Supervisory_Executive_Officer-Solicitation_Number_72061518R00007.docx

SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC) - Supervisory Executive Officer

To All Interested Applicants:

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

Submissions must be in accordance with the solicitation instructions. Applicants should retain copies of all offer materials, for their records.

Applications must be submitted electronically via email to Francs Kavulu at fkavulu@usaid.gov, with a copy to bmoody@usaid.gov by the closing date and time indicated above. Late, incomplete, or unsigned applications will not be considered. Scanned copies are accepted by email. Applicants must prominently reference the solicitation number in the application submission.

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 application. Any questions must be directed in writing to the email addresses specified above.

Sincerely, /s/ Bruce Gelband Contracting Officer

USAID/KEA

Any questions concerning this notice may be directed to:

-- Bryan Moody, USAID/KEA, +254-20-8622362, bmoody@usaid.gov

ATTACHMENT 1 Solicitation: 72061518R00007

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72061518R00007

2. ISSUANCE DATE: June 15, 2018

3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: July 8, 2018, 11:59 p.m. EST

4. POSITION TITLE: Supervisory Executive Officer

5. MARKET VALUE: Position is classified at GS 15

6. PERIOD OF PERFORMANCE: one (1) year

7. PLACE OF PERFORMANCE: Nairobi, Kenya

The contractor will work from USAID offices in Nairobi, and will be provided with the support services, equipment, and supplies necessary to perform the work.

8. SECURITY LEVEL REQUIRED: Secret

9. STATEMENT OF DUTIES

A. Position Title: Supervisory Executive Officer

B. Organizational unit within the Agency: USAID/ KEA/ Executive Office

C. Supervision: The USPSC will work under the general supervision of the USAID/KEA Deputy Mission Director for Regional Integration and Support Services (RISS).

D. See Attachment 2 below for further details of required duties.

10. AREA OF CONSIDERATION: U.S. Citizens

11. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

12. POINT OF CONTACT: Bryan S. Moody at bmoody@usaid.gov.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: Candidates must possess a Bachelor’s Degree in international development, social or behavioral science, business, public policy/administration with a concentration in public services, or communications, or other related field of study.

2. Prior Work Experience: Ten (10) years of progressively responsible professional experience in government administrative services management required.

3. Language Proficiency: Level 4 English.

4. Knowledge: Expert level knowledge and application of government contracting, development activity planning, budgeting, financial management, personnel, and administration systems. Incumbent is expected to be an expert, consulted by Mission management and implementing partners, on all Mission support issues pertaining to contract and grant development, management, implementation, and enforcement. Knowledge of USG regulations related to grants or contracts administration is required.

5. Abilities and Skills: Must possess superior negotiation, written and oral communication, and interpersonal skills (required). The incumbent is required to be able to: 1) demonstrate strong analytical and writing skills; 2) present technical information in concise written and oral form; 3) coordinate programs and visits independently; 4) organize informal training for USAID staff and partners. The candidate must also have the ability to establish rapport and effective communication with USG staff, contractors, USG counterparts, etc. He/She must also have excellent management, interpersonal and teamwork skills. Proven skills in mentoring and coaching staff are a requirement.

6. Communication Skills: Proven ability to work as a member of a team and to foster teamwork is required, as is the ability to develop and maintain productive working relationships at all levels, including with USG staff and colleagues, and leaders of the non-governmental organization and corporate community. Demonstrated ability to communicate effectively through oral presentations and briefings, written reporting and analysis, and information technology tools. Demonstrated ability to lead contract negotiations and dialogue with implementing partners.

III. EVALUATION AND SELECTION FACTORS

Applicants meeting the required qualifications for the position will be evaluated based on information presented in the application and obtained through reference checks. Following is the evaluation criteria for this position:

Education (10 points) Candidates must possess a Bachelor’s Degree in international development, social or behavioral science, business, public policy/administration with a concentration in public services, or communications, or other related field of study. Master’s degrees or above are preferred.

Knowledge/Experience (40 points)

· A minimum of 10 years relevant professional experience in government administrative services support in developing countries, including experience in institutional capacity assessment and strengthening. Candidates with more contextually relevant experience are preferred.

· Demonstrated knowledge of policy, technical and operational aspects of government contracting, travel and human resources management.

· Direct work experience with an international organization and/or donor agency; a thorough working knowledge of USG operations, regulations, policies, procedures and programs desirable.

· Extensive knowledge of USAID (AIDAR) and Federal Acquisition Regulations (FAR), USAID assistance regulations, OMB Circulars, the USAID Automated Directive System and USAID A&A Policy Directives and Contract Information Bulletins is required.

Skills/Abilities (50 points)

· Superior writing skills.

· Superior interpersonal and communication skills including ability to collaborate with host-country officials, Embassy Officials and interact with partners, contractors and other stakeholders at senior levels.

· Proven ability to work effectively in a team environment and communicate highly technical information to both expert and lay audiences, and achieve consensus on policy, project, research, and administrative matters.

· Ability to readily understand, analyze and discuss issues around institutional capacity strengthening and development practices. Ability to facilitate meetings and make oral presentations logically and persuasively to senior officials and partners in a multi-cultural context.

· Superior ability to work independently, plan work, complete assignments, and lead team to complete assignments according to established deadlines.

· Proven ability to mentor staff in human resources management, procurement, general services and administrative operations of a USG or international donor organization overseas Mission.

TOTAL: 100 points

NOTICE TO APPLICANTS: The USAID reserves the right to obtain from previous employers relevant information concerning the applicant’s past performance and may consider such information in its evaluation.

IV. APPLYING

1. Applications must be submitted electronically via email to Francs Kavulu at fkavulu@usaid.gov, with a copy to Bryan Moody at bmoody@usaid.gov, by the closing date and time indicated above. Please put the solicitation number into the email title.

2. Eligible offerors are required to complete and submit the offer form AID 302-3, “Offeror Information for Personal Services Contracts,” available at http://www.usaid.gov/forms.

3. 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 11.

4. To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.

5. Most current curriculum vitae (CV) or resume (no more than 2 pages).

6. Supplemental information addressing each of the Evaluation Factors (a separate sheet for each), limited to 300 words per factor, as described in Section III above.

7. Salary history for the prior three years captured in a Contractor Employee biographical Data Sheet (AID 1420-17 form available at https://www.usaid.gov/forms/aid-1420-17).

8. Contact information (telephone numbers and email addresses) for at least three references with knowledge of the applicant's prior work skills.

V. LIST OF REQUIRED FORMS FOR PSC HIRES

Once the 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.

1. Medical History and Examination Form (Department of State Forms)

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

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

4. Finger Print Card (FD-258)

VI. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

1. BENEFITS:

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance

(c) Pay Comparability Adjustment

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

(e) Eligibility for Worker's Compensation

(f) Annual and Sick Leave

2. ALLOWANCES:

Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas)

(a) Temporary Quarter 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 .

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 .

ATTACHMENT 2 Solicitation: 72061518R00007

Position Description

I. COUNTRY BACKGROUND

The KEA Mission is the largest in Africa and the second largest in the world with a program portfolio just under $3 billion that spans more than 20 countries. The FY 2017 budget is $562.6 million. The Mission supports Presidential and Agency initiatives such as the President's Emergency Plan for AIDS Relief (PEPFAR), President’s Malaria Initiative, Feed the Future, Trade Africa, Power Africa, Global Climate Change, Combating Wildlife Trafficking, Global Health Initiatives and the Young African Leaders Initiative. KEA has 367 positions, including over 50 U.S. Direct Hires (USDHs), over 30 U.S./Third Country Personal Service Contractors (US/TCNPSCs) and over 250 Foreign Service Nationals (FSNs).

The Supervisory Executive Officer Position oversees a consolidated Executive Office (EXO) that provides administrative support services to KEA's three operating units, Kenya-Bilateral, East Africa Regional, and Somalia Bilateral. It is expected that the Somalia Field Office will be constituted as full USAID Mission Somalia during this calendar year, with a Mission Director and a Deputy Mission Director being assigned in this calendar year.

KEA is currently comprised of 13 separate offices, including the Offices of Foreign Disaster Assistance, Transition Initiatives and Food for Peace,. EXO is responsible for a $15 million OE budget, including $5.8 million in annual travel which reflects the complex regional oversight exercised. EXO is normally comprised of three USDHs (One Supervisory, One Deputy, and one C3 EXO), one USPSC, and 43 CCNs to oversee Human Resources (HR), Administrative Procurement, Travel, Information Technology, and Communications and Records teams. EXP also has KEA's Geospatial Information Services (GIS) team and the Partner Liaison Security Operation (PLSO), which provides security support to KEA and its implementing partners (IPs). EXO engages the U.S. Embassy International Cooperative Administrative Support Services (ICASS) system for general support operations and oversees the operation of the USAID-owned Annex building. On the interagency management team, this position is responsible to represent USAID in a series of senior roles, including the Emergency Action Committee, Housing and Awards Committees. As a member of the senior management team, this position provides management advice and support to the interagency and to a USAID/KEA Front Office consisting of a Mission Director and three Deputy Mission Directors (DMDs).

USAID/KEA seeks to strengthen Mission adherence to USAID policy and regulations, maintain momentum with procurement actions, mission self-care initiatives, provide continued improvement to administrative management systems and provide mentoring and training to Mission and EXO staff, USAID/KEA seeks an Executive Officer to handle this broad range of Executive Office functions. The Supervisory/Executive Office (S/EXO) promotes, customer service outreach, assessment and improvements of work processes, interface with the Department of State regarding shipping and customs, housing, facilities, and personnel related issues, management of sensitive personnel issues, local solutions and security, and other related actions. Prior knowledge of U.S. Government (USG) procedures and systems knowledge to facilitate continuity of operations is a requirement for selection.

II. BASIC FUNCTION OF THE POSITION

The USPSC is expected to be available for a one full year assignment in order to fill the role of the Supervisory Executive Officer as well as provide training and mentoring to KEA Executive Office staff. S/He will oversee procurement actions of the office, but will not be required to perform contracting officer functions if not warranted.

The Supervisory Executive Officer (S/EXO) reports to the USAID/KEA Deputy Mission Director for Regional Integration and Support Services (RISS). In accordance with AID policy (Automated Directives System 527) the EXO serves as the principal advisor to the Mission Director and Mission staff with full responsibility for providing leadership, advice and staff support in the administrative management functional areas. In this capacity s/he is tasked with developing innovative methods for providing improved administrative and logistical support services. The EXO is the focal point and is responsible for ensuring that adequate management and logistical support is provided for all mission administrative services.

In USAID/KEA, S/EXO serves as the Executive Office- Office Chief and is responsible for coordinating the delivery of effective and efficient administrative and logistic support to the Mission. Duties involve intensive professional/ administrative functions of concurrent phases requiring ongoing development and problem resolution.

The Supervisory Executive Officer:

Plans, directs, and administers the management functions of the Mission including supervising Executive Office Non- USDH staff; develops, interprets, and ensures implementation of administrative management policies, regulations, and procedures; formulates, interprets, and communicates long-range principles, policies, and objectives for administrative services programs. Serves as the key communicator of new administrative policies and procedures. Ensures successful implementation of large-scale administrative, Human Resources, and organizational changes as required.

Prepares workforce planning scenarios based on various budget scenarios; provides policy advice and guidance on the management and support functions and services required for effective program implementation.

Participates in project planning and review to evaluate administrative support implications, feasibility, projected costs, and drafting or advising on appropriate administrative support budgets; advises and supports the Mission Director and Deputy Mission Director (RISS) on the full range of personnel matters, including development and implementation of appropriate personnel procedures and workforce planning.

Analyzes Mission management requirements and develops the operating expense and administrative program support budgets for the mission with the Controller. Directs the administration of the operating expense budget and administrative portion of the program support budget to ensure prompt and legal obligation of funds.

Serves on Post Boards and Committees as required including the Joint Awards Program, ICASS Budget Committee, Housing Board, etc.; serves as the USAID Unit Security Officer (USO) and administers the extensive mission security program under the guidance of the RSO and M/SEC; The Information Management Systems: USAID system for USAID/KEA and the State Department unclassified Open Net system in USAID/KEA Provides advice and manages functions associated with the organizational changes and the resulting impact on support operations for the mission support offices. Specifically, the position will be responsible to manage the changing relationship as the Somalia field office moves from its organization as a dependent office to one of an independent Somalia Mission, and the change in business relationship with KEA as a support services provider. This is an opportunity to solidify KEA business operations as they relate to the support of an external mission.

III. OVERALL DUTIES AND RESPONSIBILITIES

The EXO is responsible for the administrative management of the USAID/KEA operating units including the Kenya bi-lateral, regional, and the Somalia bi-lateral programs; including the following functional areas:

a. Human Resources Management

1. Supporting the planning of personnel management operations for the Direct-Hire and Local Hire Personal Service Contract employees. During this year it is expected that Offshore Personal Services Contracting Functions will transfer from OAA to EXO.

2. Collaborating with mission officials on staffing and workforce planning issues, and recommending actions to ensure maximum effective use of personnel.

3. Overseeing the recruitment team and selection of new personnel.

4. Exercising classification authority for USAID positions.

5. Coordinating training and staffing development opportunities for the mission and overseeing the Mission Awards program; Providing guidance and participating in the Mission Training Committee activities.

6. Counseling employees and their families on a wide range of subjects, including allowances, education, equal opportunity, career development, onward assignments, and employee relations.

7. Ensuring that accurate personnel data is input into HR automated systems, and is reflected in Washington Staffing Patterns and reports.

8. Overseeing Missions compliance with AEF procedures, processes, and deadlines.

b. Administrative Management and General Services

1. Carrying out the mission's administrative management operations.

2. Overseeing the planning and management of the mission's personal property acquisition, management, and disposal programs.

3. Serving as the mission representative to the Interagency Housing Board as the primary or alternate member.

4. Overseeing the planning and management of the mission's communications and records program.

c. Management Analysis and Planning

1. Managing all administrative and logistical support services and resources for the mission. Directing and coordinating activities of the Executive Office and generally ensuring that EXO activities are carried out in a timely and efficient manner.

2. Developing internal management systems and implementing procedures, including the establishment and maintenance of a mission directives system. The directives system may include Mission Orders and Notices which supplement ADS policies and procedures to address unique post-specific requirements.

3. In coordination with the Regional Legal Advisor (RLA), interpreting USAID management regulations and ensuring mission compliance.

4. Developing the appropriate organizational structure and staffing requirements necessary to meet the program and administrative responsibilities of the mission in light of budgetary changes.

5. Regularly evaluating the mission’s organization, staffing, and services to ensure the efficient use of material and human resources.

6. Providing leadership and support to the mission’s self-care initiatives and completion of the Mission People always Strategy- in order to enforce accountability and performance management.

d. Budgetary & Financial Planning

1. Overseeing the formulation and management of the Operating Expense (OE) budget for the mission in coordination with the Controller.

2. Providing business support to the formulation of the Program Support Budget in coordination with the Controller.

3. Directing the administration of the OE budget, ensuring prompt and legal obligation of funds.

4. Monitoring OE-funded obligations for responsible liquidation and compliance with the forward funding policy.

5. Ensuring administrative closeout of awards and de-obligation of any residual balances.

6. Ensuring, in coordination with the Controller, that obligations are consistent with Agency funding policies and oversee the monitoring of obligated funds and requesting to de-obligate excess or unneeded funds.

The USPSC will not be required to have warranted authority to commit U.S. Government (USG) funds on behalf of the U.S. Government or USAID/KEA, but will provide expert advice to 2 Junior EXO Warranted Officers.

e. Program Support

1. Actively participating on program strategic objective teams with a focus on the personnel and material resource aspects of achieving the Mission's strategic objectives.

2. Participating in the formulation of mission policies on program development, implementation, and evaluation.

3. Reviewing mission development assistance activities for their management support requirements and participating in the design of the administrative/logistical components of the activities.

f. Contract Management

Overseeing the personnel contracting functions. Executing contracting actions will be delegated to a junior EXO if no contracting officer warrant is obtained.

g. Interagency Administrative Support Services

1. Representing the mission in the International Cooperative Administrative Support Services (ICASS) platform, oversee the coordination with the Mission Controller and ICASS services providers.

2. Monitoring and ensuring that the type, level, and charges for services to ensure conformance with support agreements and USAID regulations.

h. Information Resources Management

Overseeing the day-to-day operations of the Information Resources Management Unit, including all hardware and software applications.

i. Travel and Transportation

Overseeing the preparation, approvals and issuance of Travel Authorizations in accordance with policy and regulations, ensuring that all legal and regulatory requirements are met. Responsible for providing guidance on travel regulations to mission staff. Additionally, managing the electronic Country Clearance System.

j. Security and Safety

Serving as Unit Security Officer for the mission and, in collaboration with the Regional Security Office and the USAID Office of Security (SEC), ensuring compliance with required security programs. In coordination with RSO and USAID/SEC, overseeing the installation of security upgrades on office and residential facilities. Acts as the Program Manager for the contracted Partner Liaison Security Office (PLSO) with COR responsibilities assigned to subordinate EXOs by the contracting Officer.

k. Administrative Support to Contractors

1. Advising the Contracting Officer on the administrative support available for a contractor and providing the support during the period of the contract in accordance with the provisions of the contract. Providing guidance on tax and duties exonerations processes for USAID’s contractors and grantees under USAID bilateral agreements in coordination with the RLO.

2. Provide support to Implementing partners for advice and processing of visas and work permits.

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