SOL-696-16-000005_-_Supervisory_Executive_Officer_5-12-16_modified.doc

SOL-696-16-000005

SOLICITATION NUMBER:

SOL-696-16-000005

ISSUANCE DATE:

May 11, 2016

ATTACHMENT 1

I. GENERAL INFORMATION

1. SOLICITATION NO.:

SOL-696-16-000005

2. ISSUANCE DATE:

May 11, 2016

3. CLOSING DATE/TIME:

June 10, 2016 at 1:00 p.m. (Kigali Time)

4. POSITION TITLE:

Supervisory Executive Officer

5. MARKET VALUE:

Position is classified at GS-15 with annual salary range of

$102,646 to $133,444 p.a. Final compensation will be negotiated within the listed market.

6. PERIOD OF PERFORMANCE:

1 Year. Level of effort is full time (40 hours per week).

7. PLACE OF PERFORMANCE:

Kigali, Rwanda

8. SECURITY LEVEL REQUIRE:

Secret Clearance Level

9. STATEMENT OF DUTIES:

A. BACKGROUND INFORMATION

The Supervisory Executive Office is responsible for OE budget management, human resources, information technology, procurement, travel services, communication and records as, well as the planning and budgeting of procurement and logistics for USAID operations for USAID/Rwanda and the Country Office in Burundi. In FY15, the USAID/Rwanda and Burundi operating year budgets were about $4.6M and $1.5M, respectively.

B. BASIC FUNCTION

The contractor is responsible for coordinating the delivery of effective and efficient administrative and logistical support to USAID/Rwanda and Burundi. The contractor is the liaison with the ICASS provider at post for the provision of services to USAID customers (e.g., housing, motor pool).

The contractor will oversees security and safety for the USAID Mission personnel, coordinate essential post protection and travel security with the RSO, provide import and customs support to USAID Implementing Partners, serve as the Mission Training Officer, perform duties as a member of the Mission’s Senior staff, the Embassy Emergency Action Committee, the Post Employment Committee, the Post Awards Committee, the ICASS Budget Committee, and the Embassy Inter-Agency Housing Board. Management services are consolidated under ICASS. S/he supervises ten FSNs employees and reports to the Deputy Mission Director.

C. MAJOR DUTIES AND RESPONSIBILITIES

Specifically the Supervisory Executive Officer is responsible for:

Program Planning:

· Participate in the formulation of Mission policies on program development, implementation and evaluation.

· Advise USAID/Rwanda and Burundi on appropriate organizational structure and manpower requirements for American, FSN and TCN personnel assigned to USAID/Rwanda and Burundi.

· Review Mission development assistance projects for their management support requirements.

· Collaborate with responsible Mission officials in developing manpower needs and logistical support requirements within budgetary limitations.

Budget Planning:

· Collaborate with the USAID/Rwanda Controller in the development of the operating expense budget.

· Collaborate with the program and technical offices in the formulation of the Mission program budget.

Management Analysis and Planning:

· Develop and prescribe appropriate internal management systems and policies.

· Interpret USAID/Washington management regulations, and direct their application to facilitate their provision to the mission for total management support.

· Plan and direct the continuous evaluation of Mission organization staffing and services to ensure effective maximum utilization of material and human resources.

· Establish and maintain a directive system for internal issuance of policies, procedures, and notices to Mission personnel.

Personnel Management:

· Plan and direct the personnel management of the Mission for American, FSN and TCN employees taking into consideration manpower development requirements.

· Collaborate with Mission officials in the proper placement of personnel and recommends action to assure maximum utilization of personnel.

· Provide general counseling service to employees and manage employee relations problems as they arise.

· Plan and conduct orientation for new employees and their families and assume leadership in planning and conducting staff development activities.

· Advise and develop programs and activities concerned with employee services such as social and recreational activities, etc.

Administrative Services:

· Serve as USAID’s primary liaison to the ICASS service provider to help ensure satisfactory levels of services are provided to support the USAID/Rwanda Mission and Burundi. Provide overall direction for the Mission's support services.

· Plan and direct the Mission's programs of acquisitions, space management and maintenance of office equipment.

Contract Management:

· Exercise contracting and/or purchasing functions in accordance with AID Acquisition Regulations (AIDAR) 41 CFR 6, and Federal Acquisition Regulations (FAR's) 41 CFR 1 through a Delegation of Authority from the AID Procurement Executive.

· Serve as the lead officer for simplified acquisition OE procurements.

· Serve as the Mission’s primary Contracting Officer for personal services contracts.

Embassy Administrative Support:

· Represent the Mission in developing and administering ICASS administrative support agreements with the Embassy.

· Monitor the type and level of services and assessed charges for services rendered under ICASS and other support agreements.

· In collaboration with the USAID/Rwanda Controller, monitor ICASS expenses to insure that the Agency is being properly billed.

C. SUPERVISION RECEIVED

The contractor will report directly to the Deputy Mission Director and perform assigned work with minimal supervision or guidance.

D. SUPERVISION EXCERCISED

The contractor will directly supervise the Deputy EXO and oversee the effective functioning of the following EXO divisions: Communications & Records, Training, Travel, Information System Division, and Human Resource Division.

10. PHYSICAL DEMANDS

The USAID/Rwanda and Burundi Executive Office is a fast-paced, short turnaround environment in a professional office setting.

11. POINT OF CONTACT: Anne Gakuba, email at agakuba@usaid.gov.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

CORRECTION - Education ( 15 points): The incumbent must have a bachelor degree, preferably in business administration or public administration.

Experience (50 points): Ten to fifteen years of progressively responsible experience in performing and supervising USG management operations or overseas experience specifically related to administrative management for a large and complex organization, including space planning, property management, procurement, contracting, USG travel, training and personnel management is required.

The candidate work experience must:

· Demonstrate a professional expert in management or master Executive Officer;

· Demonstrate proven ability to work independently with minimal supervision or guidance;

· Be hands-on providing day-to-day direction to support administrative and operational needs of a large complex mission as outlined in the position description;

· Demonstrate experience working in a team setting;

· Demonstrate the ability to link broad knowledge of administrative skills with larger organizational priorities and goals;

· Demonstrate prior representational experience at higher levels within the organization;

· Be seen by peers and superiors as a professional expert in management operations;

· Demonstrate Expert knowledge of the broad range of administrative management issues including property management, general services, personnel management, training, procurement, budgeting, records and correspondence;

· Demonstrate understanding of programming policies, regulations, budgeting, and documentation;

· Demonstrate thorough knowledge of international development systems, including acquisition and assistance, development programming, supply management, contract management, financial management and human resource management;

· Demonstrate knowledge and ability in the management and administering a broad ranging training program and processes; and

· Demonstrate knowledge of mentoring and coaching staff.

Skills and Abilities (35 points) – All required:

· Strong interpersonal and cross-cultural skills enabling him/her to establish and maintain strong contacts with customers both within and outside the immediate office;

· Leadership and management skills particularly with respect to administrative issues;

· Ability to lead, train, and supervise;

· Proven ability to analyze, conceptualize, negotiate, exercise sound judgment, and originate ideas;

· Ability to identify problems, and develop creative solutions;

· Ability to anticipate change and adapt work activities accordingly;

· Ability to develop tools or procedures in response to new operational conditions;

· Patience, diplomacy, and a sense of humor to be able to manage different personalities;

· Strong mentoring and training skills; especially in regards to managing the USAID/Rwanda training program;

· Ability to understand and resolve complex administrative issues

· Ability to implement strategic management plans in line with guidance provided by the Mission’s front office and directions received from USAID/Washington;

· Experience in the field of management and administration, including personnel administration, management analysis and planning, general services and travel in an international context supporting development initiatives;

· Ability to establish and maintain professional and effective contacts within the Mission and the business community of the Mission;

· Ability to conduct negotiations and discussions in a diplomatic manner while protecting the interest of the Mission.

· 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;

· Ability to make oral presentations logically and persuasively and in writing quickly, clearly, and concisely.

III. EVALUATION AND SELECTION FACTORS

USAID/Rwanda expects to award a one year personal services contract. Applicants meeting the required qualifications for the position will be evaluated based on information presented in the application and obtained through reference checks. USAID reserves the right to conduct telephonic interviews with the most highly ranked applicants and make the interview a deciding factor in selection.

The incumbent must be:

· A US citizen;

· In possession of, or able to obtain, a Secret level security clearance;

· In possession of, or able to obtain, a State Department medical clearance for assignment to Kigali, Rwanda. Details of how to obtain US Department of State medical clearance will be provided.

· Complete Foreign Affairs Counter-Threat (FACT) Training before arriving in Kigali, Rwanda;

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

· The position is intended to be encumbered by a person having/eligible for a USAID contracting warrant. The warranted PSC Supervisory Executive Officer will have the authority to sign procurement instruments and Personal Services Contracts that require a USAID delegation of authority to make determinations that have the effect of contractually binding the United States Government (normally at $1,000,000 for PSCs and $150,000 for simplified acquisitions). A contracting warrant is required for this position.

Applicants must address all the below elements as part of their offer in response to this PSC solicitation.

IV. APPLYING

For applicants to be considered for this position the following guidelines will be adhered to and forms completed, signed and submitted, to allow the evaluation committee to thoroughly and objectively review your application vis-a-vis the requirements of the position.

i). Marking Applications: To ensure consideration of applicants for the intended position, please reference the solicitation number on your application, and as the subject line in any cover letter, as well as using the address/delivery point specified in this solicitation.

ii). CV: An up-to-date curriculum vitae (CV) or resume. Your 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. Applicants are encouraged to write a brief appendix to demonstrate how prior experience and/or training addresses the minimum qualifications and evaluation criteria set forth in the solicitation.

iii). Form AID-302-3: The submitted form must be signed and completed as much as possible and may reference the CV/resume for a greater detailed explanation of work experience rather than repeat it in the Form AID-302-3. Form AID-302-3 is available at the USAID web site, http://auslnxapvweb01.usaid.gov/forms/formsnumeric.html, or at USG offices iv). References: Three (3) to five (5) references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. Reference checks will be made only for applicants considered as finalists. If an applicant does not wish for the current employer to be contacted as a reference check, this should be stated in the applicant’s cover letter. The interviewing committee will delay such reference check pending communication with the applicant.

Submittals shall be in accordance with the attached information at the place and time specified. In order to be considered for the position a candidate must meet the Minimum Qualifications listed in the solicitation. Consideration and selection will be based on a panel evaluation of the applications vis-a-vis the Evaluation Criteria. Applicants should note that the salary history for the purposes of the AID 302-3 form is the base salary paid, excluding benefits and allowances such as housing, travel, educational support, vehicle use, etc. Applicants are reminded and required to sign the certification at the end of the AID 302-3 form.

Applications must be signed and dated. In addition, hard copies of certain documents may be requested. Applicants are responsible for submitting the AID 302-3 form, so as to reach the Government office designated in the solicitation by the closing date and time specified in the solicitation. An application received after the closing date and time will be considered late, unless there is acceptable evidence to establish that it was received by the Government institution prior to the time and date specified in the solicitation and in accordance with Federal Acquisition Regulation (FAR) 15.412.

USAID/Rwanda reserves the right not to award any contract as a result of this solicitation.

Only short-listed candidates will be contacted.

Methods of Submission of an Application:

Electronic submission is authorized and the most preferred. Electronic application packages are to be submitted by email to: KIGALIHR@USAID.GOV. Please quote the number and position title of this solicitation on the subject line of your email application. Be sure to include the announcement number at the top of each of the additional pages.

v). Late Submissions: Qualified individuals should note that applications must be received by the closing date and time at the address specified in the cover letter or they will not be considered eligible for evaluation or award, unless Contracting Officer determines that the documents were mishandled by the receiving agency. The closing time for the receipt of applications is 5:00 pm, local time, on the date specified on the covering letter to this solicitation. You are directed to Federal Acquisitions Regulation, Part 15.208 “Submission, modification, revision, and withdrawal of proposals” for further information. USAID/Rwanda reserves the right not to award any contract as a result of this solicitation.

V. LIST OF REQUIRED FORMS FOR PSC HIRES

Once the CO informs the successful Applicant about being selected for a contract award, the CO will provide the successful Applicant instructions about how to complete and submit the following forms.

Medical History and Examination (DS 6561)

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

Questionnaire for Non-Sensitive Positions (SF-85)

Finger Print Card (D-258)

VI. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a USPSC policy, and as appropriate, a PSC is normally authorized to receive benefits and allowances in accordance with the AIDAR Appendix D (however, as conditions at post change, benefits and allowance may also be changed A. Benefits

· Employee's FICA Contribution

· Contribution toward Health & Life Insurance

· Pay Comparability Adjustment

· Annual and Sick Leave

· Medevac Insurance

· Access to Embassy medical facilities

· Cost of Travel to/from Post

B. Allowances (If Applicable):

· Post Differential (Section 500)

· Living Quarters Allowance (Section 130)

· Temporary Lodging Allowance (Section 120)

· Post Allowance (Section 220)

· Supplemental Post Allowance (Section 230)

· Separate Maintenance Allowance (Section 260)

· Education Allowance (Section 270)

· Education Travel (Section 280)

· Post Differential (Chapter 500)

· Payments during Evacuation/Authorized Departure (Section 600)

· Danger Pay Allowance (Section 650)

VII. TAXES

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

VIII. ACQUISITION AND ASSISTANCE POLICY DIRETIVES (AAPDS) AND CONTRACT INFORMATION BULLETIN (CIBS) PERTAINING TO PSCs

1. AAPDs and CIBs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to this web site – http://www.usaid.gov/work-usaid/aapds-cibs to determine which AAPDS/ CIBs apply to this contract.

2. AIDAR: The Agency for International Development Acquisition Regulation (AIDAR) Appendix D - Direct USAID Contracts With U.S. Citizens or U.S. Residents for Personal Services Abroad found at: http://www.usaid.gov/policy/ads/300/aidar.pdf is the primary regulation governing USPSCs for USAID.

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