Solicitation_72066019R00007_-Deputy_EXO-US-TCN_PSC.pdf

ATTACHMENT 1 72066019R00007

SOLICITATION NUMBER: 72066019R00007

ISSUANCE DATE: March 28, 2019 CLOSING DATE/TIME: April 11, 2019 Kinshasa, DRC Time

SUBJECT: Solicitation for U.S./Third Country National Personal Service Contractor (US/TCNPSC) – Deputy Executive Officer, USAID/DRC

Dear Prospective Offerors:

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

Offers must be in accordance with Attachment 1, Sections I through VII of this solicitation.

Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.

This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offer.

Any questions must be directed in writing to the Point of Contact specified in the attached information.

Sincerely, Charles Pope Contracting Officer

USAID/DRC

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72066019R00007

2. ISSUANCE DATE: March 28, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: April 11, 2019 before and/or on 5:00 PM (DRC local time)

4. POSITION TITLE: Deputy Executive Officer

5. MARKET VALUE: GS-14 ($89,370-$116,181 per annum). The final compensation will be negotiated within the listed market value based on the successful candidate's salary history, work experience and educational background. Salaries over and above the top of the GS 14 pay range will not be entertained or negotiated.

6. PERIOD OF PERFORMANCE: A base of one (1) year with an option of four one year extensions. Exercise of options will depend on continuing need of services, availability of funds and satisfactory or better performance.

7. PLACE OF PERFORMANCE: USAID/Democratic Republic of the Congo, Kinshasa.

8. WHO MAY APPLY: U.S./Third Country National Personal Service Contractor (US/TCNPSC).

9. SECURITY LEVEL REQUIRED: Facility Access or higher. The final selected candidates must obtain an Employment Authorization and medical clearances within a reasonable period of time (USAID will provide details regarding these clearances to the selected candidate).

If such clearances are not obtained within a reasonable time or negative suitability issues are involved, any offer made may be rescinded.

10. STATEMENT OF DUTIES

A. PURPOSE OF THE POSITION

Background:

The USAID/Democratic Republic of Congo (DRC) Executive Office (EXO) provides a full range of administrative and logistical support. It supports USAID/DRC non-presence country (NPC) offices in Republic of Congo and Central African Republic as well as the Office of Foreign Disaster Assistance (OFDA) based in Kinshasa. The incumbent will serve as one of three Deputy EXOs, reporting directly to the Supervisory EXO. The Deputy EXO is direct collaborator and support to the Supervisory EXO. The Deputy Executive Officer may serve Acting Supervisory EXO in his or her absence.

The incumbent is responsible for operationalizing the vision of the Supervisory EXO so that all management, financial, security and administrative functions for USAID/DRC and regional programs are seamless and successful. These duties include, but are not limited to, personnel management for U.S. Direct Hire (USDH), Cooperating Country National (CCNs), Third Country Nationals (TCNs), and U.S. Personnel Services Contractors (USPSCs), property management (personal and real property), International Cooperative Administrative Service System (ICASS) services, Communications & Records (C&R), procurement, travel management, office systems and procedures monitoring, oversight of Information Technology (IT), financial management, USAID Implementing Partner (IP) support, and staff training. The incumbent is an important member of the USAID/DRC management team and reports to the Supervisory EXO but with minimum supervision.

If a third country national (TCN) PSC is selected for award, during the period of this contract, the TCN contractor must provide at least 10 hours/week of training to the cooperating country nationals (CCNs) designated by USAID. The PSC Supervisor will establish a training plan with benchmarks to measure the contractor's progress toward achieving this training deliverable.

B. DUTIES AND RESPONSIBILITIES OF THE POSITION

The specific duties of the Deputy Executive Officer include the following:

Human Resources Management (CCN, USDH, TCN, USPSC) - 20% May plan and direct the personnel management of Mission USDH, CCN, USPSC, and TCN staff.

Collaborates with Mission 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.

General Management (15%) 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 Mission and to achieve the mission's objectives; and plans and directs the continuous evaluation of Mission organization, staffing, and services to ensure effective and efficient use of material and human resources.

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

General Services (GSO), Travel, Procurement - 15% May manage the Mission’s personal property program including office furniture and equipment, vehicles, and supplies; develops and maintains standards for issuance, utilization and control of the Mission’s personal property including equipment, supplies and vehicles. The incumbent may coordinate office space utilization for the Mission and non-presence countries as necessary.

Manages the Mission’s simplified acquisitions to ensure proper procedures are followed in solicitation, evaluation, negotiation and award of contracts for goods and services. Ensures the Mission maintains and procures from a range of reliable sources including local and overseas vendors, government and commercial sources to furnish products and services to meet Mission’s requirements including for USAID staff in non-presence countries. Ensures that procurement actions are properly and thoroughly documented, closed out and filed per regulations. Researches and develops alternative means of supply. Ensures procurement actions adhere to FAR, AIDAR and USG procurement procedures and regulations. Serves as a procurement card holder.

Reviews and serves as approving official for travel prepared through the E2 travel system as well as all staff entitlement travel for home leave, education travel, rest and recuperation, emergency visitation travel, medical evacuations as well as in-country travel for site visits, meetings, international travel for TDY, consultations, training, conferences and workshops.

Respond to requests for travel policy guidance. Manages the Mission Travel Card - assuring that payments are made in a timely manner and any reimbursements due the USG are processed.

Reviews and provides administrative approval of procurement requests, travel vouchers, SF- 1190 forms, public vouchers for official service costs. S/he will provide administrative approval through USAID’s Agency Secure Image and Storage Tracking System (ASIST) system, approve monthly COLA allowances for staff as well as all as approve routine non-procurement obligations and de-obligation actions prepared by the Office of Financial Management (OFM) staff.

Operating Expense (OE) Budget - planning, implementation, and analysis - 10% Collaborates in developing the Operating Expense (OE) budget for the Mission in coordination with the Controller; collaborates with Program and Technical Offices in the formulation of the annual budget resource requirements; and directs the administration of the OE budget, ensuring prompt and legal obligation of funds.

Information and Records Management (Includes IT and C&R) - 15% Plans and directs the Mission's communications and records program. Manages the Information Resources Management Program of the Mission, including all hardware and software applications. May serve as the backup Information Systems Security Officer (ISSO).

Safety and Security and Emergency Preparedness - 15% May serve as Unit Security and Safety Officer (USO) for the Mission. May administer various aspects of the Mission's safety and security program, such as maintaining staff accountability reports and emergency notification systems covering all US and local national employees, TDY visitors, and contractor staff. May provide physical security and safety support to USAID personnel, building (office), official records, and armored vehicles, in coordination with the Embassy's Regional Security Officer (RSO). May assist the Mission to establish a Partner Liaison Security Office (PLSO) The PLSO will be the primary point of contact between the Mission, its IPs, contractors and grantees on matters relating to security. The PLSO will also serve as the USAID liaison to the Embassy Regional Security Office (RSO) for IP security and safety matters.

Interagency Liaison and Management of the ICASS Interagency Agreement - 10% Represents the Mission in overseeing the effective development and administration of Interagency Cooperative Administrative Support Services (ICASS); monitors and ensures that the type, level, and charges for services conform to support agreements and USAID regulations.

May represent USAID/DRC in the ICASS budget working group and, in coordination with the Mission Controller and the US Embassy Kinshasa, completes work load counts for ICASS budget.

Monitors ICASS invoices to ensure Embassy invoices are current and accurate for USAID/DRC as well for ICASS invoices and budgets for Republic of Congo and CAR programs.

May serve as representative for interagency committees such as the Interagency Post Housing Board, the Interagency Awards Committee, and the Inter Agency Post Employment Committee.

POSITION ELEMENTS:

Guidelines: Because of the scope of activities covered by the EXO office, there are a wide variety of regulations that cover the various elements, including the Foreign Affairs Manual (FAM), Automated Directive System (ADS), Standardized Regulations and AID Acquisition Regulations (AIDAR). In addition, some aspects of the job are not directly covered or instructed within the formal regulations such as Global Acquisition and Assistance System (GLAAS) and E-2 Travel and most especially the management and organization of USAID/DRC. 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 Deputy EXO 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.

Authority to Make Commitments: If granted warrant authority, the incumbent will have the authority to sign A&A instruments or other documents within his/her warrant level. The incumbent will be delegated authority for administrative approvals on various documents processed on a daily basis by EXO staff.

Nature, Level and Purpose of Contacts: Internally, the incumbent will interact in terms of passing on knowledge and advice with the entire mission staff, and will be expected to provide expert level advice to the Mission Director, Deputy Mission Directors and Country Representatives in other missions/offices. The incumbent must be able to establish sound and effective relationships with U.S embassy counterparts, including up to the Deputy Chief of Mission level, as well as host country officials both locally and regionally. Nature of contact will vary from information providing/gathering to advice, coordination, and ensuring services received meet establish standards. The incumbent will have frequent high-level working contacts with U.S. Embassy officers in West Africa, host government officials, PVOs, NGOs, and private sector entities to fulfill the major duties and responsibilities of this contract. Often these contacts will be of a sensitive nature, and discretion is required.

Exercise of Judgment: The incumbent must apply a high level of sound independent judgment in all aspects of work, including finding solutions to financial problems and managing a large staff.

In instances not clearly covered by written guidelines, the incumbent will use her/his own personal, well-informed, judgment and ingenuity to interpret the intent of guides in devising innovative approaches to resolving technical, administrative, managerial and/or policy problems.

Excellent (balanced) judgment must be exercised in setting priorities. The use of initiative, discretion, and patience is expected from the incumbent in dealing with USAID personnel as well as representatives from other USG agencies and donor organizations to resolve problems that arise during the course of work for which there is often no clear or immediate solution. The incumbent will also be required to follow and adhere to the Agency's Code of Ethics and Conduct.

C. SUPERVISIORY RELATIONSHIP

Incumbent will be supervised by the Supervisory Executive Officer. Incumbent is responsible for planning and carrying out assignments, prioritizing overall objectives, managing available resources, resolving most conflicts that arise, and coordinating the work with others as necessary and is expected to work independently. The incumbent is expected to take initiative, have strong communication skills and act with little direction but will have no authority to make financial commitments on behalf of the U.S. government unless such authority is specifically delegated.

D. SUPERVISORY CONTROLS

The incumbent will provide supervision to the approximately 3-5 Cooperating County Nationals.

11. AREA OF CONSIDERATION: United States Citizens, and United States Permanent Residents.

For USPSC:

Be a U.S. citizen or U.S. Permanent Resident (“green card holder”);

Submit a complete application as outlined in the solicitation section titled APPLYING;

Be able to obtain facility access authorization;

Be able to obtain a Department of State medical clearance;

Be willing to travel to work sites and other offices as/when requested;

Employment is subject to funds availability and all the required approvals obtained.

For TCNPSC:

Be a Third Country National. Third Country National means an individual: (1) Who is neither a citizen nor a permanent legal resident of the United States nor of the country to which assigned for duty (DRC, and (2) Who is eligible for return to his/her home country or country of recruitment at U.S. Government expenses;

Submit a complete application as outlined in the section titled APPLYING;

Be able to obtain facility access authorization;

Be able to obtain a Department of State medical clearance;

Be willing to travel to work sites and other offices as/when requested.

Employment is subject to funds availability and all the required approvals obtained.

12. PHYSICAL DEMANDS

The primary location of work will be on the U.S.AID compound in Kinshasa, DRC. Work is primarily performed in an office setting, is generally sedentary and does not pose undue physical demands. The requirement for field trip assignments to consult with Mission staff may however expose the incumbent to difficult working surroundings and security risks during the course of travel.

13. POINT OF CONTACT: Priscilla Sampil, at psampil@usaid.gov S/EXO, Ifeoma Ezeh D/EXO iezeh@usaid.gov and/or email at usaidhrkinshasa@usaid.gov.

Note: No in-person appointments or telephone calls will be entertained, unless you are required to have more information about this solicitation.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

To be considered for the position, applicants must meet the minimum qualifications. For those who do, further consideration and selection will be based on panel assessment of the selection criteria, as listed below. Applicants are required to address each of the selection criteria describing specifically and accurately the relevant experience, training, education, and/or awards or recognition. Be sure to include your name and the selection and the solicitation number at the top of each page.

mailto:psampil@usaid.gov

Education: A four-year university degree. Relevant majors include economics, Finance, Political Science, Sociology, Public Administration, International Development, Business Administration/Management or related fields.

Professional Experience: Minimum of fifteen (15) years’ work experience, of which ten

(10) years must include experience in progressively complex operations management or administrative management positions that have included human resources, travel, administrative procurement, space planning, personal property management, records management, security, and other related functions, of which five (5) of these years must have been overseas working in a development context, and in a supervisory management capacity. Work experience must demonstrate proven ability to work independently with minimal supervision or guidance. Experience must be hands-on providing day-to-day direction to support administrative and operational needs of a large complex organization. Proven ability to understand and resolve complex administrative issues.

Demonstrated successful experience in the field of management and administration including personnel administration, management analysis and planning, general services and travel, with a demonstrated knowledge of commodity purchasing and management, procurement, budgeting, planning and contract management aspects of administrative management operations is required. Should be a professional expert in management.

Language: English 4/4 level and French 3/3.

Knowledge Skills and Abilities: The incumbent is expected to train junior and newly hired staff on US government systems and assist them in applying that knowledge in their daily work. Expert knowledge of the broad range of administrative management issues including human resources, procurement, property management, physical security, general services, budgeting, records and correspondence is required. Demonstrated understanding of programming policies, regulations, budgeting, and documentation is required. Familiarity with financial management and human resource management is required. Because the transfer of knowledge is a key component of the position, knowledge of implementation of US government systems at the practical level is required. This is not a purely advisory position and the incumbent must have the necessary detailed knowledge of EXO duties as they are performed by the staff executing the tasks.

Strong mentoring and training skills are required to work with newly hired staff in Kinshasa and at supported operating units in the region. Proven ability to lead, mentor, train, and supervise required. Must possess strong interpersonal and cross-cultural skills enabling him/her to establish and maintain strong contacts with customers both within and outside USAID. Proven leadership and management skills particularly with respect to administrative issues are required. Proven ability to analyze, conceptualize, negotiate, exercise sound judgment, and originate ideas required. Proven ability to identify problems, and develop creative solutions required. Proven interpersonal skills to manage requests with patience and tact are required. Incumbent must have experience working in a team setting. Ability to establish and maintain professional and effective contacts within the Mission and in an interagency context is required.

III. EVALUATION AND SELECTION FACTORS

The Evaluation Factors listed will be the basis for evaluating and ranking applicants for the position. Applicants will be scored based on the documentation submitted within the application. Applicants must submit a supplemental document outlining their responses to the evaluation factors in order to be considered. Only the highest-ranked applicants will be interviewed.

SELECTION PROCESS

After the closing date for receipt of applications, a committee will convene to review applications that meet the minimum requirements and evaluate them in accordance with the evaluation criteria. Applications from candidates who do not meet the minimum requirements will not be scored. As part of the selection process, finalist candidates will be interviewed. Reference checks will be made only for applicants considered as finalists.

The applicant’s references must be able to provide substantive information about his/her past performance and abilities. If an applicant does not wish for USAID to contact a current employer for a reference check, this should be stated in the applicant’s cover letter; USAID will delay such reference checks pending the applicant’s concurrence.

The successful candidate will be selected based on a review of his/her qualifications, work experience, skills, and abilities; an interview; review of academic transcripts, and the results of reference checks. Each sub-factor will be weighted equally within the rating factor. Applicants who receive the highest scores may be invited to be interviewed by the selection committee. The candidate with the highest overall score will be selected based on the criteria below. The hiring panel may check references that have not been specifically identified by applicants and may check references before or after a candidate is interviewed. Security clearances will be required after selection of candidate.

Quality Ranking Factors (QRFs):

1). Technical knowledge of USG overseas administrative management (40 points) Expert level technical knowledge of USG overseas administrative management including human resources, procurement, property management, physical security, general services, budgeting, records and correspondence. Proven ability to understand and resolve complex administrative issues. Demonstrated successful experience in the field of management and administration including personnel administration, management analysis and planning, general services and travel with a demonstrated knowledge of commodity purchasing and management, procurement, budgeting, planning and contract management aspects of administrative management operations is required.

Work experience must demonstrate proven ability to work independently with minimal supervision or guidance. Experience must be hands-on providing day-to-day direction to support administrative and operational needs of a large complex operation as outlined in the position description. Work experience should demonstrate the ability to link broad knowledge of administrative skills with larger organizational priorities and goals.

2). Communications skills (25 points) Strong interpersonal and cross-cultural skills and proven leadership and management skills. Proven interpersonal skills to manage requests with utmost professionalism is required. Ability to establish and maintain professional and effective contacts within the Mission and in an interagency context required. Exceptional proficiency in oral and written communications to establish and maintain effective relations with all levels of personnel to represent USAID within the USG community at post, USAID/W and other USG officials.

3). Leadership and management skills (35 points) Must be a creative and inspired leader, with strong foundational skills in management. to analyze and resolve a wide range of challenges and problems arising in program implementation. Proven ability to negotiate, exercise sound judgment, and originate ideas. Proven ability to identify problems, and develop expedient solutions required.

Proven ability to work well in complex institutional settings and to develop networks of relationships that facilitate collaboration among colleagues. Must have a genuine interest in assisting USAID staff with effective program implementation.

Rating System

1. Technical knowledge of USG overseas administrative management 40 pts.

2. Communications Skills 25 pts.

3. Leadership and Management Skills 35 pts.

TOTAL POSSIBLE POINTS: 100 pts.

IV. APPLYING

Applicants must provide at least three references with current contact information, preferably both an e-mail address and a telephone number. References will be asked to complete a questionnaire that assesses the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above specific criteria.

The references will be asked to provide a general assessment of the applicant’s suitability for the position. It is the responsibility of the applicant to ensure submitted references are available to provide a written or verbal reference in a timely manner.

All applicants must complete the attached Application for Employment (AID 302-3) and submit a cover letter outlining their relevant qualification and experience for the position.

For your application to be considered, the following documents must be submitted:

1. Letter of application/cover letter.

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. Current resume/CV.

4. Written statements of the three factors (Section III.2. Quality Ranking Factors

(QRFs)).

5. 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 13.

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

7. Application must be submitted ONLY via usaidhrkinshasa@usaid.gov and the email subject must say –: 72066019R00007 Deputy EXO, USAID/DRC.

8. Please submit the application only once; and

9. Late and incomplete applications will not be considered; the application must be submitted before or on the closing date at local DRC time.

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) http://www.usaid.gov/forms

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 (if applicable)*:

Section numbers refer to rules from the Department of State Standardized Regulations

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

(b) Post Allowance (Section 220)

(c) Separate Maintenance Allowance (Section 260)

(d) Education Allowance (Section 270)

(e) Education Travel (Section 280)

(f) Post Differential (Chapter 500)

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

* Standardized Regulations (Government Civilians Foreign Areas).

*Eligibilities for allowances are in accordance with Standardized Regulations (Government Civilians Foreign Areas) based on the type of appointment and Mission Policy.

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:

a. 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

b. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms

c. 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 .

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

d. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.

See: https://www.oge.gov/web/oge.nsf/OGE%20Regulations .

END OF SOLICITATION

EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in DRC provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. USAID/DRC also strives to achieve equal employment opportunity in all personnel operations.

The EEO complaint procedure is available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

http://www.oge.gov/web/oge.nsf/OGE%20Regulations