USPSC SUPERVISORY EXECUTIVE OFFICER

ISSUANCE DATE: 03/13/2013 CLOSING DATE: 04/22/2013 Gentlemen/Ladies: SUBJECT: Solicitation for Personal Services Contractor (PSC) No. 10-2013 USPSC Supervisory Executive Officer, USAID/Central Asian Republics, Almaty, Kazakhstan The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking proposals (Optional Form 612) from persons interested in the PSC services described in the attached. Submissions shall be in accordance with the attached information at the place and time specified. Any questions may be directed to Markus Dausses, Contracting Officer, and Tatiana Rossova, Personnel Specialist, who may be reached at FAX No. 7-727-250-76-34/35/36, or e-mail [email protected]. Offerors should retain for their records copies of all enclosures which accompany their proposals. Sincerely, Markus Dausses Contracting Officer ATTACHMENT TO SOLICITATION NO. 10-2013 1. SOLICITATION NUMBER: 10/2013 2. ISSUANCE DATE: 03/13/2013 3. CLOSING DATE/TIME SPECIFIED FOR RECEIPT OF APPLICATIONS: 04/22/2013 (6 p.m. Almaty Time) 4. POSITION TITLE: USPSC SUPERVISORY EXECUTIVE OFFICER 5. MARKET VALUE: $99,628-$129,517 per annum (GS-15 equivalent) with 25% Post Differential (currently) (if no qualified candidates available at market value - salary history may be considered) 6. PERIOD OF PERFORMANCE: One year (with possibility for extension) 7. PLACE OF PERFORMANCE: USAID/CENTRAL ASIAN REPUBLICS, Almaty, Kazakhstan 8. JOB DESCRIPTION: A) Basic Function of the Position The Supervisory Executive Officer (S/EXO) reports to the USAID/Central Asian Republics (CAR) Deputy Mission Director. Located in Almaty, Kazakhstan, S/EXO serves as the Regional Executive Officer for USAID/Central Asian Republics (Kazakhstan, Tajikistan, Uzbekistan and Turkmenistan) and USAID/Kyrgyz Republic, as well as the senior manager of the ICASS Alternate Service Provider (ASP) for the Consulate General (CG) Almaty community (6 agencies). In accordance with AID policy (Automated Directives System 527) the S/EXO serves as the principal advisor to the Mission Director and mission staff with full responsibility for providing leadership, advice and staff support in the administrative management functional areas. In this capacity s/he is tasked with developing innovative methods for providing improved administrative and logistical support services. The S/EXO is the focal point and is responsible for ensuring that adequate management and logistical support is provided for all mission administrative services. In Almaty the S/EXO serves as the Executive Office Director and is responsible for coordinating the delivery of effective and efficient administrative and logistic support to the five-country region (four-country USAID/CAR and USAID/Kyrgyz Republic) and the unique International Cooperative Administrative Support Services (ICASS) Alternate Service Provider (ASP) arrangement in Almaty. This ASP provides full management services to the six USG agencies based in Almaty with over 420 customers. The customer base for Executive Office outside Almaty includes 66 staff (15 USDH, 7 USPSCs, and 47 FSNPSCs) in four country offices of USAID/CAR (Astana (Kazakhstan), Dushanbe (Tajikistan), Ashgabat (Turkmenistan), and Tashkent (Uzbekistan)) and two offices (Bishkek and Osh) of USAID/Kyrgyz Republic. S/EXO directs one of two remaining full-service USAID management platforms and is responsible for all executive services including Administrative Support Budget Management, Motor Pool, HR &Training, Procurement, Property Management, Warehouse, Travel, Leasing and Maintenance, Shipping and Customs, IT, C&R, and CLO. The incumbent heads EXO team of 98 staff, including 2 USDHs, 1 USPSC, 3 FMAs (Family Member Appointment) and 92 Foreign Service Nationals (FSN). Duties involve intensive professional/administrative functions of concurrent phases requiring ongoing development and problem resolution including Contracting Officer signatory responsibilities for all simplified acquisition administrative procurement, Personal Services Contracts (PSC) for both US and FSN, and travel authorization actions. The Supervisory Executive Officer: Plans, directs, and administers the management functions of the mission including supervising Executive Office (EXO) staff; Develops, interprets, and ensures implementation of administrative management policies, regulations, and procedures; Formulates, interprets, and communicates long-range principles, policies, and objectives for administrative services programs. Serves as a key communicator of new administrative policies and procedures. Ensures successful implementation of large-scale administrative, Human Resources, and organizational changes; Prepares workforce planning scenarios based on various budget scenarios; Works with implementing partners to ensure an orderly close-out of their activities, particularly as they dispose of USG purchased property; Provides policy advice and guidance on the management and support functions and services required for effective program implementation; Participates in project planning and review to evaluate administrative support implications, feasibility, projected costs, and drafting or advising on appropriate administrative support budgets; Advises and supports the Mission Director on the full range of personnel matters, including development and implementation of appropriate personnel procedures and workout planning. Analyzes mission management requirements and develops the operating expense and administrative program support budgets for the mission. Directs the administration of the operating expense budget and administrative portion of the program support budget to ensure prompt and legal obligation of funds; Serves on Post Boards and Committees as required including the Joint Awards Program, ICASS Budget Committee, Housing Board, etc.; Administers the mission security program under the guidance of the RSO; Manages the following functional areas under the ASP: 1. The General Services section: housing and furniture pools, motor pool services, personal property, shipping and customs, and maintenance (residential and office). 2. The Personnel section. 3. The Travel section. 4. The Procurement section 5. The Information Management Systems: USAID system for the five countries of USAID/CAR and the State Department unclassified OpenNet system in Almaty. 6. The Communications & Records - records management, Pouch, Mail and Messenger services 7. The ASP Community Liaison Office, staffed by two Eligible Family Member (EFM) CLO Coordinator and CLO Assistant, and FSNPSC CLO Administrative Assistant B) Major Duties and Responsibilities: 1. GENERAL ADMINISTRATIVE DIRECTION (35%) Ensure effective and timely delivery of quality services by all Executive Office (EXO) 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. 2. BUDGET AND PROCUREMENT (25%) Prepare and oversee implementation of annual administrative procurement budgets (OE, ASP, and program), to include: a) Solicitation and analysis/approval of acquisition projections of all USAID/CAR 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 required); and f) Oversight of CORs for all continuing requirements and voucher approvals. 3. GENERAL SERVICES (20%) Provide direction for all general services, including: a) Manage the Regional Mission's personal property program, including residential furniture and equipment, office furniture and equipment, and expendable supplies; b) Develop standards for replacing, issuing, using, and controlling USG property; c) Manage the real property program including residential and facilities maintenance; d) Develop space utilization plans for future Mission expansion; and e) Conduct newcomer orientation training for all staff. 4. SAFETY AND SECURITY PROGRAMS (10%) 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 institutional contractor/grantee staff; b) Office and residential evacuation, equipment and procedures; c) Periodic safety training of regional employees; d) Compliance and operation of safety and security programs nine offices in five countries (i.e., seismic, occupational safety, physical, bomb threat, fire and terrorist procedures); and e) Liaison with RSOs in five countries and USAID/SEC. 5. OTHER ACTIVITIES (10%) Serve as Executive Office Director and as mentor and coach for EXO supervisors; a) Explore and, if feasible, develop opportunities for extending USAID services to other customers through the ICASS system; b) Represent USAID in such interagency fora such as the ICASS working group, the Inter-Agency Housing Board, the Post Employment Committee, the Joint Agency Awards Committee. C) QUALIFICATION REQUIREMENTS 1) GENERAL 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). Preference will be given to qualified candidates with a current USAID warrant. The candidate must be capable of securing a U.S. Government "Secret" security clearance; able to secure a medical clearance to serve in Central Asia; willing to travel throughout the five Central Asian Republics and; available and willing to commit to the Contract Performance Period of 12 months. 2.) EDUCATION At least a Bachelor of Science/Arts or equivalent level in Business, Administration or Management or related field is required. Completion of PMCP/FAC mandatory courses for Executive Officer contracting qualification is required. 3) PRIOR WORK EXPERIENCE This is a position that requires maturity and a minimum of 15 years of progressive experience as an Executive/Management Officer with the US Government Agency overseas (USAID experience is preferred) with a proven track record of programmatic accomplishment and professional achievement as well as the ability to function in complex, frequently changing political and economic conditions. Preference will be given to those with experience in Central Asian Republics or other post-Soviet republics. 4) KNOWLEDGE AND TECHNICAL SKILLS Knowledge, experience and demonstrated competency in the management and evaluation of administrative operations to improve their quality, relevance, and cost-effectiveness. Management skills to analyze and resolve a wide range of challenges and problems arising in program implementation; intellectual curiosity; balanced judgment; and the ability to conceptualize - both strategically and programmatically; and an ability to generate trust and effectively liaison with the Embassy and other Agencies counterparts. Knowledge of the political, social, and economic characteristics of former-Soviet countries, preferably Central Asian. Exceptional proficiency in oral and written communications to establish and maintain effective relations with all levels of personnel to represent USAID/CAR within the USG community at post, USAID/W and other USG officials. Strong proficient knowledge of USG and USAID policies and procedures pertaining to administrative operations, computer systems security and contracting. Hands-on experience as Information Systems Security Officer and knowledge of Agency-provided computer software and hardware used in the USAID system. 5) INTERPERSONAL AND LEADERSHIP SKILLS Exceptional leadership, communication and interpersonal skills and demonstrated ability and willingness to function collaboratively and productively as a member of a multi-disciplinary and multi-functional team, and must have the ability to work effectively in a team environment to achieve consensus on policies, activities and administrative matters. Proven ability to work well in complex institutional settings and to develop networks of relationships that facilitate collaboration among colleagues and a genuine interest in assisting USAID staff with expedient program implementation. Must exercise discretion, tact and diplomacy especially when dealing with politically sensitive issues, must be able to interact effectively with a broad range of internal and external partners and USAID clients, international organizations, and host country government officials or NGO counterparts. Technical skills alone are not sufficient to be selected for this position. 6) LANGUAGE SKILLS Must be fluent in English (Level IV) and have proven ability to communicate quickly, clearly, and concisely, both orally and in writing. Russian language skills preferred. D) SELECTION CRITERIA Applicants will be evaluated against the following criteria: Education: 15 points Experience: 30 points Knowledge and Technical Skills: 25 points Interpersonal and Leadership Skills: 25 points Language Skills: 5 points Total: 100 points Notice to Applicants: The USAID reserves the right to obtain from previous employers relevant information concerning the applicant's past performance and may consider such information in its evaluation. 9. APPLYING Qualified individuals are requested to submit a Optional Application for Federal Employment OF-612 including experience, salary history, list of references, and copy of contracting warrant (if available) no later than COB (6 p.m. Almaty time) April 22, 2013 . The form is available at the USAID website, http://www.usaid.gov/forms/ or http://transition.usaid.gov/forms/OF612.pdf. Applications, recent supervisor reference and three (3) personal references, and writing sample may be submitted by e-mail, fax, DHL or FedEx air courier by the closing date, above, to: Tatiana Rossova Personnel Specialist Personnel Office USAID/CAR Almaty 41 Kazibek Bi Street Almaty, Kazakhstan Email: [email protected] Fax: 7 727 2507634/35/36 Email or faxed documentation is preferred as mail delivery may be untimely. To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any cover letter. USAID/CAR expects to award a personal services contract for an off-shore US Citizen for one-year period commencing o/a September 01, 2013, subject to security and medical clearances and funds availability. The duty post for this contract is Almaty, Kazakhstan. 10. Benefits include post differential, housing, and other benefits per USAID regulations. Basic household furnishings will be available in quarters to be provided by USAID. 11. For more information about USAID/Central Asian Republics see Mission's website http://centralasia.usaid.gov/ Attachment 3 AS A MATTER OF POLICY, AND AS APPROPRIATE, A PSC IS NORMALLY AUTHORIZED THE FOLLOWING BENEFITS: 1. BENEFITS Employer's FICA Contribution Contribution toward Health & Life Insurance Pay Comparability Adjustment Annual Increase Eligibility for Worker's Compensation Annual & Sick Leave Eligibility for 401(k) 2. ALLOWANCES (if Applicable). (A) Temporary Lodging Allowance (Section 120). (B) Living Quarters Allowance (Section 130). (C) Post Allowance (Section 220). (D) Supplemental Post Allowance (Section 230). (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 (Section 650). LIST OF REQUIRED FORMS FOR PSCs 1. Optional Form 612. **2. Medical History and Examination (DS-1843) or 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). NOTE: Form 5 is available from the requirements office. * Standardized Regulations (Government Civilians Foreign Areas). ** The forms listed 2 through 5 shall only be completed upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. 3. POLICY GUIDANCE PERTAINING TO PSCs a) ACQUISITION AND ASSISTANCE POLICY DIRECTIVES (AAPDs) and CONTRACT INFORMATION BULLETINS (CIBs) contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to this website http://www.usaid.gov/business/business_opportunities/cib/subject.html#psc to determine which AAPDs and CIBs apply to this contract. b) 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.