SOL_-_Executive_Office_Senior_Advisor_-_signed.pdf

ATTACHMENT

I. GENERAL INFORMATION

1. SOLICITATION NO.: EXO-GH-01

2. ISSUANCE DATE: October 11, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS:

4. POSITION TITLE: Executive Office Senior Advisor, USAID/Ghana

5. MARKET VALUE: $106,595 - $138,572 equivalent to GS-15 Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE: One year.

7. PLACE OF PERFORMANCE: USAID/Ghana - Accra, Ghana

8. SECURITY LEVEL REQUIRED: Facility Access

9. STATEMENT OF DUTIES

i. BACKGROUND

This position is located in the Executive Office (EXO) of USAID/Ghana (Ghana EXO) and will be based in Accra with periodic remote support and travel to Tamale. Working with the Ghana EXO, the Senior Advisor will establish the Ghana EXO Unit and build the capacity of its staff to provide the full range of administration and internal management activities to USAID Ghana Mission, including its field offices in Tamale.

The Ghana EXO Unit provides administrative and logistical support to all program operations. It oversees USAID/Ghana communications and records, non-ICASS local and offshore procurement (within the warrant limits of the Ghana Executive Officer and Mission Director), In-country motor pool operations for USAID/Ghana, personnel functions, property management, implementing partner support, travel and space management. Other functions include developing, executing and monitoring the operating expense (OE) budget in coordination with the Financial Management Office; reviewing program implementation documentation regarding management support requirements; assessing efficiency of internal management policies and procedures; and issuing USAID Administrative management regulations and procedures. The office is responsible for maintaining liaison with Embassy Administrative Officers and for monitoring the quality and quantity of services provided as agreed between the agencies under the Inter-Agency Cooperative Administrative Support Services (ICASS) agreement

ii. BASIC FUNCTION OF THE POSITION

The USPSC EXO Senior Advisor will report directly to the Mission Director (MD). The USPSC EXO Senior Advisor serves the mission on the full range of support services, activities, and oversight to the complex daily operations of the Ghana EXO Office. The USPSC/EXO Senior Advisor will be expected to provide leadership, guidance, and professional expertise and knowledge and collaborate closely with staff in all management and logistical Ghana EXO functions.

The USPSC Executive Office Senior Advisor may serve as acting Executive Officer during periods when no EXO is in Ghana. When Acting EXO, the Executive Office Senior Advisor will administer day-to-day operations of the Ghana EXO Unit.

General Administrative Direction:

Ensure effective and timely delivery of quality services by all Ghana EXO units through:

• Coordination of activities toward the achievement of common objectives;

• Independently plan, design and implement projects/studies; results accepted as authoritative;

• Identification and implementation of productivity-enhancing delivery systems;

• Targeted training for service-provider staff;

• Develop Standard Operating Procedures for the newly established EXO Unit;

• Establish service level agreements with USAID/ West Africa regional support offices;

• Publication and updating of clear guidelines for customers;

• Conducting and analyzing periodic customer satisfaction surveys;

• Maintenance of adequate internal controls to protect USAID assets and monitor internal procedures, and

• Mentor EXO Unit staff, provide career development and in-service training programs.

Budget and Procurement:

Prepare direction for the implementation of annual administrative procurement budgets (OE), to include:

• Solicitation and analysis/approval of acquisition projections of all USAID/Ghana operating units, including PSC contracts and associated costs;

• Maintenance of appropriate system of checks and balances from initial requisition through final disposition of property;

• Provision of adequate competition;

• Adherence to FAR/AIDAR requirements;

• Sign procurement and PSC actions; and

• Oversight of CORs for all continuing requirements and voucher approvals.

General Services:

Provide direction for all general services, including:

• Managing with the ICASS service provider the Mission’s personal property program, including office furniture and equipment, vehicles, and supplies;

• Developing standards for replacing, issuing, using, and controlling USG property;

• Managing the real property program including office and facilities maintenance;

• Management of C&R operations;

• Developing space utilization plans for future Mission expansion; and

• Conducting newcomer orientation training for all staff.

Facility Maintenance and Repair:

Provide direction and training for the maintenance and repair of equipment and services at the USAID building and the USAID/Ghana Mission Director’s Residence, including:

• Managing new construction projects as they arise;

• Provide oversight to Facilities Maintenance staff of the USAID Ghana building; and

• Liaising with USAID and ICASS to ensure that the service standards are adhered to.

Travel Management:

Manage official travel, including:

• Managing E-2 Travel and approving E2 and paper travel requests; and

• Responding to requests for information and conducting limited training on travel-related topics.

Safety and Security Programs:

Provide direction and training on the administration of all aspects of the Mission's safety and security program, including:

• Maintenance of emergency notification systems covering all US and local national employees, TDY visitors, and contractor staff;

• Office and residential evacuation, equipment and procedures;

• Periodic safety training of employees;

• Compliance and operation of safety and security programs; and

• Liaison with RSOs and USAID/SEC.

Other Activities:

• Explore and develop opportunities for improving USAID/Ghana services to customers.

• Advise the Ghana EXO staff on USAID representation in such interagency fora as the ICASS working group, the Inter-Agency Housing Board, the Post Employment Committee, and the Joint Country Awards Committee.

• Develop, interpret, and ensure implementation of administrative management policies, regulations, and procedures.

• Formulate, interpret, and communicate long-range principles, policies, and objectives for administrative services programs. Serve as a key communicator of new administrative policies and procedures.

• Ensure successful implementation of large-scale administrative, human resources, and organizational changes.

• Prepare workforce planning scenarios based on various budget scenarios.

• Provide policy advice and guidance on the management and support functions and services required for effective program implementation.

• Advise, support and train the Ghana EXO on the full range of personnel matters, including development and implementation of appropriate personnel procedures and workforce planning.

• Analyze mission management requirements and, in coordination with the Office of Financial

Management, develop the operating expense budgets for the mission.

1. EXERCISE OF JUDGMENT:

As an experienced Executive Officer, the USPSC Executive Office Senior Advisor will exercise independent judgment and ingenuity to interpret and develop applications and guidelines in devising innovative approaches to resolving technical, administrative, managerial and/or policy problems. Excellent judgment must be exercised in setting priorities. The use of initiative, discretion, and patience is expected from the incumbent in dealing with the USAID/Ghana office and client mission/office personnel as well as representatives from other U.S. Government agencies to resolve problems that arise during the course of work. The USPSC Executive Office Senior Advisor will also be required to follow and adhere to USAID's Code of Ethics and Conduct.

2. SUPERVISION RECEIVED:

While in an Acting EXO capacity, the USPSC Executive Office Senior Advisor will report directly to the Mission Director with minimal supervision or guidance.

3. SUPERVISION EXERCISED:

The USPSC Executive Office Senior Advisor may supervise any or all of the following Ghana EXO divisions: Human Resource Divisions, Procurement Divisions and alternative Service Providers.

4. PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Work is primarily sedentary, but the Ghana EXO Unit is responsible for a building compound that will require occasional physical oversight through walking the compound and inspecting that projects are completed. Work environment is that of a professional office setting.

5. AVAILABLE GUIDELINES:

Because of the scope of activities covered by the Ghana EXO office, there is 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), Agency Secure Image and Storage Tracking (ASIST) and E-2 Travel and most especially the management and organization of USAID/Ghana. 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 USPSC Executive Office Senior Advisor 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.

6. 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 Directors and Deputy Mission Directors. 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. Additionally, the incumbent will coordinate with the ICASS service provider and customers. Nature of contact will vary from information providing/gathering to advice, coordination, and ensuring services received meet establish standards.

7. AUTHORITY TO MAKE COMMITMENTS:

The incumbent’s independent authority to commit U.S. Government (USG funds on behalf of the USG) will be determined by his or her contracting warrant authority, if any.

10. AREA OF CONSIDERATION: Open to U.S. Citizens only (including Permanent legal residents).

11. PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

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

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Work Experience:

A minimum of 10 years of experience in performing and supervising USG management operations specifically related to administrative management for a large and complicated organization, including the following: space planning, property management, procurement, contracting, USG travel, training, and personnel management.. S/he must have experience representing an office at higher levels within the organization.

Language Proficiency:

Fluency (Level IV) in English Language

III. EVALUATION AND SELECTION FACTORS

The following factors will be the basis for the evaluation of applications meeting the required minimum qualifications. All applications will be evaluated based on the documentation submitted with the application.

USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation. The highest ranking applicants may be selected for an interview, but an interview is not always necessary.

Work Experience and Knowledge (40 points):

Work experience should demonstrate the ability to link broad knowledge of administrative skills with larger organizational priorities and goals. Work experience must demonstrate proven ability to work independently with minimal supervision or guidance. Expert knowledge of the broad range of the following: administrative management issues including property management, physical and technical security, general services, personnel management, training, procurement, budgeting, records and correspondence. Demonstrated understanding of programming policies, regulations, budgeting, and documentation. Thorough knowledge of USG systems, including acquisition and assistance, development programming, supply management, contract management, financial management and human resource management is required. Knowledge of managing and administering a broad ranging training programs required.

Skills and Abilities (50 points):

Must possess strong interpersonal and cross-cultural skills enabling him/her to establish and maintain strong contacts with customers both within and outside the immediate office. Proven leadership and management skills particularly with respect to administrative issues are required.

Proven ability to negotiate service level agreements in a complex environment with multiple stakeholders. Ability to develop strategy for complex administration/operations unit. Proven ability to lead, train, mentor and supervise is required. Proven ability to analyze, conceptualize, negotiate, exercise sound judgment, and originate ideas required. Proven ability to identify problems, and develop creative solutions required. Ability to anticipate change and adapt work activities accordingly is required. Ability to develop tools or procedures in response to new operational conditions is essential.

Strong mentoring and training skills are required. Proven ability to understand and resolve complex administrative issues. Must be able to implement strategic management plans in line with guidance provided by the Mission’s front office and directions received from USAID/Washington.

Ability to establish and maintain professional and effective contacts within the Mission and the business community of the Mission is required. Ability to conduct negotiations and discussions in a diplomatic manner while protecting the interest of the Mission is required.

Communication Skills (10):

Demonstrated excellence in oral and written communication, including the ability to obtain, evaluate, and interpret reports, and to effectively communicate USAID’s mission and policies to the public are required. The incumbent must have the ability to make oral presentations logically and persuasively. The incumbent must have the ability to communicate orally and in writing quickly, clearly, and concisely.

Total: 100 points

OTHER REQUIREMENTS:

The incumbent must be:

o A US citizen.

o In possession of, or able to obtain, a Facility Access security clearance.

o In possession of, or able to obtain, a State Department medical clearance for assignment to Accra, Ghana. Details of how to obtain US Department of State medical clearance will be provided.

o Available and willing to work outside the regular 40-hour workweek when required or necessary.

o Willing to travel to work outside of Accra as and when requested.

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 https://www.usaid.gov/forms/aid-309-2.

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 11.

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

4. A current CV/resume. The CV/resume must contain sufficient relevant information to evaluate the

Offers 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.

5. Applicants also must address the above Section III: Evaluation and Selection Factors, in a

Summary Statement to be included in the Offers. This Summary Statement, limited to two (2) pages, must describe specifically and accurately what experience, training, education, and/or awards the applicant has received that are relevant to each selection factor above. The Summary Statement must include the name of the applicant and the announcement number at the top of each page.

6. Applicants must provide a minimum of three (3) and a maximum of five (5) references within the last five years from the applicant’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 applicant’s work knowledge and professional experience. Applicants must provide e-mail addresses and/or working telephone numbers for all references.

https://www.usaid.gov/forms/aid-309-2

7. Hard copies of diplomas, certificates or relevant degrees may be included to corroborate the

CV/resume.

8. Applicants 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.

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. Contractor Physical Examination (AID Form 1420-62); *

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 applicant is the successful candidate for the job.

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

(g) Access to the Embassy commissary (with Associate Membership).

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

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

(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 .

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