AMS_-_SOLICITATION_-_FINAL.pdf

ATTACHMENT Solicitation Number: 72064119R00004

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72064119R00004

2. ISSUANCE DATE: April 24, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: May 10, 2019/17:00 GMT

4. POSITION TITLE: Administrative and Management Support Specialist, USAID/ Ghana

5. MARKET VALUE: $76,687 - $99,691 equivalent to GS-13. Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE: Two (2) years, with three (3) one-year option periods. Exercise of the option(s) will be contingent on satisfactory performance, continued need for the services, and availability of funds.

7. PLACE OF PERFORMANCE: USAID/Ghana, Accra

8. SECURITY LEVEL REQUIRED: Facility Access

9. STATEMENT OF DUTIES:

i. BACKGROUND

USAID/Ghana is one of the Missions that receives administrative/management, financial, legal, and contracting support from the USAID/West Africa (WA) regional platform. USAID/Ghana currently has a total staff of 70 including 20 NSDD-38 approved U.S. Direct Hires (USDHs), 45 Foreign Service Nationals (FSNs) and 5 U.S. Personal Service Contractors/ Third Country Nationals (PSC/TCNs).

While the majority of administrative functions are consolidated with the Embassy and provided through International Cooperative Administrative Support Services (ICASS), USAID/West Africa’s Regional Executive Office (REXO) provides human resource, procurement, training, and travel support. The support received from REXO is shared with multiple operating units and is unable to always respond to the Mission’s timelines and priorities.

The incumbent shall serve as the Administrative and Management Support Specialist (AMS) for USAID/Ghana and will coordinate with the REXO, ICASS, and the U.S. Embassy Management Officer to ensure adequate management and logistical support is provided for USAID/Ghana’s administrative operations in accordance with USG regulations and policies. Responsibilities include management of all personnel issues to include support for USAID/Ghana’s awards submissions; personnel evaluations;

and coordination of training plans and individual development plans for all USAID/Ghana staff;

oversight of USAID/Ghana’s PSC and small procurement actions; interface with the Department of State regarding all ICASS functions, such as shipping and customs, housing, facilities, motor pool, General Service Operations, and other related services;

Prior knowledge of USG management/ administrative procedures and systems is preferred. The incumbent reports to the USAID/Ghana Deputy Mission Director, and will directly supervise one (1) FSNPSC Human Resource and Financial Assistant, one (1) Procurement Agent, and one (1) FSNPSC Front Office Administrative Assistant and indirectly supervises one (1) FSNPSC Chauffeur.

ii. BASIC FUNCTION OF THE POSITION

The Administrative Management Specialist (AMS) serves as an advisor to the Mission Director and other USAID staff by providing advice, and support in the areas of: management analysis, office services management, property management, budget and staffing planning, procurement of goods and services, and data management services. The AMS serves as the key interlocutor with Embassy Management and USAID Regional Management Offices, ensuring that the USAID/Ghana Front Office priorities are understood and addressed in a timely manner. He/she participates in the decision-making process of the Offices and is accountable for solving Mission administrative management issues. He/she reviews and pre-approves all Ghana matters for REXO action, and assigns and follows up on management operation tasks to ensure they are carried out properly and within appropriate time limits and customer service guidelines.

iii. MAJOR DUTIES AND RESPONSIBILITIES

A. Point of Contact for Administrative and Management Support:

The AMS serves as the focal point of contact for USAID/Ghana on all administrative and management support. He/she monitors overall performance of the Regional Executive Office and ensures Mission procedures comply with USAID regulations and United States Government (USG) statutory requirements. The AMS Specialist maintains contacts and an effective working relationship with personnel at all levels within USAID and the Embassy, other US Government agencies in Ghana, as well as with USAID/Washington and host country government officials as necessary. The AMS Specialist coordinates with the Regional S v cbcvecurity Officer and Implementing Partners on Safety and Security matters, when designated.

B. Budgeting:

The AMS assists the USAID/Ghana Front Office in developing and managing the Operating Expense (OE) budget, staffing and acquisition requirements in coordination with REXO and Regional Financial Management Office (RFMO). He/she serves as a member of USAID/Ghana’s budget management team, focusing on helping the budget team to set priorities for the use of OE funds. He/she also assists in reporting on quarterly accruals; developing quarterly funding requirements; conducting 1311 reviews for REXO-related actions; and administering the OE and program budgets (Program Administration and Oversight funds) allocated for the Mission.

The AMS participates in ICASS negotiations with the U.S. Embassy, when designated; and coordinates with the REXO and RFMO to review the annual ICASS workload counts and ICASS invoices prior to the approval of the Mission Director or designee. He/she establishes good working relationships and maintains open communication with U.S. Embassy Management Sections, including applicable General Services, FMO, and RSO, to ensure receipt of services procured under ICASS, and to resolve any outstanding issues.

C. Policy Planning and Policy Communication:

The AMS exercises good judgment, often under stress and with limited time and resources when making decisions and providing advice on USAID management policies, contracting practices, and personal counseling and/or coaching to employees. The AMS 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 EXO.

Reviews and/or drafts Mission Orders and Notices for USAID/Ghana to communicate any management issues, policies, or changes for USAID/Ghana staff. Coordinates and clears on similar communications generated by the West Africa Regional platform for USAID/Ghana staff. Interprets Agency notices and how they apply to Mission operations, as necessary. All communication should be clear, factual, and accessible.

The AMS Specialist leads in the evaluation and management of USAID/Ghana’s organization, staffing, and services, in order to ensure maximum utilization of material and human resources. He/she analyzes requirements and makes administrative and technical recommendations to Mission management as requested; develops and implements appropriate internal Mission management systems, policies and procedures. He/she serves on the Management Control Review Committee (MCRC) and the Federal Managers Financial Integrity Act committee (FMFIA), to ensure implementation of regulations.

D. Procurement:

The AMS Specialist coordinates with REXO, RFMO, and the USAID/Ghana program office to participate in the development of the annual procurement plan; provides input on the management/administrative portions of the Operational Plan, MRR, CDCS, etc. for submission to Mission management and inclusion in the Annual Budget Request. The AMS ensures appropriate management controls are in place and that the procedures conform with FAR and AIDAR procurement regulations as well as USG statutes. He/she may consult with a wide variety of Mission offices, USAID/Washington offices, vendors, and contractors as needed. Plans and coordinates any administrative actions handled through GLAAS for the approval of the warranted Contracting or Executive Officer.

E. General Services:

The AMS Specialist liaises with REXO and ICASS service providers at the appropriate levels to ensure effective and timely provision of all administrative support (including housing, customs & shipping, facilities, motor pool, property management, etc.). He/she helps identify bottlenecks in the process and resolve issues/problems with service providers. Represents USAID/Ghana on the ICASS Working Group, Interagency Housing Board, the Joint Country Awards Committee, Post Employment Committee, and other committees as assigned. He/she helps identify bottlenecks in the process and resolves issues/problems with service providers.

Other significant duties include Occupational Safety and Space Management. The AMS Specialist ensures compliance with Occupational Safety and Health Standards; manages requests for space and/or reconfiguration of space; reviews office space for adequacy of staff and provides recommendations for better utilization of space; and reviews plans for office moves with the REXO and concerned clients to ensure manpower and materials are available at the time moves are scheduled.

The AMS Specialist coordinates and contributes to the planning of staff development, staffing projections and employee services. The AMS Specialist also provides support to USAID/Ghana’s submissions for awards; coordinates USAID/Ghana’s Training Committee; and manages USAID/Ghana’s Award program. He/she ensures the timely preparation, submission, and processing of NSDD-38 requests for the establishment of new USDH and offshore hired USPSC positions. The AMS Specialist ensures thoughtful participation of all supervisors in employee evaluation processes.

F. Property Management:

The AMS Specialist, in coordination with REXO, 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. Ensures that all official property procured by the Ghana Mission, non-expendable and expendable, are each 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 AMS Specialist also coordinates with REXO to ensure that the Mission’s safety and security equipment, IT equipment, and mobile devices are managed according to USG regulations.

The incumbent, in collaboration with REXO and the Embassy, 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.

G. Support to Institutional Contractors/Implementing Partners(IC/IP):

The AMS Specialist provides administrative support, guidance, and clarification to Institutional Contractors/Implementing Partners (IC/IP) 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 AMS Specialist, in coordination with RAAO and REXO, develops close working contacts with Government officials, including officials handling issues affecting IC operations in Ghana. The AMS coordinates with the REXO and Embassy RSO; and communicates with IC/IPs on safety and security matters as requested.

H. Events Management:

The AMS Specialist organizes all-hands town hall meetings, retreats, and representational events. The incumbent will coordinate logistical details as needed including venue, access for USAID/Tamale staff (via phone or video conference if remote), refreshments, etc. Events may be internal to the Embassy or external events and may require cooperation with Embassy staff, REXO, RFOM, and Program Office to prepare.

I. Personnel Management:

The incumbent reports to the USAID/Ghana Deputy Mission Director, and will directly supervise one

(1) FSNPSC Human Resource and Financial Assistant, one (1) Procurement Agent, one (1) FSNPSC Administrative Assistant and one (1) FSNPSC Chauffeur. The AMS Specialist is responsible for the management of personnel directly supervised, including completing performance appraisals and making recommendations for personnel actions.

Other Factors

a. Degree of responsibility for decision-making assigned to the position:

Independent decision-making in accordance with USG regulations and policies, which could affect USAID internal operations.

b. Level of complexity of work assignments:

The decision regarding what needs to be done depends on the analysis of the situation and the chosen course of action may have to be selected from the available alternatives. Given the variety of areas that this position will have to deal with, the incumbent will have to face various courses of actions and develop techniques to solve problems.

c. Knowledge level required:

Knowledge of USG regulations, administrative processes and procedures, and reporting requirements sufficient to make decisions or recommendations impacting various aspects of conducting USAID operations and activities in Ghana is required. Prior knowledge of USG management/administrative procedures and systems is required. The ability to independently organize, prioritize and follow through on all assignments is required. Knowledge, experience, and demonstrated competency in communication and events planning. Proficiency in standard operating and application software (Windows, Microsoft Word, Excel and Outlook) is required. Knowledge, experience and demonstrated competency in the management and evaluation of administrative operations to improve quality, relevance, and cost-effectiveness are highly required. The ability to generate trust and effectively liaise with the embassy and other agency counterparts is required. Proficiency in standard operating and application software (Windows, Microsoft Word, Excel and Outlook) is required.

d. Supervisory Controls:

Mostly self-guided work with few assignments provided directly from supervisor. Control from supervisor is minimal. The incumbent reports to the USAID/Ghana Deputy Mission Director, and will directly supervise one (1) FSNPSC Human Resource and Financial Assistant, one (1) Procurement Agent, one (1) FSNPSC Administrative Assistant and one (1) FSNPSC Chauffeur. Provides counsel or guidance to staff members, as well as, daily supervision. As necessary and upon request, provides guidance and indirect supervision to outside contractors on special administrative projects, for travel, construction, maintenance, security, and other administrative matters.

e. Degree of responsibility for decision-making assigned to the position:

Independent decision-making in accordance with USG regulations and policies, which could affect USAID internal operations. The incumbent exercises discretion and judgment in prioritizing and completing tasks.

f. Supervisory Relationship:

The AMS Specialist works with a high degree of independence. Mostly self-guided work with few assignments provided directly from supervisor. In consultation with the DMD, the AMS Specialist sets deadlines in terms of policy, priority, results to be achieved, and basic approaches. Assignments are made orally and in writing. Control from supervisor is minimal. The AMS Specialist must exercise discretion and judgment in prioritizing and completing tasks. The Deputy Mission Director provides guidance on major decisions regarding Executive Office and Mission activities, taking into account the AMS’ recommendations.

g. Level of Complexity of the work assignment environment/effect on the position’s responsibilities:

The work sometimes includes making decisions based on the analysis of the situation and choosing appropriate course of action based on the different alternatives in accordance with USG regulations and procedures. Must be able to work under pressure while navigating managerial, administrative and sensitive issues, and possess the ability to deal with emergency situations and a broad set of stakeholders in an interagency setting.

h. Scope and effect of the work performed:

The AMS Specialist will serve as an advisor to the Mission Director and other USAID staff by providing advice, and support in the areas of: management analysis, office services management, budget and staffing planning, procurement of goods and services, and data management services.

i. Level and purpose of contacts:

Contacts at post include the Mission Director, Deputy Mission Director, REXO, RAO, RFMO, RLO, Management Counselor, other agency heads, and ICASS staff. External contacts are limited to local hotels, airlines, commercial vendors and implementing partners. The purpose of contacts is of a specific professional nature to coordinate US Government work and to meet USAID objectives. Must be able to maintain an effective working relationship with personnel in USAID and other US Government agencies in Ghana.

j. Supervision/oversight over others:

The incumbent will directly supervise one (1) FSNPSC Human Resource and Financial Assistant, one

(1) Procurement Agent, one (1) FSNPSC Administrative Assistant and one (1) FSNPSC Chauffeur.

k. Guidelines:

Automated Directives Systems (ADS), Foreign Affairs Manual (FAM), Bilateral Agreement, Office of Management and Budget Circulars, CIO policy and operations announcements, Mission Orders, USAID policies and strategies, FAM/FAH, DSSR, FAR, AIDAR, Ghanaian labor laws and other appropriate available information, as from time to time amended.. Guidelines may not specifically apply to many situations and will have to be interpreted, requiring judgment.

l. Authority to make commitments:

The AMS Specialist will not have authority to obligate the USG but he/she may be delegated authority for administrative clearance on various documents including non-contractual documents for obligations purposes, including approving Requisitions, Travel Authorizations, ICASS invoices, etc as permitted.

10. AREA OF CONSIDERATION: Open to U.S. Citizens currently residing in Ghana. Proof of residency must be provided with application. Citizenship, if dual, must be clearly stated.

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

12. POINT OF CONTACT: USAID/West Africa, Accra e-mail at accrapsc@usaid.gov mailto:accrapsc@usaid.gov

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS

POSITION

A. Education:

Possession of a bachelor’s degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) in business administration, finance, marketing, or other related field related to administrative management or development work is required.

B. Prior Work Experience:

Five years of progressively responsible professional experience is required. Experience in training subordinate personnel and working efficiently with a diverse teams required.

C. Knowledge:

Knowledge of USG regulations, processes and procedures, and reporting requirements sufficient to make decisions or recommendations impacting various aspects of conducting USAID activities and program activities in USAID/Ghana is required. The ability to independently organize, prioritize and follow through on all action and decisions is required.

D. Abilities and Skills:

Excellent supervisory, analytical, and interpersonal skills, tact, and diplomacy are required. Ability to lead, train and supervise staff as well as the ability to critically analyze, conceptualize, negotiate, exercise sound judgment, originate ideas and creative solutions, and handle requests and complaints with patience and diplomacy is required. Ability to proactively manage tasks and work accurately and efficiently with minimal supervision is essential. Ability to plan and organize events is required. Ability to research, locate, understand and interpret regulations and apply these to specific cases in the functional areas outlined in the position description is required. Ability to write clear and comprehensive policies, procedures, reports, directives, and correspondence is required. Ability to create and maintain a good working climate in order to ensure maximum productivity in a service-oriented fashion is necessary. The ability to generate trust and effectively liaise with the embassy and other agency counterparts is required.

E. Language Proficiency:

Fluent spoken English and the ability to compose clear administrative correspondence and contractual documentation is required (4/4 level).

III. EVALUATION AND SELECTION FACTORS

● Prior work experience

● Knowledge

● Abilities and Skills

● Education

● Language Proficiency

IV. APPLYING

1. Eligible offerors are required to complete and submit the offer form AID 309-2, “Offeror Information for Personal Services Contracts with Individuals,” available at http://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 12.

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

4. A Cover Letter of not more than three (3) pages describing how the incumbent’s skills and experience fit the requirements of the position.

5. A current CV/resume. 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. Complete dates (month/year) are also required on CV.

6. Any attachments provided via email must be in a format compatible with Microsoft Word

2003/2010 or PDF and not zipped.

7. Offerors also must address the above Section III: Evaluation and Selection Factors, in a Summary Statement to be included in the application. This Summary Statement, limited to two (2) pages, must describe specifically and accurately what experience, training, education, and/or awards the Offeror has received that are relevant to each selection factor above. The Summary Statement must include the name of the Offeror and the announcement number at the top of each page.

8. Offerors 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 references must be from direct supervisors who can provide information regarding the Offeror’s work knowledge and professional experience. Offerors must provide e-mail addresses and/or working telephone numbers for all references.

9. Offerors must provide their full mailing address with telephone, facsimile numbers (if available) and email address and should retain for their records copies of all enclosures that accompany their submission.

10. All applications will be scored first based on the minimum evaluation criteria and documentation submitted with the application. Those Offerors who are short-listed (determined to be competitively ranked) may also be evaluated on interview performance and professional reference checks. Failure to address the evaluation criteria may result in your not receiving credit for all of http://www.usaid.gov/forms http://www.usaid.gov/forms your pertinent experience, education, training and/or awards.

11. All application packages are to be submitted via email to: accrapsc@usaid.gov

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.

Forms outlined below can found at: http://www.usaid.gov/forms/

1. Offeror Information for Personal Services Contracts with Individuals (AID 309-2);

2. Medical History and Examination Form (Department of State Forms); *

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

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

5. Finger Print Card (FD-258). *

* Forms 2 through 5 shall be completed only upon the advice of the Contracting Officer that an Offeror is the successful candidate for the job.

VI. BENEFITS

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

BENEFITS:

Employer's FICA Contribution Contribution toward Health & Life Insurance Pay Comparability Adjustment Annual Increase (pending a satisfactory performance evaluation) Eligibility for Worker's Compensation Annual and Sick Leave Access to the Embassy commissary (with Associate Membership).

*Note: A US citizen’s salary will be subject to employee’s FICA and Medicare contribution.

VII. TAXES

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

mailto:accrapsc@usaid.gov http://www.usaid.gov/forms/

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

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