72049224R00004 USPSC Senior Administrative Management Advisor GS 15.pdf

SOLICITATION NUMBER : 72049224R00004

ISSUANCE DATE : April 2, 2024 CLOSING DATE/TIME : May 3, 2024 (11:59 PM Port Moresby Time)

SUBJECT: Solicitation for U.S. Personal Services Contractor (USPSC) – Senior Administrative Management Advisor

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified person to provide personal services under contract as described in this solicitation.

Offers must be in accordance with Attachment 1 of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.

USAID will evaluate all offerors based on the stated evaluation criteria. USAID encourages all individuals, including those from disadvantaged and under-represented groups, to respond to the solicitation.

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 offer.

Any questions must be directed in writing to the Point of Contact specified in Attachment 1.

Sincerely, Lorraine Sherman Supervisory Executive Officer/Contracting Officer USAID Philippines

72049224R00004

ATTACHMENT 1:

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72049224R00004

2. ISSUANCE DATE: April 2, 2024

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: May 3, 2024, at 11:59 PM Port Moresby

Time

4. POINT OF CONTACT: Executive Office/Human Resources Division, USAID/Philippines e-mail at aidmnlhr@usaid.gov

5. POSITION TITLE: Senior Administrative Management Advisor, GS 15

6. MARKET VALUE OF POSITION (Base Pay): $123,041 - $159,950 per annum equivalent to GS-15

Final compensation will be negotiated only within the listed market value and will depend on experience, qualifications, and salary history.

7. PLACE OF PERFORMANCE: Port Moresby, Papua New Guinea

Overseas USPSCs may be authorized to telework or remote work only from location within the country of performance, in accordance with Mission policy. Telework or remote work from outside the country of performance may only be authorized in certain situations in accordance with the terms and conditions of the contract.

8. PERIOD OF PERFORMANCE: The base period will be two (2) years, estimated to start in August

2024. Based on Agency need, availability of funds and satisfactory performance, the Contracting Officer may exercise additional option periods for three (3) years for the dates estimated as follows:

Base Period o/a August 2024 – August 2026 Option Period 1 o/a August 2026 – August 2027 Option Period 2 o/a August 2027 – August 2028 Option Period 3 o/a August 2028 – August 2029

9. ELIGIBLE OFFERORS: U.S. Citizens (including Lawful Permanent Residents) or Third Country

Nationals. Hiring Preference: In order of preference, U.S. Citizens (including Lawful Permanent Residents) offers will be evaluated first and only when it is determined that there are no qualified U.S. Citizens (including Lawful Permanent Residents), offers from Third Country Nationals (TCN) will be considered. (References 309.3.1.10 and 309.3.1.4.)

10. SECURITY LEVEL REQUIRED: Facility Access mailto:aidmnlhr@usaid.gov

11. WORK HOURS: 40 hours/week

12. STATEMENT OF DUTIES:

A. BASIC FUNCTIONS OF THE POSITION:

The Office of the USAID Representative for Papua New Guinea (PNG), Solomon Islands, and Vanuatu manages development programming that spans environment, energy, health, economic growth, disaster response, conflict prevention, and governance. As the United States considers the Pacific Island nations to be important partners in fostering a free and open Indo-Pacific, USAID is significantly expanding its presence in the region via program funding and personnel.

The Senior Administrative Management Advisor provides administrative and logistical support services to USAID/PNG, Solomon Islands and Vanuatu (Country Office). The incumbent is an important member of the Country Office’s management team and reports directly to the Country Representative. While duties are performed under the general guidance of the Country Representative, the incumbent operates with a high level of autonomy.

The incumbent is responsible for ensuring all management and administrative functions for USAID/PNG, Solomon Islands and Vanuatu are seamless and successful. These duties include but are not limited to United States Direct Hire (USDH), Cooperating Country National Personal Services Contract (CCNPSC), Third Country National Personal Services Contract (TCNPSC), and United States Personal Services Contract (USPSC) personnel management, property management (personal and real property), the International Cooperative Administrative Support Service (ICASS), Communications (non-classified), records management, procurement, travel management, office systems and procedures, computer systems, financial management, and USAID implementer (Institutional Support Contractor) support.

B. DUTIES AND RESPONSIBILITIES:

The Senior Administrative Management Advisor will perform 100% of the following duties and responsibilities across a range of areas:

● Serves as the principal advisor to the USAID Representative r and country office staff with full responsibility for providing leadership, advice, and staff support in all aspects of administrative management functions: human resources, information technology, simplified procurement, travel and records management. S/he coordinates with the Embassy for services under the consolidated management platform (e.g., housing, facilities maintenance, shipping and customs, transportation, etc).

● Actively participates in program strategic planning with a focus on the personnel and material resource aspects of achieving the Country Office's objectives; participates in the formulation of the Country Office policies on program development, implementation, and evaluation; reviews the Country Office development assistance activities for their management support requirements and participates in the design of the administrative/logistical component of activities.

● Collaborates in developing the Operating Expense (OE) budget for the Country Office in coordination with the Controller in the USAID Philippines’s Regional Financial Services Center; collaborates with the Program Officer and other Technical Officers in the formulation of the annual budget resource requirements; and directs the administration of the OE budget, ensuring prompt and legal obligation of funds.

● Develops and prescribes appropriate internal management systems and implementing procedures; interprets USAID management regulations and directs their application to facilitate the provision of management support; devises and recommends to management the appropriate organizational structure and manpower requirements necessary to meet the program and administrative responsibilities of the Country Office and to achieve the Country Office's objectives; and plans and directs the continuous evaluation of organization, staffing, and services to ensure effective and efficient use of material and human resources.

● Plans and directs the personnel management of the Country Office for U.S., cooperating country national, and third country national employees including the classification of such employees; collaborates with the Country Office officials in the proper placement of personnel and recommends actions to ensure maximum effective use of personnel;

counsels employees and their families on a wide range of subjects, including education, equal opportunity, career development, onward assignments, and employee relations;

plans and conducts orientation for new employees and their families and advises on and assists in the development of programs and activities concerned with employee services, such as commissaries and social and recreational activities.

● Manages the Information Resources Management Program of the Country Office, including all hardware and software applications. Also serves as the backup Information Systems Security Officer.

● Carries out the Country Office's administrative management operation; plans and directs the Country Office's personal property acquisition, management, and disposal programs, and develops standards for issuing, using, and controlling the personal property of the Country Office, including motor vehicles; serves as the Country Office representative to the Interagency Post Housing Board; plans and directs the Country Office's communications and records program.

● Oversees space planning and management. Coordinates with both USAID/Washington and Embassy Management (when required) to ensure that Country Office needs can be best accommodated. In coordination with the USAID architects, occasionally contracts for structural modifications and changes as required, during the construction of needed facilities including developing plans, specifications, designs, cost estimates, and justifications; and obtaining appropriate approvals.

● Solicits, evaluates, negotiates, and awards contracts with individuals (personal services contracts), commercial organizations, educational institutions, nonprofit organizations, and local or foreign governments for furnishing products, services, construction, or real property. Responsible for identifying the need for procurement and developing the appropriate acquisition documents. Investigates and develops alternative means of supply. Works in close coordination with the USAID Philippines’s Executive Office on major acquisitions.

● Represents the Country Office in overseeing the effective participation for the

Interagency Cooperative Administrative Support Services (ICASS); monitors and ensures that the type, level, and charges for services conform to support agreements and USAID regulations.

● Serves as Unit Security and Safety Officer for the Country Office. Provides physical security and safety support to USAID personnel, building (office), official records, and armored vehicles, in coordination with the Embassy's Regional Security Officer.

Coordinates security training as required and oversees Embassy service provision.

C. KEY POSITION ELEMENTS

a. Degree of responsibility for decision-making assigned to the position: The incumbent must exercise sound and independent judgment in interpreting and applying the United States Government (USG) and USAID-specific regulations and standard operating procedures while carrying out the assigned duties. Decisions will consider complex and competing factors where there is no clear solution. The incumbent is expected to make decisions under these difficult circumstances and will be relied upon to serve as the expert decision maker.

b. Level of complexity for work assignments: Duties are varied and require application of methods to a broad range of problems or situations with substantial depth of analysis.

The Senior Administrative Management Advisor will serve as the Country Office’s expert in his/her areas of management and administrative functions, provides daily supervision to the relevant staff, and serves as a technical mentor for the individuals serving in assigned sections. S/he is responsible for a vast array of unrelated technical areas including leasing, contracting, security, facility maintenance and repair, travel regulations, and visa regulations. The incumbent is required to be an expert in all areas for PNG, Solomon Islands, and Vanuatu. S/he will also represent USAID on interagency management teams and councils, as assigned.

c. Knowledge Level Required: The incumbent is expected to have extensive experience and knowledge, as well as serve as an expert, in all areas of administrative management including budget/financial, procurement, motor pool, construction, building maintenance, leasing, records management and correspondence. The incumbent must be able to integrate administrative policies with program objectives to adequately support the Country Office, complicating the knowledge level required. Although the incumbent must draw upon a variety of existing regulations and rules, often these various regulations from different sources require the incumbent to draw upon past experience and knowledge to ensure sound judgment in translating rules and regulations into a solution, answer, or decision.

d. Supervisory Controls: Supervision is exercised in a broad and general manner. The Senior

Administrative Management Advisor will receive overall supervision on, policy guidance and managerial oversight from the Country Representative. Day to day activities will include a combination of strategic level management and policy guidance as well as operation responsibility at activity level. The incumbent will act and make decisions with minimal direct supervisory input. The incumbent is expected to plan, and to develop policies, guidelines, and practices to achieve results and will have significant leeway in managing operations. These areas of responsibility are complex and require significant analysis and coordination at a high level. The need for quick response in high profile, complex, and often fluid situations require the incumbent to exercise discretion and good judgment in making decisions and providing advice on USAID management policies, contracting practices, and human resources concerns, and operate with high levels of autonomy, responsibility, and authority. Day-to-day activities include a combination of strategic-level management and policy guidance as well as operation responsibility at activity level.

The Senior Administrative Management Advisor has full supervisory responsibility over the entire FSN staff performing administrative management functions.

e. Guidelines for the required work, including reporting requirements: The position requires an understanding of an array of U.S. Government and Agency regulations, and comprehension of host-country regulations and practices as they affect USAID/PNG, Solomon Islands and Vanuatu operations. The position involves planning and developing plans to maintain a range of interpersonal relationships important to accomplishing the job. Because of the scope of activities covered, the incumbent has a wide variety of regulations that cover the various elements, including the Foreign Affairs Manual (FAM), Automated Directive System (ADS), USAID Acquisition Regulations (AIDAR), U.S.

Department of States Standardized Regulations (DSSR), Mission Orders, Mission Notices, Local Compensation Plan (LCP), Locally Employed Staff Handbook and other USAID documents and resource materials. Policies and procedures are also often implemented on an interim basis through notices and Acquisition and Assistance Policy Directives (AAPD) in the case of procurement. The incumbent must have a very sound understanding of this wide variety of regulations and be able, based on experience, to interpret the intent of what at times can be very confusing and contradictory regulations/guidance.

f. Complexity of the work environment or its potential effect on the position’s responsibilities: The work environment is highly complex. Work assignments are of great breadth and require a high degree of problem-solving skills to ensure resolution. The incumbent must be able to successfully navigate the complex and often evolving working environment and be responsive to high level political initiatives that may affect existing priorities.

g. Scope and effect of the work performed: As an expert on all aspects of assigned areas of responsibility, the incumbent’s recommendations will be given substantial weight in final decisions with respect to administration and management of USAID/PNG, Solomon Islands and Vanuatu. The incumbent is expected to have a comprehensive knowledge of and apply the principles of customer service, as well as sound managerial, analytical, negotiation and interpersonal skills. The incumbent is expected to analyze and interpret pertinent policies for local application, to articulate these policies and their application to USAID administrative management operations, and to put into effective practice USAID regulation and directions.

h. Level and purpose of contacts: The incumbent will establish and maintain solid working relationships with all levels of personnel at multiple U.S. Embassies, including other agencies requiring assistance. In carrying out the job responsibilities, the incumbent will have frequent high-level working contacts with U.S. Embassy officers in PNG, Salomon Islands and Vanuatu and with business executives of external contacts. With the Embassy officials, some of the interactions would involve sensitive matters that require discretion.

i. Supervision or oversight the position has over others:

The Administrative Management Advisor will supervise CCNPSC staff performing administrative management functions. S/he may also be expected to provide hands-on mentoring and learning opportunities for junior career staff.

D. TRAVEL REQUIREMENTS:

In-country travel to other areas in PNG is expected, as well as regional or international travel when necessary. Transportation, communications, office space, translation services, travel permissions, and a computer will be provided by USAID, as available and needed.

E. SUPPORT ITEMS:

The PSC will be provided with the adequate support services, equipment, and supplies necessary to perform the work.

13. PHYSICAL DEMANDS

The work is primarily sedentary, although some walking, bending, or carrying of light items may be involved.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THE POSITION

Education: A master’s degree in economics, finance, political science, sociology, public administration, international development, business administration/management, social studies or a related field.

Work Experience: A minimum of 10 years of professional-level progressively responsible work experience in international business, management, or development, five (5) of which in an overseas setting. Relevant experience is defined as some combination of administrative and logistics, personnel, performance-based management and budgeting, and strategic planning.

III. EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The Contracting Officer (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.

The technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

After the closing date for receipt of offers, a Technical Evaluation Committee will be convened to review offers and evaluate them in accordance with the evaluation criteria. Offerors who clearly meet the aforementioned minimum qualification requirements may be further evaluated through review of the offeror’s submitted required documents and ranked based on the below evaluation and selection factors.

Work Experience (30 points)

● Additional points will be awarded for work experience above the established minimum.

● Demonstrated experience working and communicating with U.S. Embassies, other international organizations providing transition or development assistance programming overseas, and/or foreign governments to ensure an organization's operational/administrative management systems and procedures are most effective and support the organization's achievement of critical, high-profile objectives.

● Previous experience as a warranted contracting officer and/or possession of an active (Executive Officer) EXO warrant for acquisition authority up to the Simplified Acquisition Threshold for goods, commercial items, and non-personal services contracts and up to $1,000,000 for personal services contracts will be an advantage.

Knowledge (35 points)

● Strong knowledge of the broad range of administrative management issues including leasing, property management, physical security, general services, personnel management, procurement, budgeting, records, and correspondence is required.

● Demonstrated understanding of programming policies, regulations, budgeting, and documentation is required. Thorough knowledge of international development systems, including acquisition and assistance, development programming, supply management, contract management, financial management and human resource management is required.

https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far

Skills and Abilities (35 points)

● Demonstrate an ability to manage complex operations, supervise a large team, and work across offices, and in coordination with other USG agencies and regional and other country bilateral development initiatives and activities. Emphasis will also be placed on a demonstrated ability to lead a team, manage contracts, and coordinate operations.

● Demonstrated diplomacy and an ability to communicate and represent a U.S. Government organization's mission, core values and ethos diplomatically to key partners, stakeholders, and beneficiaries both within and outside the USG, within the U.S. and overseas, with host government officials, USG implementing partners, and others from all walks of life.

● Demonstrated ability to work effectively in cross cultural situations in developing countries, work effectively with large organizations, and be familiar with USAID organizational structure and procedures is also important.

● Demonstrated ability to communicate in a variety of circumstances with senior decision makers of the USG, other donors, and Ministerial and senior level host country officials. This includes successful experience with interpreting the concerns of senior officials into the design of program related analysis and conveying complex ideas resulting from program analysis to the appropriate officials.

● Demonstrated ability starting up, managing, and closing out large and small office support functions including support teams in difficult overseas environments, ensuring that offices or U.S. diplomatic locations, are well-supported in human resources, security, procurement, records management, motor pool, housing, property management, and all other necessary functions.

● Excellent communication, writing, analytical and social/interpersonal skills.

● A customer service-oriented team player, who also has a keen ability to operate independently and with self-sufficiency, if necessary, in complex situations.

A competitive range may be established of the highest-ranked offerors, who may be further evaluated through written tests, interviews, and reference checks to determine the most qualified/highest-ranked offeror.

Only finalists will be contacted by USAID with respect to their offers. No response will be sent to unsuccessful offerors. As part of the selection process, finalist offerors may be interviewed either in person or by telephone at USAID’s discretion.

The selected offeror must obtain the required security clearance level, within a reasonable period of time, from USAID’s Office of Security in Washington, D.C. USAID will provide further guidance to the successful offeror.

USAID expects to award a personal services contract for the period of performance commencing as early as practically possible subject to security and medical clearances and funds availability.

IV. SUBMITTING AN OFFER

1. Eligible offerors are required to complete and submit form AID 309-2, “Offeror Information for Personal Services Contracts with Individuals,” available at https://www.usaid.gov/forms.

https://www.usaid.gov/forms

2. Offers must be received by the closing date and time specified in Section I item 3 and submitted to the Point of Contact in Section I item 4.

3. Offeror submissions must clearly reference the Solicitation Number on all offeror-submitted documents.

4. A type-written and signed cover letter of no more than two (2) pages specifically applying for this position and addressing the minimum requirements and evaluation factors of the position.

5. A current Curriculum Vitae (CV) or Resume (without photo), which, at a minimum, describes education, latest experience, and career achievements.

6. Offers must provide a minimum of three (3) and a maximum of five (5) references within the last five years from the offeror’s professional life, namely individuals who are not family members or relatives. Three (3) references must be from direct supervisors who can provide information regarding the applicant’s work knowledge and professional experience. Applicants must provide e-mail addresses and/or working telephone numbers for all references.

7. Copies of diploma, certificates and relevant degrees should be included in the application package to corroborate the CV/Resume.

8. Limit all electronic (e-mail) submissions to one entry/email not larger than 5MB. Please submit attachments in PDF. Application packages must be submitted electronically to aidmnlhr@usaid.gov.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

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

1. Medical History and Examination (DS-1843)

2. Declaration for Federal Employment (OF-306)

3. Questionnaire for Sensitive Positions (for National Security) (SF-86), or

4. Questionnaire for Non-Sensitive Positions (SF-85)

5. Finger Print Card (SF-87). (NOTE: Form is available from the requirements office.)

VI. BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, an individual meeting the requirements of Offshore-Hire USPSC is normally authorized the following benefits and allowances:

1. BENEFITS:

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance mailto:aidmnlhr@usaid.gov

(c) Pay Comparability Adjustment

(d) Annual Increase (pending a satisfactory performance evaluation)

(e) Eligibility for Worker's Compensation

(f) Leave and Holidays

2. ALLOWANCES

Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas), available at https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

(a) Temporary Quarters Subsistence Allowance (Section 120)

(b) Living Quarters Allowance (Section 130)

(c) Cost-of-Living Allowance (Chapter 210)

(d) Post Allowance (Section 220)

(e) Separate Maintenance Allowance (Section 260)

(f) Education Allowance (Section 270)

(g) Education Travel (Section 280)

(h) Post Differential (Chapter 500)

(i) Payments during Evacuation/Authorized Departure (Section 600), and

(j) Danger Pay Allowance (Section 650)

VII. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing USPSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix D, “Direct USAID Contracts with a U.S. Citizen or a U.S. Resident Alien 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.

Pricing by line item is to be determined upon contract award as described below:

LINE ITEMS

ITEM

NO

(A)

SUPPLIES/SERVICES

(DESCRIPTION)

(B)

QUANTITY

(C)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

0001 Compensation and Fringe Benefits/Other Direct Costs (ODCs)

1 LOT $ TBD $ TBD

https://aoprals.state.gov/content.asp?content_id=282&menu_id=101 https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/forms

Award Type: Cost Product Service Code: R497 Accounting Info: TBD

1001 Option Period (OP) 1 – Compensation and ODCs Award Type: Cost Product Service Code: R497 Accounting Info: TBD

1 LOT $ TBD $ TBD

2001 OP 2 – Compensation and ODCs Award Type: Cost Product Service Code: R497 Accounting Info: TBD

1 LOT $ TBD $ TBD

3001 OP 2 – Compensation and ODCs Award Type: Cost Product Service Code: R497 Accounting Info: TBD

1 LOT $ TBD $ TBD

3. Acquisition and 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: PSCOmbudsman@usaid.gov.

– End of ATTACHMENT 1 – http://www.usaid.gov/work-usaid/aapds-cibs https://www.oge.gov/web/oge.nsf/OGE%20Regulations https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman mailto:PSCOmbudsman@usaid.gov