Administrative Management Specialist (Deputy Executive Officer), Duty station: Kinshasa, Grade : Equivalent to FSN-12, SOLICITATION NO.: 72066021R1001

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72066021R10010
2. ISSUANCE DATE: April 12, 2021
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: May 10, 2021, at 17:00 (Kinshasa Time)
4. POINT OF CONTACT: Irene WATHAUT at kinshasaexoapplication@usaid.gov
5. POSITION TITLE: Administrative Management Specialist (Deputy Executive Officer)
6. MARKET VALUE: Equivalent to FSN-12 in accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/DRC. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: Five (5) years, estimated to start o/a September 2021. The services provided under this contract are expected to be a continuing nature that will be executed by USAID through series of sequential contracts, subject to the satisfactory performance, the continued need, and the availability of funds.
8. PLACE OF PERFORMANCE: Kinshasa, Democratic Republic of the Congo with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Cooperating Country Nationals as defined in AIDAR Appendix J: “Cooperating country national (“CCN”) means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.”
10. SECURITY LEVEL REQUIRED: Security Certification issued by the U.S. Embassy Regional Security Office.
11. STATEMENT OF DUTIES
12. General Statement of Purpose of the Contract

The Management Specialist functions as one of two Deputy Executive Officers in the Executive Office of USAID/DRC, reporting directly to the USDH Supervisory Executive Officer (S/EXO). The incumbent assists in overseeing delivery of effective personnel, administrative, logistical, and other support services for the Mission.

In this capacity, the Management Specialist helps to organize Executive Office work priorities and serves as an alter ego to the S/EXO as requested. The Management Specialist reviews and pre-approves designated actions for EXO attention, and assigns and follows up on designated management operation tasks to ensure they are carried out properly and within appropriate time limits and customer service guidelines.

The Management Specialist directly supervises the following functions in the Executive Office as assigned by the S/EXO on a daily basis: General Services (this includes liaising with State/ICASS on Housing, Property Management, Maintenance, Warehousing, Shipping, and Motor Pool services); Communications and Records; and Travel (including all local and international travel such as entitlement, Permanent Change of Station travel, training, etc.). The incumbent indirectly supervises Human Resources, Procurement, Training, and Information Technology, but may be assigned supervisory duties for these sections as designated by the S/EXO. The Management Specialist coordinates with the RSO and Implementing Partners on Safety and Security matters when designated. The Management Specialist acts as the Mission Executive Officer when designated in the absence or preoccupation of the USDH D/EXO or S/EXO, and during those times, has overall responsibility for the functions normally carried out by the S/EXO. The Deputy EXO can also backstop the Partner Security Liaison Officer (PSLO). The Management Specialist regularly attends and participates in key meetings with U.S. officials at USAID and the U.S. Embassy/Kinshasa, as designated.

The Management Specialist exercises good judgment, often under stress and with limited time and resources, making decisions and providing advice on USAID management policies, contracting practices, and when providing personal counseling and/or advice to employees. The Management Specialist uses sound judgment in making decisions, in the formulation of expert opinions, and in providing advice to senior Mission management in collaboration with, or the absence of, the USDH D/EXO and/or S/EXO

The Management Specialist maintains contacts at all levels within USAID and the Embassy, as well as with USAID/Washington and host country government officials.

1. Statement of Duties to be Performed

As senior advisor and assistant to the S/EXO, the Management Specialist participates in planning, directing, and administering the Executive Office for USAID/DROC. S/he assists the S/EXO and D/EXO with the high volume of work in the Executive Office Sections, coordinates between Sections, and in coordination with other Mission Offices. The Management Specialist monitors overall performance of the Executive Office, and is charged with ensuring that Mission procedures comply with USAID regulations and United States Government (USG) statutory requirements. The Management Specialist is responsible for management of personnel directly supervised, including completing performance appraisals and making recommendations for personnel actions.

As required, s/he provides guidance and advice to EXO Sections and participates in the decision-making process in Office and Mission administrative management issues. As the alter ego to the S/EXO (or designee), the Management Specialist leads the Executive Office in the absence of the EXOs, including during travel, conferences, and training, etc. The Management Specialist manages and ensures continued effective and smooth operation of the Executive Office in all areas, except signatory authority involving the commitment of USG funds. The Deputy EXO can also backstop the Partner Leadership Security Officer (PLSO).

Daily work responsibilities include:

1. General Services: The Management Specialist oversees the following GSO services: Ensuring efficient delivery of services by State/ICASS with respect to Motor Pool Operations (including the Mission Director’s Chauffeur(s)), Vehicle Maintenance and Records; Customs and Shipping; Maintenance and Repairs of the standalone USAID Building; Property Management; Liaising with the USAID Building Landlord and Maintenance Contractors; and Management of the Custodial Staff at the USAID Building. Other significant duties include Occupational Safety and Space Management. The Management Specialist works with relevant Embassy personnel and GSO staff as needed to ensure that all systems for tracking mileage, fuel, and repair costs in the area of Motor pool Operations, Vehicle Maintenance, and Records are current, and that all required reports are completed and submitted in a timely manner.(S)he approves and signs requests for customs clearance of official shipments eligible for importation under USAID and host-government regulations; Coordinates with the Facilities Maintenance Supervisor to resolve complaints about substandard Janitorial Services under State/ICASS when needed; Ensures compliance with Occupational Safety and Health Standards; Oversees requests for additional or reconfigured office space, as needs dictate, providing various options to best meet requirements within available space; and reviews plans for office moves with the EXO and concerned clients to ensure manpower and materials are available at the time moves are scheduled.

2. Procurement: The Management Specialist ensures appropriate management controls are in place and utilized in all areas of procurement activities; approves requests for advance of funds through local petty cash as needed. The Management Specialist liaises and consults regularly with a wide variety of USAID/Washington offices, private-sector vendors, and contractors. (S)he participates in the development of the annual procurement plan, in concert with the S/EXO, for submission to Mission management and inclusion in the annual Budget Request. 3. Property Management: The incumbent oversees the property management function for non-expendable and expendable property, including office equipment and furniture inventories, as well as the residence for the Mission Director. (S)he ensures that all official property procured by the Mission, non-expendable and expendable, is properly received and that required receiving reports are accurately completed; that all required actions are completed for the proper establishment and maintenance of inventory records; where applicable, supervises all disposal sales, from item selection, completion of disposal authorizations, conduct of the actual sale, and adjustment of property records to comply with Agency regulations; assists State/ICASS in conducting periodic inspections of facilities (USAID Building, Mission Director’s residence) to ensure proper procedures for security, fire prevention, safety, and cleanliness are in place and in compliance with Agency regulations; and, conducts spot checks on various records throughout the year to determine their validity and to ensure that all items are accounted for and that actual accounts match records. The incumbent also ensures that the Mission’s safety and security equipment, IT equipment, and mobile devices are managed according to USG regulations.

4. Maintenance: The incumbent monitors USAID-assigned residential and office building maintenance, including the status of make readies, routine and preventive maintenance, and maintenance of sufficient supplies, equipment, and records.

5. Budgeting: The Management Specialist assists with the following budget-related functions: Developing OE support budgets and monitors obligations of OE and OE Supplemental funds, in coordination with the S/EXO and FMO; Advises the Program Office on the Program Support Objective budget; Participates in ICASS negotiations with the U.S. Embassy, when designated; Reviews ICASS invoices to assure proper allocation of work load counts; Establishes good working relationships and maintains open communication with U.S. Embassy Management Sections, including applicable General Services, FMO, and Security staff, to ensure receipt of services procured under ICASS, and to resolve any outstanding issues. The Specialist is responsible for assisting the S/EXO and the Mission in critically evaluating ICASS services.

6. Policy Planning and Policy Communication: The Management Specialist is responsible for the following: Conducts management analyses and studies as required to recommend or evaluate improvements in management operations; Assists in the planning and direction of a continuing nature to evaluate Mission organization, staffing, and services, in order to ensure maximum utilization of material and human resources; Analyzes requirements and makes administrative and technical recommendations to Mission management as requested; Develops and implements appropriate internal Mission management systems and policies; Drafts or clears Mission Orders, Management Notices, and correspondence from EXO on management policies, as needed or required; Serves on the Management Control Review Committee (MCRC) and the Federal Managers Financial Integrity Act committee (FMFIA), to ensure implementation of regulations.

7. Support to Institutional Contractors: The incumbent provides: Administrative support, guidance, and clarification to Institutional Contractors (IC) in such areas as acquiring visas, business permits, expatriate quotas, resident permits for expatriates, registration with the host government, VAT exemptions and other related tax issues, registration of official program vehicles, aviation/airport issues, motor vehicle licenses; program vehicle insurance, and Mission and host-government policies guiding these and other issues. The Management Specialist develops close working contacts with Government officials, especially with the officials handling issues affecting IC operations in Kinshasa. The incumbent communicates with ICs on safety and security matters as requested.

The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.

1. Supervisory Relationship

The Management Specialist works with a high degree of independence. Assignments are made orally and in writing. The S/EXO, in consultation with the incumbent, sets priorities and deadlines in terms of policy, priority, results to be achieved, and basic approaches. The Management Specialist reviews completed written work, and provide clearance on external correspondence, as directed. The S/EXO provides guidance on major decisions regarding Executive Office and Mission activities, taking into account the incumbent’s recommendation.

1. Supervisory Controls

Direct supervision of 5 EXO staff including 2 section heads. Indirect supervision of approximately 10 other EXO staff. Can step in to supervise all sections within the Executive Office as requested or serve as the Alter Ego of one of the two USDH EXOs when needed. Provides counsel, advice or instructions to staff members as well as daily supervision. Provides guidance and indirect supervision to outside contractors on special administrative projects as requested for travel, construction, maintenance, security, and other administrative matters.

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

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION Determines minimum qualifications required for the position. Offerors who do not meet all of the education, experience and language factors are considered NOT qualified for the position.

a. Education: Possession of a Baccalaureate Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) in business administration, financial management, or a field related to administrative management is required.

b. Prior Work Experience: Minimum of seven years of progressively responsible professional administrative experience, developing and implementing management procedures, contracting, procurement, involving human resources or any combination thereof is required.

c. Language Proficiency: Written and oral French and English at the IV level are required.

III.EVALUATION AND SELECTION FACTORS The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

The Quality Ranking Factors listed below will be the basis for evaluating and ranking applicants for the position.

QUALITY RANKING FACTORS (QRF):

JOB KNOWLEDGE – 40 points:

The Management Specialist must have an in-depth knowledge, or the ability to quickly gain such
knowledge, of a highly technical body of government laws, regulations, instructions, procedures,
policies, and practices relevant to administrative management, human resources management,
budget and fiscal administration, travel, building management, property management,
procurement and contracting, C&R, and other administrative procedures, regulations, and
requirements sufficient to provide administrative and technical (when required)
supervision of Executive Office personnel.

SKILLS AND ABILITIES – 60 points:

Excellent supervisory, analytical, and interpersonal skills, tact, and diplomacy are required.
Ability to be proactively manage tasks and work accurately and efficiently with minimal supervision
is essential. The Management Specialist should also have good leadership and managerial skills, and
a personality that inspires confidence in FSN employees and permits the maintenance of effective
working relationships with employees and supervisors. The following are required: ability
to forecast needs for resources, to plan and assess issues/problems and develop realistic
solutions; ability to train subordinate personnel, and to tactfully and efficiently work with
American officers and FSN, USPSC, TCN and other personnel so that the Executive Office
provides the best administrative support and customer services possible to the Mission; ability
to create and maintain a good working climate, in order to ensure maximum productivity in a
service-oriented manner; ability to negotiate effectively with Embassy and ICASS
administrative personnel, and host- country government and business officials on USAID
operations and resources.

Satisfactory Professional Reference Checks-Pass/Fail (no points assigned) TOTAL POSSIBLE POINTS:
100

EVALUATION PROCESS:

After the closing date for receipt of applications, EXO/HR Unit will review all applications and
will short-list the candidates who meet and/or exceed the minimum qualification requirements for
the position. A committee will then convene to review applications that meet and or exceed 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 evaluated and scored. Only
shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants.

As part of the evaluation process, the most qualified candidates may be requested to complete a
written test and be interviewed either in person or by telephone at USAID’s discretion. USAID will
not pay for any expenses associated with the interviews.

Professional references checks will be made only for applicants considered for employment. The
applicant’s references must be able to provide substantive information about his/her
past performance and abilities. Note: Please be advised that references may be obtained
independently from other sources in addition to the ones provided by an offeror. Any offeror not
receiving satisfactory reference checks will no longer be considered for the position.
The security clearance and medical clearance are required for the top-ranking candidate, after
conducting and receiving the positive reference checks at the conclusion of evaluations.
from other sources in addition to the ones provided by an offeror. Any offeror not
receiving satisfactory reference checks will no longer be considered for the position.
The security clearance and medical clearance are required for the top-ranking candidate, after
conducting and receiving the positive reference checks at the conclusion of evaluations.
from other sources in addition to the ones provided by an offeror. Any offeror not
receiving satisfactory reference checks will no longer be considered for the position.
The security clearance and medical clearance are required for the top-ranking candidate, after
conducting and receiving the positive reference checks at the conclusion of evaluations.

How to apply

IV. SUBMITTING AN OFFER

1. Eligible Offerors are required to complete, sign, and submit the offer form-
   DS-174 Application for U.S. Federal Employment with a cover letter and CV. All the
   three documents must be in English. The DS-174 Application form can be found in the USAID website
   https://www.usaid.gov/documents/ds-174-form”
2. Offers should also include a supplemental document of up to two pages that demonstrates how
   prior experience and/or training directly address the Quality Ranking Factors stated above (Job
   Knowledge and Skills & Abilities).
3. Offerors must provide a list of minimum three (3) professional references who are not family
   members or relatives, with complete name, title, organization where he/she works, description of
   relationship, with working/accurate telephone and e-mail numbers. The applicant’s
   references must be able to provide substantive information about his/her past performance and
   abilities.
4. Offers must be received by May 10, 2021 at 17:00 (Kinshasa Time) submitted to the Point of
   Contact in Section I.
5. Offeror submissions must clearly reference the Solicitation number on all offeror submitted
   documents.
6. Offers must be submitted ONLY by e-mail attachment to kinshasaexoapplication@usaid.gov and the
   e-mail subject must say: 72066021R10010-Administrative Management Specialist (Deputy Executive
   Officer).
7. Please submit the Offer only once; and
8. Late and incomplete Offers will not be considered.