DeputyExecutiveOfficerPosition..pdf

SOLICITATION NUMBER 668-12-001-EXO

ISSUING DATE June 29, 2012 CLOSING DATE July 12, 2012 POSITION TITLE Deputy Executive Officer

NUMBER OF

POSITION(S)

One

MARKETING VALUE GS-14 ($84,697 – $110,104)

In addition, this post has 30% Post Differential and 20% Danger Pay

ORGANIZATIONAL

LOCATION OF POSITION

Juba, South Sudan

DIRECT SUPERVISOR Juba, South Sudan Supervisory Executive Officer (EXO) or the Deputy Mission Director in the absence or preoccupation of the Sup. EXO.

SUPERVISORY CONTROL The incumbent will supervise the Foreign Service Nationals staff in HR/Travel and Communications and Records. In addition the incumbent will also indirectly supervise a few of GSO employees.

PERIOD OF

PERFORMANCE

One year with an option for renewal.

SECURITY ACCESS SECRET Level for U.S Citizens and Employment Authorization for Third Country Nationals.

AREA OF

CONSIDERATION

U.S. Citizens and Third Country Nationals.

A. BACKGROUND

The Deputy Executive Officer serves as Deputy to the Supervisory Executive Officer, USAID/Southern Sudan, reporting directly to the Supervisory Executive Officer (EXO), or the Deputy Mission Director in the absence or preoccupation of the EXO. In addition to backstopping the EXO, the Deputy Executive Officer (D/EXO) is directly responsible for managing and training Mission Foreign Service National (FSN host-country national) personnel to take over all aspects of Human Resources management, including USDH, FSN, TCNPSC, and USPSC personnel management; Communications and Records (C&R), including non-classified records management for USAID, and pouch, customs clearance, and expediting services for the Post; travel management; and, shipping. As D/EXO, the incumbent is also responsible for the International Cooperative Administrative Service System (ICASS) management in respect to workload counts, customer service surveys, interagency relations and management, staff training related to the administration of ICASS. For the majority of these services, USAID is the ICASS Alternate Service Provider, providing administrative services to all or most other USG agencies with staff in Juba. As such, the incumbent is an important member of the Mission and Post management team. The D/EXO’s work, management skills, and inter-personal relationships will greatly affect Executive Office performance in Juba, Southern Sudan, and its support to USAID/Southern Sudan development objectives. The D/EXO is expected to initiate, plan, manage, and complete a full array of assignments and reports.

B. MAJOR DUTIES AND RESPONSIBILITIES:

1. Deputy Executive Officer (D/EXO) responsibilities:

The D/EXO participates in planning, directing, and administering management programs within the Mission. The work is accomplished by developing, interpreting, and assuring the implementation of administrative policies, regulations, and procedures in assigned areas of the Executive Office, and assuring compliance with GoSS statutory and/or regulatory requirements affecting management services to the Mission and the USG and its employees. The D/EXO establishes effective working relationships with GoSS counterparts, the local business community, and with other USG organizations, PVOs/NGOs, other institutions, and USAID Implementing Partners operating in Southern Sudan.

In the absence or preoccupation of the S/EXO, the USDH D/EXO participates in developing Mission management policies on program planning, development, implementation, and monitoring and evaluation. Reviews Mission programs/projects for management support requirements, and, with, Office Chiefs and COTRs/AOTRs, develops human resources and logistical support requirements, within budgetary limitations.

The D/EXO develops appropriate internal Mission management systems and policies, including Mission Orders and other implementing plans and agreements, and plans and directs continuous evaluation of the organization, staffing, and services of the Mission in order to ensure maximum utilization of material and human resources.

The D/EXO participates in ongoing analyses of Mission management requirements, and in the development of administrative and technical support budgets.

2. Human Resources (HR) Manager Responsibilities:

In addition to the general D/EXO responsibilities outlined above, the D/EXO plans and implements personnel management programs for USDH, USPSC, TCN, and FSN employees;

and, advise on human resources development, employee relations, and employee benefits. The D/EXO participates with US Embassy and other US agencies in joint personnel policies and operations. Responsible for ensuring that Mission Orders are developed by the appropriate offices with regards to policies and procedures governing their area/s.

The D/EXO is specifically responsible for management of the Mission employment program for USDH, USPSC, TCNPSC, and FSNPSCs, both long and short-term, local-hire and off-shore, and both OE-funded and project-funded, in a manner that will include knowledge transfer to the local FSN staff. The D/EXO is responsible for preparation of NSDD-38 approvals for all USDH/TCN/USPSC positions. The D/EXO is responsible for managing the recruitment process for new and newly vacated positions, including obtaining needed Mission and USAID/Washington clearances, verifying positions to be recruited, obtaining Scopes of Work and/or Position Descriptions and other required documents to initiate the employment process, and drafting solicitations and position announcements. The D/EXO and the subordinate HR staff fully participate in and coordinate the selection process, and oversee the interviewing, testing, and selection of applicants. In consultation with the S/EXO, the D/EXO conducts negotiations and prepares or oversees the preparation of contracts and contract modifications for USPSC, TCNPSC, and FSNPSC employees, as required, and provides oversight to assure required clearances, contracts, contract modifications, and personnel actions, including promotions, reassignments, and terminations, are in place. The incumbent is responsible for managing the Mission’s training plan for all the employees.

The D/EXO is relied upon to interpret human resources and personal services contracting regulations, and to assure employees are informed of all matters affecting employment and employee placement, PSC contracting, performance evaluation, leave and retirement policies, health benefits, and insurance allowances. The D/EXO oversees the preparation of various Mission and USAID HR reports, as required or requested, and oversees the upkeep and maintenance of all HR records. The D/EXO prepares or oversees the preparation of correspondence, memoranda, and reports concerning recruitment, selection, and contracting.

3. Travel Responsibilities:

The D/EXO is responsible for overseeing the entire travel management functions for USAID/Juba. The D/EXO oversees the Travel Unit, especially the coordination of arrivals and departures of off-shore Mission staff, assures proper check-in and check-out processing and clearances, travel to/from post, and the provision of local temporary housing accommodations for USAID/Southern Sudan personnel assigned to post, and for short-term off-shore PSCs. S/he needs to be thoroughly familiar with U.S.

Government regulations on travel and transportation. S/he develops processes and procedures to deal with Mission travel needs in the most effective and efficient way.

Interprets Federal Travel Regulations, Mission travel policies and other travel regulations; makes sure employees are well informed on all matters related to the post-funded travel; provides guidance to the traveler and mission management on travel rules and regulations.

4. Training Responsibilities:

The D/EXO is responsible for knowledge transfer to FSN host-country national staff in all assigned EXO functions, and performance will be based on the ability of the host-country FSN staff to take over these functions in a mutually determined period of time. This is a crucial aspect of the position.

C. EVALUATION CRITERIA/SELECTION CRITERIA:

SELECTION FACTORS

Applicants who do not meet all of the selection factors are considered NOT qualified for the position.)

•Complete and hand-signed federal form OF-612 submitted;

•Ability to obtain a Medical and Security clearances

Education: (10 points)

A Master’s degree in Personnel Management, Public Administration, Business Administration or related field required.

Experience: (35 Points)

The incumbent is expected to have at least 10 years of progressively responsible experience in Administrative Management out of which at least 6-8 years should have been in a Senior position in the Human Resource Management area supervising staff.

S/he is expected to have at least 5 years of overseas experience with a U.S.

Government agency working in countries in conflict or post conflict situations wherein establishing human resource systems and training local nationals have been the primary duties and responsibilities.

Knowledge, Skills and Abilities: (45 points)

Work requires mastery of management principles, concepts, practices, methods, and techniques of business management and human resources management sufficient to apply new developments and theories to major problems that may not be susceptible to treatment by previously accepted methods. Knowledge of HR practices related to determining workload projections and current and future competency gaps to align human capital with organizational goals. A solid knowledge of business and human resources practices (with focus on achieving results in an overseas and post-conflict environment) based upon experience is desirable.

Expert knowledge of USG, international, and host-government laws and regulations, documentation, and reporting requirements sufficient to make decisions or recommendations significantly impacting on important aspects of conducting U.S.

Government activities and programs in Southern Sudan. Thorough Knowledge of Microsoft Office applications, WEBPASS, Employee Information Management System is required.

Makes sound, well-informed, and objective decisions; perceives the impact and implications of decisions; commits to action, even in uncertain situations, to accomplish organizational goals.

Ability to work with clients and customers, including the general public, individuals who work in the agency, other agencies, or organizations outside the U.S. Government to assess their needs, provide information or assistance when required. Ability to resolve problems, determines accuracy and relevance of information; use sound judgment to generate and evaluate alternatives, and to make recommendations.

Excellent inter-personal skills showing understanding, friendliness, courtesy, tact, empathy, concern, and politeness to others; develops and maintains effective relationships with others; may include effectively dealing with individuals who are difficult, hostile, or distressed; relates well to people from varied backgrounds and different situations; is sensitive to cultural diversity, race, gender, disabilities, and other individual differences.

Language: (10 points) Excellent Proficiency in spoken and written English is required.

Total Possible Points: 100

D. Term of Performance

The term of the contract will be for 12 months. Within one month after written notice from the Contracting Officer that all clearances have been received or, unless another date is specified by the Contracting Officer in writing, the incumbent shall proceed to Washington, DC to take the mandatory pre-deployment training courses prior to deployment to Juba, Southern Sudan to perform the above services which may be extended upon mutual agreement and subject to satisfactory performance and availability of funds. This position has been classified at a U.S. Government GS 14. The actual salary of the successful candidate will be negotiated depending on qualifications and previous salary history.

In addition, the Mission has a 30% Post Differential allowance and 20% Danger Pay. FICA and federal income tax will be withheld by USAID. During this one year period the incumbent will be entitled to two Rest and Recuperation trips (R&R). You will have to use your Annual Leave or Compensatory time for R&R.

The R&R destination for Juba, Southern Sudan is London. For U.S. citizens one location in the United States may be designated.

E. Medical and Security Clearance

Secret Level security clearance, and a Department of State Medical Clearance required.

F. Benefits:

As a matter of policy, and as appropriate, a PSC is normally authorized the benefits and allowances listed in this section. [NOTE: A contractor meeting the definition of a U.S. Resident Hire PSC, shall be subject to U.S. Federal

Income Tax, but shall not be eligible for any fringe benefits (except contributions for FICA, health insurance, and life insurance), including differentials and allowances.]

A. BENEFITS:

○ FICA Contribution

○ Contribution toward Health & life insurance

○ Pay Comparability Adjustment

○ Eligibility for Worker's Compensation

○ Annual & Sick Leave

○ Access to Embassy medical facilities, commissary and pouch mail service as per post policy B. ALLOWANCES (If Applicable):

(1) Temporary Lodging Allowance (Section 120)

(2) Living Quarters Allowance (Section 130)

(3) Post Allowance (Section 220)

(4) Supplemental Post Allowance (Section 230)

(5) Post Differential (Chapter 500)

(6) Payments during Evacuation/Authorized Departure (Section 600) and

(7) Danger Pay (Section 650)

(8) Education Allowance (Section 270)

(9) Separate Maintenance Allowance (Section 260) (10)Education Travel (Section 280)

* Standardized Regulations (Government Civilians Foreign Areas).

C. FEDERAL TAXES: USPSCs are not exempt from payment of Federal Income taxes under the foreign earned income exclusion.

I. CONTRACT INFORMATION BULLETINS (CIBs/AAPDs) PERTAINING TO PSCs

AAPD 10-01 Changes in USG reimbursement amounts for Health Insurance and Physical Examination Costs

AAPD 06-11 Home Leave and Revised General Provision 5, Leave and Holidays

AAPD 06-10 PSC Medical expense payment responsibility AAPD 06-07 AIDAR, Appendix D: Contract budget, salary determination and salary increase AAPD 06-01 Medical evacuation insurance CIB 01-10 Revision of medical clearance process – PSC with U.S.

Citizens CIB 01-07 Clarification of the extension/renewal policy regarding

PSCs

CIB 01-05

CIB 00-08 Revision of Competitive Process – PSCs with U.S. Citizens CIB 00-03 FICA & Medicare Tax Rates for Personal Services Contracts CIB 99-22 PSC Policy CIB 98-23 Guidance regarding Classified Contract Security and

Contractor Personnel Security Requirements CIB 98-16 Annual Salary Increase for USPSCs CIB 98-14 Change in Required Application Form for USPSCs CIB 98-11 Determining a Market Value for Personal Services

Contractors Hired under Appendix D.

CIB 97-17 PSC’s with U.S. Citizens or U.S. resident aliens

CIB 97-16 Class Justification for use of Other Than Full and Open Competition for Personal Services Contracts with U.S.

Citizens Contracted with Locally, with CCNs and TCNs Subject to the Local Compensation Plan, and for Overseas Contracts of $250,000 or less

CIB 96-23 Unauthorized Provision in Personal Services Contracts CIB 94-09 Sunday Pay for U.S. Personal Services Contractors CIB 93-17 Financial Disclosure requirements under a Personal Services

Contract CIB 89-29 Use of Government Bill of Lading for Transportation of

Personal Service Contractor (PSC) Household Effects, Unaccompanied Baggage and Privately Owned Vehicles

Various Contract Information Bulletins (CIBs) and Acquisition and Assistance Policy Directives (AAPDs) pertain to Personal Services Contracts can be found at:

http://www.usaid.gov/business/business_opportunities/cib/

Additionally, AIDAR Appendixes D or J also applicable to PSCs can be found at: http://www.usaid.gov/policy/ads/300/aidar.pdf

J. APPLYING

All applications should be submitted electronically to e-mail address

Jubahrexo01@usaid.gov Attention: Suzan Lasu Human Resources Specialist USAID/Juba, Southern Sudan

To ensure that your application is received for the intended position, please reference the solicitation number in the subject line of your e-mail or your application may not be considered.

Applicants may submit an application against this solicitation at any time but prior to July 12, 2012- 16:30 local (Juba, Southern Sudan) time unless revised. The highest ranking applications may be selected for an interview. Please note that only short listed candidates will be notified.

K. REQUIRED FORM AND DOCUMENTS FOR INITIAL CONSIDERATION:

Interested applicants must submit the following documents or their applications may not be considered for this position:

1. Qualified individuals are required to submit a U.S government OF-612 form which is available at the following websites:

http://www.usaid.gov/forms/OF612.pdf http://southsudan.usembassy.gov/job_vacancies.html

2. His/her most current curriculum vitae (CV) or resume;

3. Three (3) to five (5) references, who are not family members or relatives, with working telephone and email contacts;

The applicant's references must be able to provide substantive information about his/her past performance and abilities. USAID/Juba, Southern Sudan will only contact references for the finalist, and will only do so with the permission of the applicant.

4. A written statement that addresses the Evaluation/Selection Criteria in this solicitation.

The CV/resume must contain sufficient relevant information to evaluate the application in accordance with the stated evaluation criteria. Broad general statements that are vague or lacking specificity will not be considered as effectively addressing particular selection criteria.

Note: No telephone calls will be entertained.

Place of Performance USAID/Juba, Southern Sudan