REQUEST FOR PROPOSALS #02300
Elizabeth Glaser Pediatric AIDS Foundation
1140 Connecticut Ave NW, Suite 200
Washington, DC 20036
Technical Documentation and Knowledge Management (KM) Specialist
The Elizabeth Glaser Pediatric AIDS Foundation (the Foundation) seeks a technical
documentation and knowledge management (KM) specialist to support knowledge sharing and
application of KM methodologies and tools related to the Elizabeth Glaser Pediatric AIDS
Foundation’s HIV/AIDS program implementation activities in 17 countries worldwide.
Deadline: April 15, 2011 – 5:00 p.m. Eastern time
Statement of Business
The Elizabeth Glaser Pediatric AIDS Foundation, a U.S. non-profit organization, is the worldwide
leader in the fight against pediatric AIDS. Our mission is to prevent pediatric HIV infection and
to eradicate pediatric AIDS through research, advocacy, and prevention and treatment
programs. For more information, please visit http://www.pedaids.org.
Scope of Work
• Under the guidance of the Senior Technical Editor, support Foundation country
programs and global staff to achieve broader knowledge management and
documentation objectives
o Facilitate cross-project learning and best practice transfer within and outside
EGPAF through documentation and dissemination/sharing of program innovations
and lessons learned
o Support documentation and dissemination of knowledge generated through
internal advisory/working groups, expert meetings, and virtual discussion groups
o Facilitate training of existing technical staff and new-hires through development /
adaptation of curricula for the Foundation’s e-learning platform
o Develop templates and tools to support routine sharing of programmatic
innovations and lessons learned
• Under the guidance of the Senior Technical Editor, support implementation and roll-out
of the Foundation’s new intranet
o Compile and catalog key internal and external technical resources and upload to
online document repository
o Assist technical teams in developing team content and collaborations spaces
o Develop intranet content templates and guidelines
o Provide training and mentorship to individuals and teams to support more
effective use of the new intranet
o Monitor site metrics to identify performance / usage gaps
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Routinely update staff on site changes and improvements
Develop documentation, such as user guides, to support more effective use of
existing tools
Timeframe: Approximately 40 hours/week, from May 2011 to December 2011.
Deliverables
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Completed tasks and materials that are responsive to the Foundation’s requests and
requirements.
Foundation Responsibilities
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Support the work of the contractor by communicating the Foundation’s needs and
expectations for each project/service.
Logistics
Contractor will perform the services from their home office and also at EGPAF’s Los Angeles or
DC Office as required.
Qualifications
Required qualifications
• Bachelor’s degree required. Master’s degree in Knowledge Management, Public Health,
International Development, Communications, or similar preferred; and
• 3-5 years practical experience in applying knowledge management methodologies and
tools, preferably in an international health or development setting.
Preferred qualifications
• Experience in the deployment, use and management of “enterprise 2.0” social
networking tools and/or corporate intranets
• Intermediate or better understanding of written French and/or Portuguese.
• Training and/or experience in project management
• Experience with online electronic document/content management systems
• Experience creating training curricula or e-learning modules
Knowledge, Skills and Abilities
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State-of- the- art knowledge of the literature, tools, and practices of knowledge
management;
Strong publication (electronic and print) writing, editing, and formatting skills;
Basic understanding of medical terminology, especially related to HIV/AIDS;
Strong listening and information gathering skills, and ability to compile and consolidate
technical information and resources;
Proficient in Word, PowerPoint, and Excel;
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Excellent communication and organizational skills with demonstrated success working in
a multicultural team environment;
Expert knowledge of English grammar, composition, and style;
Ability to work independently;
Strong attention to detail and follow-through;
Willingness to travel domestically and internationally and work with project teams in
developing countries.
Key Contract Terms
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This will be a fully loaded hourly labor rate contract. Payment will be based on the
proposed price, up to a ceiling, plus reimbursement for any expenses pre-approved by
the Foundation (such as travel expenses).
Unless stated otherwise in a specific task order statement of work, the contractor is
responsible for providing the equipment, and/or supplies required to perform the
services specified.
All deliverables provided to the Foundation will be the exclusive property of the
Foundation and will be provided without any additional fee beyond the compensated
hours.
Evaluation Criteria
The Foundation will use a “best value” method for selecting the most advantageous contractor
or firm to provide these services. All proposals provided to the Foundation by offerors will be
evaluated by the Foundation solely against the following criteria:
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Contractor’s demonstrated experience in applying knowledge management
methodologies and tools in an institutional setting.
Contractor’s demonstrated experience documenting program experiences for technical
and lay audiences.
Cost of contractor’s services as measured by fully-loaded hourly labor rate.
Offerors who have the preferred (but not required) qualifications listed above will be
given extra points in the assessment process, which may or may not make them the
best value for the Foundation.
Instructions for Submission of Proposal
Each proposal must contain:
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A statement of capacity that specifically addresses the following points:
o Experience in the application of knowledge management methodologies and
tools.
o Three (3) writing samples from one or more of the following areas: international
health/development, biological sciences, clinical medicine.
o Proposed fully- loaded hourly labor rate up to 40 hours/wk.
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Planned timeline:
April 5th, 2011 Deadline for any inquiries.
Technical inquiries should be directed to Sara Teitelman, Senior Technical Editor, at
steitelman@pedaids.org.
General RFP inquiries should be directed to: Cathy Colbert, Senior Contracts Administrator, at
ccolbert@pedaids.org.
April 8th, 2011 Responses to Inquiries posted on EGPAF website.
April 15th, 2011: Completed proposals must be delivered electronically by the deadline
mentioned on page one to: Cathy Colbert, Senior Contracts Administrator, at
ccolbert@pedaids.org. with a “cc” to Sarah Teitleman, Senior Technical Editor at
steitleman@pedaids.org
April 22nd, 2011 Final decision.
May 2nd, 2011 Contract executed and Services begin.
Please note it is our best intention to comply with the above timeline but unavoidable delays
may occur.
Additional Information
All proposal and communications must be identified by the unique RFP# reflected
on the first page of this document. Failure to comply with this requirement may
result in non-consideration of your proposal.
Any proposal not addressing each of the foregoing items could be considered non-responsive.
Late proposals will be rejected without being considered. This RFP is not an offer to enter into
agreement with any party, but rather a request to receive proposals from persons or firms
interested in providing the described services. Such proposals shall be considered and treated
by the Foundation as offers to enter into an agreement. The Foundation reserves the right to
reject all proposals, in whole or in part, and/or enter into negotiations with any party. The
Foundation shall not be obligated for the payment of any sums whatsoever to any recipient of
this RFP until and unless a written contract between the parties is executed. Contractor’s time
spent on preparing a proposal to respond to this solicitation will not be compensated by the
Foundation.
The Elizabeth Glaser Pediatric AIDS Foundation is an Equal Employment Opportunity
employer and does not discriminate against any employee or applicant for employment
because of age, disability, race, religion, color, national origin, or sex.
Showing posts with label Elizabeth Glaser Pediatric AIDS Foundation. Show all posts
Showing posts with label Elizabeth Glaser Pediatric AIDS Foundation. Show all posts
Thursday, March 31, 2011
Friday, March 25, 2011
Director of Finance and Operations
In order to support the attainment of the Foundation’s overall goal of the elimination of pediatric HIV and AIDS, this position effectively and efficiently oversees the implementation and management of all operational systems and functions necessary for the Foundation’s programmatic activities – namely compliance, accounting , human resources, award management, finance, information technology, procurement and logistics, administration, audit, field operations, and affiliate transition and support
In managing the overall operations of the country program and supervising the operations staff, this position coordinates all operational activities in a collaborative manner, ensures proper and responsive communication regarding all operational matters, and ensures that the Foundation’s operational standards are adhered to at all times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Compliance
Ensures that a “culture of compliance” is adopted by the country program in accordance to all Donor, Foundation, and In-Country policies and procedures (including all applicable local laws) by providing clear guidance to all staff, maintaining up-to-date knowledge of all applicable rules and regulations, and developing and monitoring systems to ensure all activities are implemented and documented in accordance with these policies.
Coordination
Establishes local workflows and approval processes and ensures that each operational staff member understands how their role is aligned to their responsibilities and has the necessary capacity and training to perform and grow in their position. This position will also ensure that appropriate staff-backups are in place within the Operations department and serve as the Acting Country Director in the absence of the Country Director and/or the Technical Director.
Collaboration
In the true spirit of collaboration and in close partnership with the Country Director, in-country Senior Management, and taking into consideration each department within the country program, this position engenders teamwork and a collegial, supportive, and integrated approach in the operations department, between the operations departments and other in-country departments, and between the in-country operations department and operational counterparts in the Washington DC office.
Communication
Acts as the primary point of contact for all operational matters in the country office and ensures both that operational information from the field is properly communicated to the Washington DC office and that operational information from the Washington DC office is properly communicated to and understood by the in-country team. This involves generating and disseminating regular monthly and semi-annual reports on the status of operational activities and plans and ensuring a smooth and responsive exchange of operational information between the country office and the DC office, implementing partners, donors, sub-awardees, and other stakeholders.
Accounting
Ensures that all uses of the Foundation’s funds are properly prepared, reviewed, approved, and documented, in line with all appropriate policies, procedures, authority levels, and local laws, and ensures that this information is properly entered into the accounting system. This position also oversees the month-end close and payroll processes, provides and analyzes accounting data and reports, ensures all funds are properly safeguarded, oversees the Foundation’s relationship with a local bank and ensures accuracy of the information in the Foundation’s bank account, and manages the overall cash needs and forecasts of the country program.
Human Resources
While overseeing the implementation of the performance management and compensation systems, this position ensures up-to-date employee contracts, personnel files, and all other applicable documentation for the HR function are in place at all times. In addition, this position oversees the recruitment process, management of leave, staff development, and training, as well as the regular review of the country’s Staff Handbook, job descriptions, and the accurate and timely submission of all HR reports. This position ensures that an accurate and up-to-date Business Continuity Plan is in place, as well as on-boarding and exiting procedures for all staff. As applicable, this position will also oversee the work visa application and renewal process.
Award Management
Manages the process of establishing agreements with partners, ensures these partners have available funding per their agreements at all times, and ensures the implementation of these agreements in line with all applicable policies, procedures, and local laws. This position oversees the operational capacity building efforts of these partners and implements systems to monitor the operational management and performance of these partners. Finally, this position ensures all documentation regarding the management of these agreements is complete and well-organized and liaises with the Washington DC office regarding all applicable agreement matters – including the close-out of these agreements.
Finance
In addition to leading the budget development process and developing systems to ensure activities are implemented in line with approved budgets, this position generates, analyzes, and reviews financial reports and data, analyzes burn rates, and develops plans to increase or decrease spending as needed
Information Technology
Ensures all appropriate IT equipment and infrastructure is in place, well-maintained, safeguarded, and properly functioning with minimal downtime, and that staff are properly trained on all IT-related systems, policies, and procedures.
Procurement and Logistics
Oversees all processes for identifying appropriate goods and services to be purchased in order to support the Foundation’s needs, manages these relationships with key vendors and landlords, and ensures all procurement activities are properly documents and all appropriate pre-approvals are obtained. Additionally, the position manages an inventory system of all Foundation property and equipment, ensures vehicles are properly maintained, processes tax exemptions as applicable, and facilitates in-kind procurements on behalf of the Foundation’s sub awardees.
Administration
Oversees the general maintenance, security, and use of the Foundation’s office premise(s), equipment, and supplies and ensures that appropriate procedures are in place for receiving visitors and external phone calls.
Audit
Takes the lead in preparing for and facilitating the auditing activities of the Foundation’s internal auditor, as well as any operational review on behalf of a donor, external auditor, or in-country governmental organization. If any material findings are found or recommendations are made as a result of these activities, this position proactively takes the lead in addressing these issues and resolving them in a timely manner.
Field Operations
Provides operational support and oversight to all satellite offices and seconded staff. Ensures satellite offices are properly staffed with operational personnel and that these personnel are properly trained and integrated with the country’s head office operations team.
REQUIRED QUALIFICATIONS
10 yrs relevant experience required.
BS/BA required, advanced degree preferred (MBA or similar relevant field).
Minimum five years of experience in administrative management and leadership experience managing complex, multi-sector programs.
Minimum four years of experience in managing overseas operations with programmatic, financial, and administrative duties. African country experience is highly desirable.
Minimum three to five years of experience in managing U.S. Government grants.
Ability to travel frequently.
Fluency in French (written and oral) is required.
KNOWLEDGE, SKILLS AND ABILITIES
Experience working in challenging environments and a competency of managing and dealing with security and safety issues.
Excellent knowledge of Logistic, IT, Human Resource, Administrative and Financial Management - including preparing and managing budgets, banking contracts, and negotiations.
Strong understanding of international development context, experience in international development sector (NGO's, direct bilateral, multilateral).
Grant management and budget oversight skills and experience.
Knowledge of principles and practices governing USAID and/or other federal grants.
Ability to establish and maintain effective working relationship with USAID/CDC/DOS and other governmental agency officials, co-workers, staff and the general public.
Ability to support and direct the implementation of organizational ideas, projects and plans.
Experience in developing and managing procurement and logistical procedures and policies.
Skills and knowledge in project monitoring and evaluation (both quantitative and qualitative methods) and reporting.
Highly organized with abilities to prioritize, multi-task and take initiative.
Ability to manage multiple priorities and projects while working as part of a team.
Possess strong accuracy, attention to detail and ability to follow-through.
Excellent analytical, oral and written communication skills.
Strong knowledge of Microsoft Office applications.
Ability to work under pressure, meet multiple deadlines, and troubleshoot and problem solve.
Energetic, independent, self motivated and administratively self sufficient.
Demonstrable skills and experience in: Strategic thinking/Analytical/Creative thinking; Management of specialists and consultants; Interpersonal relations; Planning & organizing; Team building; HR and programmatic personnel issues; Networking and collaboration; Negotiation and IT (email, internet, Word, Excel, etc.).
Ability to maintain confidentiality, exercise discretion and sound judgment.
Experience working in challenging environments and a competency of managing and dealing with security and safety issues.
In managing the overall operations of the country program and supervising the operations staff, this position coordinates all operational activities in a collaborative manner, ensures proper and responsive communication regarding all operational matters, and ensures that the Foundation’s operational standards are adhered to at all times.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Compliance
Ensures that a “culture of compliance” is adopted by the country program in accordance to all Donor, Foundation, and In-Country policies and procedures (including all applicable local laws) by providing clear guidance to all staff, maintaining up-to-date knowledge of all applicable rules and regulations, and developing and monitoring systems to ensure all activities are implemented and documented in accordance with these policies.
Coordination
Establishes local workflows and approval processes and ensures that each operational staff member understands how their role is aligned to their responsibilities and has the necessary capacity and training to perform and grow in their position. This position will also ensure that appropriate staff-backups are in place within the Operations department and serve as the Acting Country Director in the absence of the Country Director and/or the Technical Director.
Collaboration
In the true spirit of collaboration and in close partnership with the Country Director, in-country Senior Management, and taking into consideration each department within the country program, this position engenders teamwork and a collegial, supportive, and integrated approach in the operations department, between the operations departments and other in-country departments, and between the in-country operations department and operational counterparts in the Washington DC office.
Communication
Acts as the primary point of contact for all operational matters in the country office and ensures both that operational information from the field is properly communicated to the Washington DC office and that operational information from the Washington DC office is properly communicated to and understood by the in-country team. This involves generating and disseminating regular monthly and semi-annual reports on the status of operational activities and plans and ensuring a smooth and responsive exchange of operational information between the country office and the DC office, implementing partners, donors, sub-awardees, and other stakeholders.
Accounting
Ensures that all uses of the Foundation’s funds are properly prepared, reviewed, approved, and documented, in line with all appropriate policies, procedures, authority levels, and local laws, and ensures that this information is properly entered into the accounting system. This position also oversees the month-end close and payroll processes, provides and analyzes accounting data and reports, ensures all funds are properly safeguarded, oversees the Foundation’s relationship with a local bank and ensures accuracy of the information in the Foundation’s bank account, and manages the overall cash needs and forecasts of the country program.
Human Resources
While overseeing the implementation of the performance management and compensation systems, this position ensures up-to-date employee contracts, personnel files, and all other applicable documentation for the HR function are in place at all times. In addition, this position oversees the recruitment process, management of leave, staff development, and training, as well as the regular review of the country’s Staff Handbook, job descriptions, and the accurate and timely submission of all HR reports. This position ensures that an accurate and up-to-date Business Continuity Plan is in place, as well as on-boarding and exiting procedures for all staff. As applicable, this position will also oversee the work visa application and renewal process.
Award Management
Manages the process of establishing agreements with partners, ensures these partners have available funding per their agreements at all times, and ensures the implementation of these agreements in line with all applicable policies, procedures, and local laws. This position oversees the operational capacity building efforts of these partners and implements systems to monitor the operational management and performance of these partners. Finally, this position ensures all documentation regarding the management of these agreements is complete and well-organized and liaises with the Washington DC office regarding all applicable agreement matters – including the close-out of these agreements.
Finance
In addition to leading the budget development process and developing systems to ensure activities are implemented in line with approved budgets, this position generates, analyzes, and reviews financial reports and data, analyzes burn rates, and develops plans to increase or decrease spending as needed
Information Technology
Ensures all appropriate IT equipment and infrastructure is in place, well-maintained, safeguarded, and properly functioning with minimal downtime, and that staff are properly trained on all IT-related systems, policies, and procedures.
Procurement and Logistics
Oversees all processes for identifying appropriate goods and services to be purchased in order to support the Foundation’s needs, manages these relationships with key vendors and landlords, and ensures all procurement activities are properly documents and all appropriate pre-approvals are obtained. Additionally, the position manages an inventory system of all Foundation property and equipment, ensures vehicles are properly maintained, processes tax exemptions as applicable, and facilitates in-kind procurements on behalf of the Foundation’s sub awardees.
Administration
Oversees the general maintenance, security, and use of the Foundation’s office premise(s), equipment, and supplies and ensures that appropriate procedures are in place for receiving visitors and external phone calls.
Audit
Takes the lead in preparing for and facilitating the auditing activities of the Foundation’s internal auditor, as well as any operational review on behalf of a donor, external auditor, or in-country governmental organization. If any material findings are found or recommendations are made as a result of these activities, this position proactively takes the lead in addressing these issues and resolving them in a timely manner.
Field Operations
Provides operational support and oversight to all satellite offices and seconded staff. Ensures satellite offices are properly staffed with operational personnel and that these personnel are properly trained and integrated with the country’s head office operations team.
REQUIRED QUALIFICATIONS
10 yrs relevant experience required.
BS/BA required, advanced degree preferred (MBA or similar relevant field).
Minimum five years of experience in administrative management and leadership experience managing complex, multi-sector programs.
Minimum four years of experience in managing overseas operations with programmatic, financial, and administrative duties. African country experience is highly desirable.
Minimum three to five years of experience in managing U.S. Government grants.
Ability to travel frequently.
Fluency in French (written and oral) is required.
KNOWLEDGE, SKILLS AND ABILITIES
Experience working in challenging environments and a competency of managing and dealing with security and safety issues.
Excellent knowledge of Logistic, IT, Human Resource, Administrative and Financial Management - including preparing and managing budgets, banking contracts, and negotiations.
Strong understanding of international development context, experience in international development sector (NGO's, direct bilateral, multilateral).
Grant management and budget oversight skills and experience.
Knowledge of principles and practices governing USAID and/or other federal grants.
Ability to establish and maintain effective working relationship with USAID/CDC/DOS and other governmental agency officials, co-workers, staff and the general public.
Ability to support and direct the implementation of organizational ideas, projects and plans.
Experience in developing and managing procurement and logistical procedures and policies.
Skills and knowledge in project monitoring and evaluation (both quantitative and qualitative methods) and reporting.
Highly organized with abilities to prioritize, multi-task and take initiative.
Ability to manage multiple priorities and projects while working as part of a team.
Possess strong accuracy, attention to detail and ability to follow-through.
Excellent analytical, oral and written communication skills.
Strong knowledge of Microsoft Office applications.
Ability to work under pressure, meet multiple deadlines, and troubleshoot and problem solve.
Energetic, independent, self motivated and administratively self sufficient.
Demonstrable skills and experience in: Strategic thinking/Analytical/Creative thinking; Management of specialists and consultants; Interpersonal relations; Planning & organizing; Team building; HR and programmatic personnel issues; Networking and collaboration; Negotiation and IT (email, internet, Word, Excel, etc.).
Ability to maintain confidentiality, exercise discretion and sound judgment.
Experience working in challenging environments and a competency of managing and dealing with security and safety issues.
How to apply
Please apply online at http://www.pedaids.org/