competitive range and present documentation for signature to the Contracting
Officer.

•   Perform extensive analysis on cost issues with consideration to economic conditions & factors of material,
labor, and transportation costs. Closely examine cost and pricing data submitted by offerors to
substantiate direct and indirect costs and profit. Determine reasonableness of costs submitted. Ensure
that data provided is consistent with all USAID requirements on eligible geographic sources, and that
salary structures are consistent with Agency policies. Identify circumstances that will require a waiver.
Coordinate issues of technical weakness and excessive costs with the AO team prior to the
commencement of negotiations. Clarify, and as necessary, instruct the members of the AO team, host
country counterparts, and other Mission staff on the USAID procurement process as implemented in the
Agency.

•   Formulate the negotiation strategy; identify areas subject to negotiation, and consult with technical
specialists concerning data submitted by offerors. Conduct extensive negotiations on cost and technical
issues prior to contract award, presenting USAID issues of concern and persuades offerors to upgrade
technical deficiencies and reduce costs where appropriate. Request submission of Revised Final Proposal
and prepares appropriate contract or grant instruments for award. Coordinate last stages of selection with
the technical evaluation team(s). Similarly, negotiate and awards grants and cooperative agreements with
U.S.-based and indigenous Private Voluntary Organizations (PVOs) and NGOs, colleges and universities
and other non-profit organizations. Analyze transactions to ensure compliance with Agency cost-sharing
and registration policies, as well as local laws governing status. Present award decision of ultimate contractor/recipient to the Contracting Officer with all the appropriate supporting documentation, including the development of appropriate performance indicators in conjunction with the AO team.

•   Organize and conducts an orientation meeting with the selected contractor to ensure that mobilization
efforts will be conducted efficiently and that all terms and conditions of procurement instruments are clear
and well-understood by all parties. Provide support debriefing to unsuccessful offerors.

4. Monitoring Contractor Performance 10%

•   Monitor contractor performance in relation to the completion schedule required by the contract or
assistance instrument. Ensure timely submission of technical progress reports, making periodic visits to
the contractor’s work site and at all performance-related Team meetings held by the Mission. Ensure that
the Contractor is fully compliant with the performance standards contained in the Contract and seek
corrective action in cases of non-compliance. Expedite Change Orders or revisions to the contract when
circumstances require. Issue ‘show cause' or ‘cure notices’, and/or recommend termination of contracts
for default or convenience and negotiates termination settlements.

5. Analysis & Resolution of Audit Reports Findings 10%

•   Analyze and take actions to resolve findings contained in audit reports, such as cost items questioned or
unresolved. Support recommendations with detailed analysis of each cost, category or element as necessary. Prepare necessary documents to resolve all aspects of audits, questioned or ineligible costs, and accounting issues. Present documentation to the Contracting Officer for signature. Review completed (after full performance) official contract files to determine that all contractual actions are satisfied and that there are no pending administrative actions to be resolved. Ensure that all file documents are signed, that there are no litigation actions pending, and that the contract is complete in every respect and ready to be closed. Ensure that contracts nearing annual anniversaries or final completion have a performance report filled out by the Technical Officer, and submit the report to the Contractor for comment.

6. Host Country Contracting 5%

•   Maintain good knowledge of the policies, principles and procedures of Host Country Contracting (HCC)
and may be assigned to review and recommend revisions to various HCC documents implemented within
the mission, such as tender documents, pre-qualification lists, etc., to ensure compliance with applicable
policies and procedures.

7. Mentoring and Guidance 5%

•   As necessary, provide guidance and coach junior-level staff on the basic principles of Federal and USAID
acquisition, general procurement management and procurement policy direction, new/changed
procurement policies, etc.

8. Other Relevant Duties 10%

•   As a key member of the RAAO, s/he will provide information and advice to the Office Director on critical
procurement issues, and attend key Mission meetings on behalf of the office as assigned. Perform other
relevant duties as assigned.

Qualification Required & Experience

•   Education: University Bachelor’s degree in Business Administration, Accounting, Marketing,
Economics, Public Administration, or other Social Science is required.
•   Prior Work Experience: A minimum of three to five years of experience in general procurement is
required.
•   Language Proficiency: Level IV English Language (fluent, speaking and writing) is required.
Language proficiency will be tested.
•   Job Knowledge: Must have knowledge of procurement in general, market conditions, the political
context and social conditions impacting procurement actions; knowledge of contracting policies, rules,
principles and procedures applicable to pre-award and/or post-award actions to procure and/or
administer contracts and other instruments for a variety of complex technical services.
•   Skills and Abilities: Must have excellent skills to negotiate multi-year, multi-million dollar contracts
and other instruments; excellent analytical skills and sound judgment to select appropriate acquisition
or assistance instrument types, evaluate bids or offers and determine the responsibility of contractors
on the basis of competition, historical costs, reports, etc., and to conduct cost and price analysis. Must
have excellent writing skills to draft various procurement-related documents and to develop sound
solicitation and instrument documents and excellent interpersonal skills to deal effectively with various
officials, usually with highly divergent points of view, diplomatic and tactful in setting forth ideas,
constraints, or courses of action. Proficiency in standard computer applications.

Salary Range: GH¢ 42,824.00 – GH¢ 64,241.00 p.a. (depending on qualification and experience)

Location: Accra

How To Apply For The Job

Interested individuals should submit cover letter, Curriculum Vitae with references and relevant certificates to:

Regional Executive Office
USAID/West Africa
P.O. Box 1630, Accra

By Email to: acpersonnel@usaid.gov

Note: When submitting your application via email, start the subject line with the position title (A&A Specialist). Failure to state this and attach relevant certificates may disqualify applicant.

Closing Date: 03 December, 2014

Please note that only short-listed applicants will be contacted.

USAID/Ghana anticipates awarding a Personal Service Contract (PSC) regarding this announcement. Note that this does not constitute any guarantee that a PSC will be awarded as a result of this announcement.