Administrative Management Specialist (Deputy Executive Officer)
SOLICITATION NUMBER: 72066018R10009
ISSUANCE DATE: August 20, 2018
CLOSING DATE/TIME: September 7, 2018
SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCN PSC)
Dear Prospective Offerors:
The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.
Offers must be in accordance with Attachment 1, Sections I through V of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.
This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers.
Any questions must be directed in writing to the Point of Contact specified in the attached information.
Sincerely,
Priscilla Sampil
Supervisory Executive Officer
I. GENERAL INFORMATION
1. SOLICITATION NO.: 72066018R10009
2. ISSUANCE DATE: August 20, 2018
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:September 7, 2018
4. POSITION TITLE: Administrative Management Specialist (Deputy Executive Officer)
5. MARKET VALUE: Equivalent to FSN-12 in accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Democratic Republic of the Congo. Final compensation will be negotiated within the listed market value.
6. PERIOD OF PERFORMANCE: The period of performance is five years. The services provided under this contract are expected to be of continuing nature executed by USAID through a series of sequential contracts, subject to availability of funds, satisfactory job performance and need for continued services.
7. PLACE OF PERFORMANCE: Kinshasa, Democratic Republic of the Congo (DRC)
8. SECURITY LEVEL REQUIRED: Regional Security Office Clearance
9. STATEMENT OF DUTIES
A. Basic Function of Position
The Management Specialist functions as one of two Deputy Executive Officers in the Executive Office of USAID/DRC, reporting directly to the USDH Supervisory Executive Officer (S/EXO). The incumbent assists in overseeing delivery of effective personnel, administrative, logistical, and other support services for the Mission.
In this capacity, the Management Specialist helps to organize Executive Office work priorities and serves as an alter ego to the S/EXO as requested. The Management Specialist reviews and pre-approves designated actions for EXO attention, and assigns and follows up on designated management operation tasks to ensure they are carried out properly and within appropriate time limits and customer service guidelines.
The Management Specialist directly supervises the following functions in the Executive Office as assigned by the S/EXO on a daily basis: General Services (this includes liaising with State/ICASS on Housing, Property Management, Maintenance, Warehousing, Shipping, and Motor Pool services); Communications and Records; and Travel (including all local and international travel such as entitlement, Permanent Change of Station travel, training, etc). The incumbent indirectly supervises Human Resources, Procurement, Training, and Information Technology, but may be assigned supervisory duties for these sections as designated by the S/EXO. The Management Specialist coordinates with the RSO and Implementing Partners on Safety and Security matters when designated. The Management Specialist acts as the Mission Executive Officer when designated in the absence or preoccupation of the USDH D/EXO or S/EXO, and during those times, has overall responsibility for the functions normally carried out by the S/EXO. The Management Specialist can also backstop the Partner Security Liaison Officer (PSLO). The Management Specialist regularly attends and participates in key meetings with U.S. officials at USAID and the U.S. Embassy/Kinshasa, as designated.
The Management Specialist exercises good judgment, often under stress and with limited time and resources, making decisions and providing advice on USAID management policies, contracting practices, and when providing personal counseling and/or advice to employees. The Management Specialist uses sound judgment in making decisions, in the formulation of expert opinions, and in providing advice to senior Mission management in collaboration with, or the absence of, the USDH D/EXO and/or S/EXO.
The Management Specialist maintains contacts at all levels within USAID and the Embassy, as well as with USAID/Washington and host country government officials.
B. Major Duties and Responsibilities
As senior advisor and assistant to the S/EXO, the Management Specialist participates in planning, directing, andadministering the Executive Office for USAID/DROC. S/he assists the S/EXO and D/EXO with the high volume of work in the Executive Office Sections, coordinates between Sections, and with other Mission Offices. The Management Specialist monitors overall performance of the Executive Office, and is charged with ensuring that Mission procedures comply with USAID regulations and United States Government (USG) statutory requirements. The Management Specialist is responsible for management of personnel directly supervised, including completing performance appraisals and making recommendations for personnel actions.
As required, s/he provides guidance and advice to EXO Sections and participates in the decision-making process in Office and Mission administrative management issues. As the alter ego to the S/EXO (or designee), the Management Specialist leads the Executive Office in the absence of the EXOs, including during travel, conferences, and training, etc. The Management Specialist manages and ensures continued effective and smooth operation of the Executive Office in all areas, except signatory authority involving the commitment of USG funds. The Management Specialist can also backstop the Partner Leadership Security Officer (PLSO).
Daily work responsibilities include:
1. General Services: The Management Specialist oversees the following GSO services: Ensuring efficient delivery of services by State/ICASS with respect to Motor Pool Operations (including the Mission Director's Chauffeur(s)), Vehicle Maintenance and Records; Customs and Shipping; Maintenance and Repairs of the standalone USAID Building; Property Management; Liaising with the USAID Building Landlord and Maintenance Contractors; and Management of the Custodial Staff at the USAID Building. Other significant duties include Occupational Safety and Space Management. The Management Specialist works with relevant Embassy personnel and GSO staff as needed to ensure that all systems for tracking mileage, fuel, and repair costs in the area of Motor pool Operations, Vehicle Maintenance, and Records are current, and that all required reports are completed and submitted in a timely
manner.(S)he approves and signs requests for customs clearance of official shipments eligible for importation under USAID and host-government regulations; Coordinates with the Facilities Maintenance Supervisor to resolve complaints about substandard Janitorial Services under State/ICASS when needed; Ensures compliance with Occupational Safety and Health Standards; Oversees requests for additional or reconfigured office space, as needs dictate, providing various options to best meet requirements within available space; and reviews plans for office moves with the EXO and concerned clients to ensure manpower and materials are available at the time moves are scheduled.
2. Procurement: The Management Specialist ensures appropriate management controls are in place and utilized in all areas of procurement activities; approves requests for advance of funds through local petty cash as needed. The Management Specialist liaises and consults regularly with a wide variety of USAID/Washington offices, private-sector vendors, and contractors. (S)he participates in the development of the annual procurement plan, in concert with the S/EXO, for submission to Mission management and inclusion in the annual Budget Request.
3. Property Management: The incumbent oversees the property management function for non-expendable and expendable property, including office equipment and furniture inventories, as well as the residence for the Mission Director. (S)he ensures that all official property procured by the Mission, non-expendable and expendable, is properly received and that required receiving reports are accurately completed; that all required actions are completed for the proper establishment and maintenance of inventory records; where applicable, supervises all disposal sales, from item selection, completion of disposal authorizations, conduct of the actual sale, and adjustment of property records to comply with Agency regulations; assists State/ICASS in conducting periodic inspections of facilities (USAID Building, Mission Director's residence) to ensure proper procedures for security, fire prevention, safety, and cleanliness are in place and in compliance with Agency regulations; and, conducts spot checks on various records throughout the year to determine their validity and to ensure that all items are accounted for and that actual accounts match records. The incumbent also ensures that the Mission’s safety and security equipment, IT equipment, and mobile devices are managed according to USG regulations.
4. Maintenance: The incumbent monitors USAID-assigned residential and office building maintenance, including the status of make readies, routine and preventive maintenance, and maintenance of sufficient supplies, equipment, and records.
5. Budgeting: The Management Specialist assists with the following budget-related functions: Developing OE support budgets and monitors obligations of OE and OE Supplemental funds, in coordination with the S/EXO and FMO; Advises the Program Office on the Program Support Objective budget; Participates in ICASS negotiations with the
U.S. Embassy, when designated; Reviews ICASS invoices to assure proper allocation of work load counts; Establishes good working relationships and maintains open communication with U.S. Embassy Management Sections, including applicable General Services, FMO, and Security staff, to ensure receipt of services procured under ICASS, and to resolve any outstanding issues. The Specialist is responsible for assisting the S/EXO and the Mission in critically evaluating ICASS services.
6. Policy Planning and Policy Communication: The Management Specialist is responsible for the following: Conducts management analyses and studies as required to recommend or evaluate improvements in management operations; Assists in the planning and direction of a continuing nature to evaluate Mission organization, staffing, and services, in order to ensure maximum utilization of material and human resources; Analyzes requirements and makes administrative and technical recommendations to Mission management as requested; Develops and implements appropriate internal Mission management systems and policies; Drafts or clears Mission Orders, Management Notices, and correspondence from EXO on management policies, as needed or required; Serves on the Management Control Review Committee (MCRC) and the Federal Managers Financial Integrity Act committee (FMFIA), to ensure implementation of regulations.
7. Support to Institutional Contractors: The incumbent provides: Administrative support, guidance, and clarification to Institutional Contractors (IC) in such areas as acquiring visas, business permits, expatriate quotas, resident permits for expatriates, registration with the host government, VAT exemptions and other related tax issues, registration of official program vehicles, aviation/airport issues, motor vehicle licenses; program vehicle insurance, and Mission and host-government policies guiding these and other issues. The Management Specialist develops close working contacts with Government officials, especially with the officials handling issues affecting IC operations in Kinshasa. The incumbent communicates with ICs on safety and security matters as requested.
C. Supervisory Relationship:The Management Specialist works with a high degree of independence. Assignments are made orally and in writing. The S/EXO, in consultation with the incumbent, sets priorities and deadlines in terms of policy, priority, results to be achieved, and basic approaches. The Management Specialist reviews completed written work, and provide clearance on external correspondence, as directed. The S/EXO provides guidance on major decisions regarding Executive Office and Mission activities, taking into account the incumbent's recommendations.
D. Supervisory Controls:Direct supervision of 5 EXO staff including 2 section heads. Indirect supervision of approximately 10 other EXO staff. Can step in to supervise all sections within the Executive Office as requested or serve as the Alter Ego of one of the two USDH EXOs when needed. Provides counsel, advice or instructions to staff members as well as daily supervision. Provides guidance and indirect supervision to outside contractors on special administrative projects as requested for travel, construction, maintenance, security, and other administrative matters.
10. AREA OF CONSIDERATION: All interested CCN candidates. Cooperating Country National (CCN) is defined as an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
11. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
12. POINT OF CONTACT: usaidhrkinshasa@usaid.gov
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
The education and experience factors below determine basic eligibility for the position. Applicants who do not meet all of education and experience factors are considered NOT qualified for the position.
A. Education: Possession of a Baccalaureate Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) in business administration, financial management, or a field related to administrative management is required.
B. Prior Work Experience: Minimum of seven years of progressively responsible professional administrative experience, developing and implementing management procedures, contracting, procurement, involving human resources or any combination thereof is required.
III. EVALUATION AND SELECTION FACTORS
The evaluation and selection criteria of the selected candidate will be based on a review of his/her qualifications, work experience, knowledge, skills and abilities, and level of language required. The applicants who obtain the highest score based on the criteria defined will be interviewed and may also be required to pass a written test (depending on the TEC Chairperson’s decision). The security clearance and medical clearance is required for the top ranking candidate, after conducting and receiving the positive reference checks.
Quality Ranking Factors (QRFs):
Job Knowledge (30 points)
Demonstrated in-depth knowledge, or the ability to quickly gain such knowledge, of a highly technical body of government laws, regulations, instructions, procedures, policies, and practices relevant to administrative management, human resources management, budget and fiscal administration, travel, building management, property management, procurement and contracting, C&R, and other administrative procedures, regulations, and requirements sufficient to provide administrative and technical (when required) supervision of Executive Office personnel.
Technical Skills and Abilities (25 points)
Demonstrated analytic skills with theproven ability to forecast needs for resources, to plan and assess issues/problems and develop realistic solutions;Ability proactively manage tasks and work accurately and efficiently with minimal supervision is essential.
Supervisory Ability (25 points)
Excellent supervisoryand interpersonal skills as well as good leadership and managerial skills, and a personality that inspires confidence in employees and permits the maintenance of effective working relationships between employees and supervisors.Demonstrated ability to train subordinate personnel, and to tactfully and efficiently work with a diverse team so that the Executive Office provides the best administrative support and customer services possible to the Mission; Ability to create and maintain a good working climate, in order to ensure maximum productivity in a service-oriented manner
Communications Skills including language proficiency (20 points)
Fluent English and French Language ability (at the IV level) is required.Must have the ability to negotiate orally and in writing withservice providers and customers including Embassy and ICASS administrative personnel, and host-country government and business officials on USAID operations and resources. Proven ability to exercise tact and diplomacy.
Rating System
1. Job Knowledge 30 points
2. Technical Skills and Abilities 25 points
3. Supervisory Ability 25 points
4. Communications Skills and Language proficiency 20 points
Total Possible Points: 100 points
The candidate with the highest score will be selected based on the above criteria.
IV. PRESENTING AN OFFER
- Eligible Offerors are required to complete and submit the offer form- DS-174 Application for U.S. Federal Employment. The DS-174 Application form can be found in the US embassy website https://cd.usembassy.gov/embassy/jobs/job-opportunities/
- A cover letter and a CV written in English.
- A supplemental document of up to two pages that demonstrates how prior experience and/or training directly address directly the QRFs should be attached.
- Offers must be received by September 7, 2018 at 17:00 (Kinshasa Time) via email to usaidhrkinshasa@usaid.gov.
- To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation Number in the offer submission.
V. LIST OF REQUIRED FORMS FOR PSC HIRES
Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the following forms:
- Medical History and Examination Form (Department of State Forms)
- Questionnaire for Non-Sensitive Positions (SF-85)
- Finger Print Card (FD-258)
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: Child Allowance, Spouse allowance, 13th and 14th Month Bonuses, Transportation Allowance, Meal Allowance, Housing Allowance, and Miscellaneous Allowance, Medical Coverage, Annual Leave and Sick Leave.
VII. TAXES
The employees are responsible for calculating and paying local income taxes. The USAID/DRC does not withhold or make local income tax payments.
VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN/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. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms
3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at https://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
END OF SOLICITATION
EQUAL EMPLOYMENT OPPORTUNITY: The USAID Mission in DRC provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. USAID/DRC also strives to achieve equal employment opportunity in all personnel operations.
The EEO complaint procedure is available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.
