Organization: US Agency for International Development
Country: Democratic Republic of the Congo
Closing date: 05 May 2016
SUBJECT: Solicitation for a U.S. Citizen Personal Services Contractor (USPSC) Executive Officer, USAID/Democratic Republic of the Congo (DRC), Kinshasa, DRC.
To All Interested Applicants:
The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications from qualified U.S. Citizens interested in providing PSC services as described in the attached solicitation. Submittals shall be in accordance with the attached information at the place and time specified.
Interested applicants must submit:
(i) Most current curriculum vitae or resume with cover letter;
(ii) Completed, hand-signed form AID-302-3;
(iii) Three references, who are not family members or relatives, with telephone and email contacts; and,
The CV/resume must contain sufficient relevant information to evaluate the application in accordance with stated evaluation criteria. The applicant’s references must be able to provide substantive information about his/her past performance and abilities. USAID/DRC reserves the right to obtain from previous employers relevant information concerning the applicant’s past performance and may consider such information in its evaluation.
Form AID-302-3 must be signed; those submitted unsigned will be rejected. Applicants should retain for their records copies of all enclosures that accompany their submissions.
Applications shall be submitted by email by the closing date and time. Late applications shall not be considered and will be handled in accordance with Federal Acquisition Regulations (FAR) 15.412.
USAID/DRC anticipates awarding one (1) Personal Services Contract as a result of this solicitation. This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any costs incurred in the preparation and submission of the application.
Application packages must be submitted via e-mail to: email@example.com with a copy to Sandra Kiyanga (firstname.lastname@example.org) and Michael Sampson (email@example.com). Please quote the number and position title of this solicitation on the subject line of your email application.
SOLICITATION NUMBER: SOL-660-16-000007
ISSUANCE DATE: April 13, 2016
CLOSING DATE AND TIME: May 5, 2016, 17:00 Local Time, Kinshasa, Democratic Republic of the Congo
POSITION TITLE: Executive Officer
MARKET VALUE OF POSITION: The position is the equivalent of a GS-15, ranging from $102,646.00 to $133,444 per annum. Final compensation will be based on individual’s salary and work history, experience, and educational background.
EVALUATION FACTORS: Evaluation will be based on a 100-point scale: Education (15 Points); Work Experience and Knowledge (50 Points), and Skills and Abilities (35 Points).
PERIOD OF PERFORMANCE: Three months (3), from June 2016 to
May 2018. Renewable option periods based on the needs of the mission.
PLACE OF PERFORMANCE: Kinshasa, DRC
SECURITY ACCESS: Secret Clearance Level
AREA OF CONSIDERATION: U.S. Citizens Only
11 STATEMENT OF WORK/POSITION DESCRIPTION
A. INTRODUCTION AND BACKGROUND:
The DRC is a strategic priority for the U.S. Government (USG) due to its large size, regional importance, and continued conflict in the East. Despite its tremendous economic potential, it is among the world’s least developed countries and continues to suffer from perceptions of state illegitimacy. It is increasingly clear that the government of the DRC intends to delay presidential elections beyond November 2016, the constitutionally mandated date, and the last year has been marked by closing political space and increasing human rights violations. Numerous insurgent groups across eastern DRC cause large human displacements. This has destabilized the Great Lakes region and the DRC hosts one of the largest peacekeeping forces in the world. Travel throughout the country remains difficult due to insecurity, poor to non-existent roads, and airlines with the world’s worst air safety record. The political, security and logistical environment challenge program implementation.
USAID/DRC is a large Mission and is projected to grow further, with an approved staffing level of 157, including 46 FSOs, 14 Personal Services Contractors (PSCs), three Third Country Nationals (TCNs) and 94 Foreign Service Nationals (FSNs). USAID/DRC implemented $265 million in fiscal year 2015 development assistance (including PEPFAR funds), with an additional $111 million in humanitarian assistance. USAID/DRC’s Country Development Cooperation Strategy integrates investments in education, stabilization, democracy and governance, health, social protection, economic growth, and humanitarian assistance into three cross-cutting Development Objectives. USAID/DRC also implements regional activities through its Central Africa Regional Operating Unit (CAROU).
USAID/DRC’s Executive Office (EXO) delivers PSC Contracting, Data Management, Human Resources, Procurement, Communications and Records, Travel, and General Services to the Mission. We currently have a S/EXO and a Deputy EXO.
B. MAJOR ROLES AND RESPONSIBILITIES:
The USPSC Executive Officer (EXO) will report directly to the Supervisory Executive Officer (S/EXO). The USPSC/EXO serves the mission on the full range of support services, activities, and oversight to the complex daily operations of the EXO Office. The USPSC/EXO will be expected to provide leadership, guidance, and professional expertise and knowledge and collaborate closely with S/EXO staff in all management and logistical EXO functions.
The USPSC/EXO may serve as acting Supervisory Executive Officer for USAID/DRC during periods when no USDH EXOs is at post. When Acting S/EXO, the USPSC/EXO will report directly to the Deputy Mission Director and administer the day-to-day operations of the Executive Office. In addition to the duties described further below, when acting S/EXO the USPSC EXO will have responsibility for Human Resources functions.
The USPSC/EXO is responsible for coordinating the delivery of effective and efficient management and logistical support to the Mission. Liaison with the ICASS provider at post for the provision of services to USAID customers (e.g., housing, motor pool) is another component of service delivery.
General Administrative Direction:
Ensure effective and timely delivery of quality services by all Executive Office units through:
a) Coordination of EXO activities toward the achievement of common objectives;
b) Independently plan, design and implement projects/studies; results accepted as authoritative;
c) Identification and implementation of productivity-enhancing delivery systems;
d) Targeted training for service-provider staff;
e) Publication and updating of clear guidelines for customers;
f) Conducting and analyzing periodic customer satisfaction surveys;
g) Maintenance of adequate internal controls to protect USAID assets and monitor internal procedures; and
h) Career development and in-service training programs.
Budget and Procurement:
Prepare and oversee implementation of annual administrative procurement budgets (OE), to include:
a) Solicitation and analysis/approval of acquisition projections of all USAID/DRC operating units, including PSC contracts and associated costs;
b) Maintenance of appropriate system of checks and balances from initial requisition through final disposition of property;
c) Provision of adequate competition;
d) Adherence to FAR/AIDAR requirements;
e) Sign procurement and PSC actions (Contracting Warrant preferred); and
f) Oversight of CORs for all continuing requirements and voucher approvals.
Provide direction for all general services, including:
a) Managing with the ICASS service provider the Mission’s personal property program, including office furniture and equipment, vehicles, and supplies;
b) Developing standards for replacing, issuing, using, and controlling USG property;
c) Managing the real property program including office and facilities maintenance;
d) Management of C&R operations;
e) Developing space utilization plans for future Mission expansion; and
f) Conducting newcomer orientation training for all staff.
Facility Maintenance and Repair:
The USPSC/EXO will oversee the maintenance and repair of equipment and services at the USAID building, including:
a) Managing new construction projects as they arise;
b) Provide oversight to Facilities Maintenance staff of these two buildings; and
c) Liaising with USAID and ICASS to ensure that the service standards are adhered to.
The USPSC/EXO may assist in managing official travel, including:
a) Managing E-2 Travel and approving E2 and paper travel requests; and
b) Responding to requests for information and conducting limited training on travel-related topics.
Safety and Security Programs:
Administer all aspects of the Mission’s safety and security program, including:
a) Maintenance of emergency notification systems covering all US and local national employees, TDY visitors, and contractor staff;
b) Office and residential evacuation, equipment and procedures;
c) Periodic safety training of employees;
d) Compliance and operation of safety and security programs; and
e) Liaison with RSOs and USAID/SEC.
a) Explore and develop opportunities for improving USAID services to customers.
b) Represent USAID in such interagency fora as the ICASS working group, the Inter-Agency Housing Board, the Post Employment Committee, and the Joint Country Awards Committee.
c) Develop, interpret, and ensure implementation of administrative management policies, regulations, and procedures.
d) 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.
e) Prepare workforce planning scenarios based on various budget scenarios.
f) Provide policy advice and guidance on the management and support functions and services required for effective program implementation.
g) Advise and support the S/EXO on the full range of personnel matters, including development and implementation of appropriate personnel procedures and workforce planning.
h) Analyze mission management requirements and, in coordination with the Office of Financial Management, develop the operating expense budgets for the mission.
C. EXERCISE OF JUDGMENT:
As an experienced Executive Officer, the USPSC/EXO 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/DRC 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/EXO will also be required to follow and adhere to USAID’s Code of Ethics and Conduct.
D. SUPERVISION RECEIVED:
The USPSC/EXO will report directly to the Supervisory Executive Officer (S/EXO) with minimal supervision or guidance.
E. SUPERVISION EXERCISED:
The USPSC/EXO may supervise any or all of the following EXO divisions: Communications & Records, Training, Travel, Personal Property Management and Supply, Data Management Division, Human Resource Divisions, General Service Office, and Alternative Service Provider.
F. PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The Executive Office is a fast-past, short turnaround environment. Work is primarily sedentary, but the Executive Office 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.
G. AVAILABLE GUIDELINES:
Because of the scope of activities covered by the 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) and E-2 Travel and most especially the management and organization of USAID/SA. 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/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.
H. 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. 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.
I. 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. A contracting warrant is highly desirable for this position.
J. EVALUATION 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.
Education (15 points):
Master’s degree, preferably in business administration or public administration.
Work Experience and Knowledge (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 complicated organization, including space planning, property management, procurement, contracting, USG travel, training and personnel management 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 regional mission as outlined in the position description. Incumbent must have experience working in a team setting. Work experience should demonstrate the ability to link broad knowledge of administrative skills with larger organizational priorities and goals. Must have experience representing office at higher levels within the organization. Must be seen by peers and superiors as a professional expert in management operations.
Expert knowledge of the broad range of administrative management issues including property management, physical and technical security, general services, personnel management, training, procurement, budgeting, records and correspondence is required. Demonstrated understanding of programming policies, regulations, budgeting, and documentation is required. Thorough knowledge of international development systems, including acquisition and assistance, development programming, supply management, contract management, financial management and human resource management is required. Knowledge and ability in management of training programs and processes required. Knowledge of managing and administering a broad ranging training program required. Knowledge of mentoring programs required.
Skills and Abilities (35 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 lead, train, and supervise 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. Proven interpersonal skills to manage requests with patience, diplomacy, and a sense of humor required.
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. Demonstrated successful 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 required. 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.
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
K. OTHER REQUIREMENTS:
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 DRC. Details of how to obtain US Department of
State medical clearance will be provided.
- Complete Foreign Affairs Counter-Threat (FACT) Training before arriving in
- Available and willing to work outside the regular 40-hour workweek when required
Willing to travel to work sites/offices outside of Kinshasa as/when requested.
The position is intended to be encumbered by a person having/eligible for a USAID contracting warrant. The warranted PSC 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 highly desirable for this position.
L. SPECIAL NOTE:
This is a limited term contract intended to cover a staffing gap in this position.
How to apply:
M. INSTRUCTIONS TO APPLICANTS:
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.
Please note that the U.S. mail system is not as reliable as other methods of submitting applications. Preferred methods include: courier, overnight mail service, hand delivery, or emailing scanned copies to firstname.lastname@example.org.
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 whether submitted by courier, overnight mail services, hand delivery, fax or e-mail. 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 installation prior to the time and date specified in the solicitation and in accordance with Federal Acquisition Regulation (FAR) 15.412.
USAID/DRC 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:
- Via U.S. Mail:
Unit 2220 Box188
DPO, AE 09828
- If sent via Courier, International or Local Mail use:
Office of Human Resources
198, Avenue Isiro
Democratic Republic of Congo
- If sent via email:
Ms. Sandra Kiyanga
Human Resources Specialist
E-mail address: email@example.com
All questions in response to this solicitation must be directed to:
Mr. Michael Sampson
E-mail address: firstname.lastname@example.org
Applicants should retain for their records copies of all enclosures accompanying their applications.
v). Required Forms for PSCs: The following forms and others shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the position. Additional forms may be required at the time the selection process is completed.
Medical History and Examination (DS 6561)
Questionnaire for the Sensitive Positions (for National Security) (SF-86), or
Questionnaire for Non-Sensitive Positions (SF-85)
vi). 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/DRC reserves the right not to award any contract as a result of this solicitation.
A) SECURITY AND MEDICAL CLEARANCES
i). Medical Clearance: Prior to signing a contract, the selected individual and eligible dependents will be required to obtain a medical clearance or waiver for the country of performance specified. Instructions for obtaining the medical clearance will be forwarded to the selected individual once negotiations have been concluded.
ii). Security Clearance: Prior to signing a contract, the selected individual will be required to obtain a “Secret” clearance level. Instructions for obtaining the security clearance will be forwarded to the selected individual once negotiations have been concluded.
i). USAID Regulations:
Contract Information Bulletins (CIBs): CIBs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to this web site – http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/ to determine which CIBs apply to this contract.
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.
ii). Benefits, Allowances and U.S. Taxes: As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances (however, as conditions at post change, benefits and allowances may also be changed):
a) Employee’s FICA Contribution (applicable to USPSCs only)
b) Annual Contribution towards Health and Life Insurance (applicable to US & TCNPSCs)
c) Pay Comparability Adjustment – – Annual across the board salary increase for USG employees and USPSCs (applicable to US & TCNPSCs)
d) Worker’s Compensation (applicable to US & TCNPSCs)
e) Vacation and Sick Leave (applicable to US & TCNPSCs)
f) Access to Health Unit if employee and/or dependents are medically cleared to serve at post of assignment
- Allowances * (If Applicable):
a) Post Differential (Section 500)
b) Living Quarters Allowance (Section 130)
c) Temporary Lodging Allowance (Section 120)
d) Post Allowance (COLA)(Section 220)
e) Supplemental Post Allowance (Section 230)
f) Payment During Evacuation (Section 600)
g) Education Allowance (Section 270)
h) Separate Maintenance Allowance (Section 260)
i) Danger Pay (Section 650)
j) Educational Travel (Section 280)
* Dept. of State Standardized Regulations (DSSR) (Government Civilians Foreign Areas)
- In-Kind Allowances:
The USG will provide the following in-kind allowances, on par with US Direct Hires at the same location, in lieu of some allowances in paragraph “2. Allowances* (If Applicable)” above:
d) Furnishings (drapes/blinds, rugs, lights, etc.)
f) Guard Services for Residence
- Federal and State Taxes:
a. Federal Taxes: USPSCs are not exempt from payment of Federal Income taxes and will be withheld from compensation payments.
b. State Taxes: USAID does not withhold state taxes from compensation payments. State taxes are solely between the employee and the employee’s state of official residence.
Eligible Family Member (EFM):
An individual related to a USG employee in one of the following ways:
- Spouse or same sex domestic partner (as defined in 3 FAM 1610);
- Child, who is unmarried and under 21 years of age or regardless of age, is incapable of self-support. The term shall include, in addition to natural off-spring, step-children and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;
- Parent (including step-parents and legally adoptive parents) of the employee or of the spouse; when such parent is at least 51% dependent on the employee for support;
- Sister or brother (including step-sisters or step-brothers or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51% dependent on the employee for support, unmarried and under 21 years of age, or regardless of age, incapable of self-support.
Third Country National (TCN):
An individual (i) who is neither a citizen nor a permanent legal resident alien of the United States nor of the country to which assigned for duty, and (ii) who is eligible for return to his/her home country or country of recruitment at U.S. Government expense.
Member of Household (MOH):
Members of household (MOHs) are those persons who have accompanied or joined an employee assigned abroad and who the employee has declared to the chief of mission to be part of his or her household, who will reside at post with the employee, and who are other than legitimate domestic staff. MOHs do not include those persons who are “family members” or “eligible family members.” MOHs are by definition cohabitants. Therefore, employees who declare MOHs must ensure compliance with the provisions of 12 FAM 275, Reporting Cohabitation with and/or Intent to Marry a Foreign National.
Resident hire means a U.S. citizen who, at the time of hire as a PSC, resides in the cooperating country as a spouse or dependent of a U.S. citizen employed by a U.S. government agency or under any U.S. government-financed contract or agreement, or for reasons other than for employment with a U.S. government agency or under any U.S. government-financed contract or agreement. A U.S. citizen for purposes of this definition also includes persons who at the time of contracting are lawfully admitted permanent residents of the United States.
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