GENERAL INFORMATION

USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANT’S BANK ACCOUNTS.

1. SOLICITATION NO.: 72061524R10006
2. ISSUANCE DATE: October 31, 2023
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: November 09, 2023 (4:30 PM East Africa Time).
4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at [email protected]
5. POSITION TITLE: Accountant - Internal Applicants ONLY.
6. MARKET VALUE: Equivalent to FSN-10 Step 1 (3,341,686.00 KSH per annum) to Step 13 (5,680,858.00 KSH per annum). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to the availability of funds, the continued need for services and successful performance. It is anticipated that the selection of the successful candidate will be completed within an estimated six-month period from the closing date of this solicitation.
8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Open to qualified current locally hired employees of the US government in Kenya. Employees presently on probation are ineligible to apply.  
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.

STATEMENT OF DUTIES

General Statement of Purpose of the Contract

This position is valid for one of multiple positions located in the Accounting operations function of the Office of Financial Management (OFM), USAID/Kenya and East Africa (USAID/KEA). The position provides professional accounting advice, assistance, and counsel to USAID managers. The primary purpose of these positions is to serve as the primary points of contact and persons responsible for reviewing, analyzing, evaluating, coordinating, and reporting financial management information to the Bi-lateral and client Missions for all funds received at post including program funds and Operating Expense (OE) funds. Provides financial management information and advice to USAID/KEA technical office teams, Office of Strategic Planning and Analysis (SPA), Front Office, and the Office of Acquisition and Assistance (OAA). Work closely with partners (contractors and grantees) to advise them on Mission financial policies and procedures. Works closely with established USAID/W contacts (Bureau and CFO). Provide financial data to be used for and, participation in budgeting, forecasting and accounting for program and operating expenses. Maintain and periodically reviews, reconciles and balances the technical program accounting and operating expense accounting records for USAID Kenya and East Africa. Prepares periodic reports based on these records, and provides information and advice to Mission management, Strategic Objective (SO) teams, and relevant USAID/Washington personnel. Provides fund cite for Various Commitment documents. Commits and obligates funds in financial system, reconciles accounts and provides information to Mission management. Reviews and reconciles disbursements with Treasury and the US Disbursing Officer each month and prepares journal vouchers to correct records as necessary. Performs the Close out of purchase orders, grants, contacts and cooperative agreements and de-obligates remaining funds. Serves as backup to the other Accountants and may be assigned to back up the Chief Accountant.

The OFM portfolio has several accountable units that includes; Kenya and East Africa, OFDA/ECARO, Somalia DCHA/OTI, Sudan, Eritrea, Mauritius and Seychelles. OFM provides Financial Management services to these clients with cumulative project and operating expenses pipeline of approximately $573 million and an operating year budget (OYB) of $573 million. The Office of Financial Management services include but not limited to; Financial Analysis, payment processing, budgeting and reporting. OFM function includes providing financial data to be used for, and participating in, the forecasting of the future resource requirement and providing financial evaluation of work accomplished in comparison to previous plans and forecast. By means of special reports, memoranda, and personal consultation, keeps Mission officials informed concerning existing control procedures and the financial status of the various projects and program activities in effect. Propose financial management improvements to ensure that OFM and Mission functions are conducted in an efficient manner. Work closely with partners (contractors and grantees) to advise them on USAID and Mission financial policies and procedures and also provide assistance to partners in improving their accounting functions in promoting local capacity building under USAID/Forward. Travel occasionally in-country or regionally to support and assist technical teams and implementing partners meet program objectives. The incumbent may be required to travel between 15 to 20 percent of the time.

Accounting (45%)

Perform all project accounting and operating expense activities for USAID/Kenya and East Africa and client Missions as needed. Reviews Limited Scope Agreements (LSGA), Development Objective Agreements (DOAGs), Strategic Objective Agreements (SOAGS), Modified Acquisition and Assistance Request Documents (MAARDs), contract, grants, awards and other obligating documents for accuracy and records accounting strip codes on them and posts them into the PHOENIX accounting system. Reviews and provides clearance to strategic objective funding documents to ensure compliance with USAID accounting regulations/policies and procedures. Establishes and maintains formal accounting records through Phoenix including advances, sub commitment, and sub obligation records for activities financed from funds allowed to the Mission. Reviews proposed activity budgets for cost allowed, reasonableness, and accuracy. Assigns object class codes (EOCCs) to all obligating documents. Establishes and maintains supporting records and documentation to support each accounting entry in the PHOENIX financial system or the assigned Strategic Objective or projects. Verifies that all transactions posted to the system are in conformance with the Foreign Assistance Framework, Agency guidance and Mission policy/procedures.

Monitor status of obligations and conducts quarterly reviews of un-liquidated obligations (Section 1311 review) and takes appropriate action to de-obligate funds no longer required. Coordinate with the Contracting Officer, and EXO Procurement office on contract closeouts. Assist the Contracting Officer's Representative (COR)/Agreement Officer's Representative (AOR) in calculating the quarterly accrued expenditure.  Periodically performs an analysis of past expenditure rates, current and projected pipelines, future burn rates to ensure that adequate funding is always maintained, and accurate accruals are prepared.

Perform periodic analysis of both institutional and personnel advances and bills of collection and initiate recovery action. In coordination with the Chief Accountant, documents policies and procedures governing the project accounting function of the OFM. Considers areas of possible enhancement of project accounting operations and recommends improvements in efficiency and internal control.

Perform the reconciliation between the Mission’s reported disbursements and those recorded by USDO/Charleston and Bangkok and the U.S. Treasury. Take corrective action to resolve reconciling items in conjunction with the Chief Accountant. Receives and records inter-agency charges (Interagency Payments and Collections, or IPACs) from other U.S. government agencies.

Reviews certain vouchers to ensure cash and credit card charges are posted to the correct funding documents. Also, helps to calculate and verify the allowances and entitlements for local and offshore USPSC employees. Serve as backup to the other Project or OE Accountant performing the duties of those positions in the absence of one of the incumbents. Occasionally serves as the backup to the Chief Accountant during his/her absence. In this capacity, s/he will be called upon to supervise the accountants and the voucher examiners. In addition, s/he will be required to review and approve payments cleared by the Supervisory Voucher Examiner. Perform other miscellaneous duties as assigned by the Controller, Deputy Controller and/or Chief Accountant.

Budgeting and International Cooperative Administrative Support Services (ICASS) Analysis (30%)

Budgeting

Develops (Formulate) and monitors budget information for operating expense (OE)) and program administrative support operations. Obtains, compiles, and summarizes narrative information and quantitative data for use by others within the office; analyses and verifies the costs of line items in the budget and enters the costs in standard forms and schedules; and extracts budget and program data from accounting records, forms, and reports for use by co-workers. Closely works with EXO/HR and Technical Offices to ensure accurate projections of FSN and US PSC budgets, and recurring office costs. Periodically advises EXO on current funding status of FSNs and USPSCs.

Tracks and monitors the OE and Program budgets once the Operating Year Budget is approved and ensures allowances are not exceeded. Conducts periodic budget reviews with Mission representatives, alerting them of any control weaknesses and suggests remedial measures. Assist the Contracting Officer's Representative (COR)/Agreement Officer's Representative (AOR) in preparing contract/grant budgets for new activities, as well as revised budgets for modifying current activities. Monitors and controls funds usage to ensure the budget is not exceeded.

ICASS Analysis

Performs the review of ICASS cost sharing budgets and analyzes the USAID/KEA bills for accuracy. Generates USAID/KEA ICASS workload counts. Collate and coordinate completion and approval of detailed USAID ICASS subscription of services agreements for the 11 USAID ICASS agencies and submission of the signed subscription agreement forms to the Embassy for the upcoming fiscal year; compile USAID Mission static workload counts and review cumulative workload counts for various cost centers for accuracy. Perform detailed review of ICASS cost sharing budgets and analyze the Kenya Complex Initial and final bills for accuracy. Review, verify and reconcile the partial year and TDY invoices before approval by the EXO.

Reporting (15%)

Ensures the timely and accurate preparation of all project accounting reports and ensures that all reporting requirements are met. Prepare periodic accounting reports such as detailed quarterly and summarized pipeline reports, expiring funds report; Operating Expenses budget status reports; developing expected burn rates for the upcoming six-month period, and discussing corrective action leading to more timely expenditure of program funds. Consult with various technical offices to discuss the program/sector reporting needs. Analyzes the information required, designs, and generates tailored financial reports from the official accounting data. Collate and coordinate compilation analysis, and submission of periodic accounting reports including those filed through the USAID Financial Data Collection Systems. Prepares monthly and quarterly cash reconciliation reports including but not limited to the SF224, suspense ageing and SF 6653 as required by USAID/W and US Treasury. Prepare Partners expenditure report; E-2 reports, Advance outstanding reports and other ad-hoc reports as needed.

Local Capacity Building (10%)

Prepares and designs training materials on different accounting topics for presentation to SO offices, Mission management and new accountants. Conducts periodic briefings for Mission management, AOR’s/COR’s, and implementing partners on changes to USAID financial management guidelines. Participates in resolving grantee/contractor financial reporting problems. Performs field trips to monitor performance and project/program implementation. He/she further conducts, in conjunction with Financial Analysts, pre- and post-award surveys and financial reviews of prospective and existing grantees to determine the adequacy of their accounting systems and internal controls, their financial status and their financial capability to implement grants.

Prior Work Experience

A minimum of five years of professional experience in accounting and budgeting is required. Experience at an International Organization, Non-Governmental Organization, Donor Agency, Embassy and/or private sector experience with an international organization is required.

Supervision Received

The incumbent reports to the Chief Accountant, who assigns work primarily in terms of required objectives, with occasional limited specific guidance on constraints and limitations imposed by agency policy statements, laws and regulations. Occasionally receives assignments directly from the Mission Controller or Deputy Controller, particularly pertaining to special assignments and analytical exercises. Supervisors are available for consultation on an as-needed basis. Work is evaluated based primarily on accomplishments and for compliance with procedures and other guidance. Accuracy is assumed.

Supervision Exercised

This is a non-supervisory position.

Physical Demands

The work requested does not involve undue physical demands.

EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1.  The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c).  In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers.  The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

Job Knowledge (60 points)

A thorough knowledge of professional accounting principles, theory, practices, and terminology with regard to accounting is required. A thorough knowledge or the potential to acquire knowledge of laws, regulations, and procedures associated with USAID financial management is also required. Must have knowledge or the potential to acquire knowledge of USAID organization and operations and USAID accounting policies and processes.

Skills and abilities (40 points)

A high level of analytical and decision-making abilities and sound judgment are required. Must be able to develop analyze Operating budgets. Must have strong interpersonal skills and maintain effective working relationships with USAID staff as well as other personnel.

Total possible points:  100

SUBMITTING AN OFFER

Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com

Step 2: Complete the job application at www.myjobsinkenya.com

Step 3: Internal Offerors/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents and upload them to MyJobsInKenya.

Note to Applicants:

1. Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com.
2. Submissions will only be accepted through myjobsinkenya.com. Late and incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position.
3. All Applicants must provide at least three professional references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.

LIST OF REQUIRED FORMS PRIOR TO AWARD

The CO will provide instructions about how to complete and submit any required forms after an offeror is selected for the contract award.

BENEFITS AND ALLOWANCES

Benefits and allowances are offered in accordance with the Local Compensation Plan (LCP).

TAXES

The Contractor must observe Kenyan laws including those concerning income and related tax obligations.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:

1. 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 https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.
2. ontract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract.
3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs.
4. 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 https://www.oge.gov/web/oge.nsf/OGE%20Regulations.
5. PSC Ombudsman: The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman.

The PSC Ombudsman may be contacted via: [email protected].