SOLICITATION NOTICE
R -- USPSC-Regional Executive Officer (GS-15) Dominican Republic
- Notice Date
- 3/27/2013
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 812990
— All Other Personal Services
- Contracting Office
- Agency for International Development, Overseas Missions, Dominican Republic USAID-Santo Domingo, Unit #5541, APO, 34041-5541
- ZIP Code
- 34041-5541
- Solicitation Number
- SOL-517-13-000002
- Archive Date
- 4/27/2013
- Point of Contact
- Soraya A Morillo, Phone: 809-731-7042, Ana C. D�, Phone: 1-809-731-7044
- E-Mail Address
-
smorillo@usaid.gov, andiaz@usaid.gov
(smorillo@usaid.gov, andiaz@usaid.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- ISSUANCE DATE: March 27, 2013 CLOSING DATE: April 12, 2013 SUBJECT: Solicitation No. SOL-517-13-000002 Personal Services Contract - USAID/Dominican Republic- USPSC Regional Executive Officer Salary range US$99,628.00 to US$129,517.00 (GS-15) Ladies and Gentlemen: The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications from qualified U.S. citizens to provide personal services as described in the attached solicitation. The length of this position is estimated to be one (1) year and final contracting action will be contingent to funds availability. Submittals shall be in accordance with the attached information at the place and time specified. Any questions on this solicitation may be directed to: Ana Díaz or Soraya Morillo USAID/Dominican Republic Telephone Number: 809-731-7044/809-731-7042 E-mail address: andiaz@usaid.gov and smorillo@usaid.gov Applicants should retain for their records copies of all enclosure which accompany their applications. All applications and the required documents should be submitted to the following persons by April 12, 2013, 4:00pm Eastern Time: Soraya Morillo/Ana Díaz USAID/Dominican Republic Telephone Number: 809-731-7042/ 809-731-7044 Fax Number: 809-221-0023 E-mail: smorillo@usaid.gov E-mail: andiaz@usaid.gov Sincerely, Luis Garcia Regional Contracting Officer   SCOPE OF WORK 1. Recommended position title: Regional Executive Officer (R/EXO) 2. Organizational location of position: United States Agency for International Development (USAID)/Dominican Republic, Executive Office. Incumbent will also serve as the Executive Officer for the client missions. 3. Position title/grade of direct supervisor: Deputy Mission Director, FE-00 4. Introduction: The Executive Officer (EXO) serves as the Regional EXO (R/EXO) for the missions in the Dominican Republic, Jamaica, Barbados and the Eastern Caribbean, and is responsible for the management, administrative, and logistic support to those missions. Areas of responsibility include, but are not limited to: USDH, USPSC, TCN and FSN Human Resources Management, Information Technology, Communications & Records, Travel, Operating Expense and Program Support Budget Management, USAID Security Operations, USAID Building Management and all other services not provided through the International Cooperative Administrative Support Services (ICASS) platform, managed under the Department of State. The R/EXO is the USAID representative with STATE/ICASS for services the missions are subscribed to, such as: General Services, Health Services, Security, CLO, Non-Residential and Residential Building Operations, Administrative Procurement and Non-Expendable and Expendable Property Management. The R/EXO also takes an active role serving on interagency committees such as the Interagency Housing Board, ICASS Council, Property Survey Board, Awards Committee, and others as required. Lastly, the R/EXO takes a lead role on all activities related to the Development Leadership Initiative (DLI) in the covered missions. The R/EXO is expected to have contracting warrant authority and therefore is responsible for executing contractual obligations to support the Administrative Operations of the covered missions. In the Dominican Republic, Post is scheduled to move to a New Embassy Compound in early February 2014, therefore, it is expected that the incumbent will be involved in discussions, negotiations, employee accommodations and all matters related to the move. 5. Duties and responsibilities of the position: The R/EXO is responsible for the administrative management of the Dominican Republic, Jamaica and Barbados/Eastern Caribbean missions, including the following functional areas: a. Human Resources Management (1) Supporting the planning of personnel management operations for the Direct-Hire and Personal Service Contract employees. (2) Collaborating with mission officials on staffing and workforce planning issues, and recommending actions to ensure maximum effective use of personnel. (3) Overseeing the recruitment and selection of new personnel. (4) Exercising classification authority for USAID positions. (5) Coordinating training and staffing development opportunities for the mission and overseeing the Mission Awards program; actively participating in the Employee Development Committee and Mission Training Committees. (6) Counseling employees and their families on a wide range of subjects, including allowances, education, equal opportunity, career development, onward assignments, and employee relations. (7) Ensuring that accurate personnel data is input into HR automated systems. (8) Overseeing Missions compliance with AEF procedures, processes, and deadlines. b. Administrative Management and General Services (1) Carrying out the mission's administrative management operations. (2) Overseeing the planning and management of the mission's personal property acquisition, management, and disposal programs. (3) Serving as the mission representative to the Interagency Housing Board. (4) Overseeing the planning and management of the mission's communications and records program. c. Management Analysis and Planning (1) Managing all administrative and logistical support services and resources for the missions in the Dominican Republic and client missions. Directing and coordinating activities of the Executive Office and generally ensuring that EXO activities are carried out in a timely and efficient manner. (2) Developing internal management systems and implementing procedures, including the establishment and maintenance of a mission directives system. The directives system may include Mission Orders and Notices which supplement ADS policies and procedures to address unique post-specific requirements. (3) In coordination with the Regional Legal Advisor (RLA), interpreting USAID management regulations and ensuring mission compliance. (4) Developing the appropriate organizational structure and staffing requirements necessary to meet the program and administrative responsibilities of the mission. (5) Regularly evaluating the mission's organization, staffing, and services to ensure the efficient use of material and human resources. d. Budgetary & Financial Planning (1) Overseeing the formulation and management of the Operating Expense (OE) budget for the mission in coordination with the Controller; (2) Providing business support to the formulation of the Program Support Budget in coordination with the Controller. (3) Directing the administration of the OE budget, ensuring prompt and legal obligation of funds; (4) Monitoring OE-funded obligations for compliance with the forward funding policy; (5) Ensuring administrative closeout of awards and de-obligation of any residual balances; and (6) As Obligation Manager, serves as a Contracting Officer for OE and Program Support Costs, ensuring, in coordination with the Controller, that obligations are consistent with Agency funding policies and oversee the monitoring of obligated funds and requesting to de-obligate excess or unneeded funds. e. Program Support (1) Actively participating on program strategic objective teams with a focus on the personnel and material resource aspects of achieving the Mission's strategic objectives. (2) Participating in the formulation of mission policies on program development, implementation, and evaluation. (3) Reviewing mission development assistance activities for their management support requirements and participating in the design of the administrative/logistical components of the activities. f. Contract Management Overseeing the personnel contracting functions. Executing contracting actions within delegated warrant authority. g. Interagency Administrative Support Services (1) Representing the mission in the International Cooperative Administrative Support Services (ICASS) platform, oversee the coordination with the Mission Controller and ICASS services providers. (2) Monitoring and ensuring that the type, level, and charges for services to ensure conformance with support agreements and USAID regulations. h. Information Resources Management Overseeing the day-to-day operations of the Information Technology Unit, including all hardware and software applications. The R/EXO also serves as the mission Information Systems Security Officer (ISSO). i. Travel and Transportation Overseeing the preparation, approvals and issuance of Travel Authorizations in accordance with policy and regulations, ensuring that all legal and regulatory requirements are met. Responsible for providing guidance on travel regulations to mission staff. Coordinating with the Travel Management Center for issuance of airline tickets. j. Security and Safety Serving as Unit Security Officer for the mission and, in collaboration with the Regional Security Office and the USAID Office of Security (SEC), ensuring compliance with required security programs. In coordination with RSO and USAID/SEC, overseeing the installation of security upgrades on office and residential facilities. k. Administrative Support to Contractors Advising the Contracting Officer on the administrative support available for a contractor and providing the support during the period of the contract in accordance with the provisions of the contract. Providing guidance on tax and duties exonerations processes for USAID's contractors and grantees under USAID bilateral agreements. l. Mission management Serving as a member of the Dominican Republic Mission Senior Staff, participating in weekly staff meetings, MCRC and related mission-wide activities. POSITION ELEMENTS • Degree of responsibility for decision-making assigned to the position: The R/EXO plans and executes major administrative and operational programs with wide latitude for exercise of independent judgment and decision making. S/he must exercise sound and independent judgment in interpreting and applying United States Government (USG) and United States Agency for International Development (USAID) specific regulations and standard operating procedures in the course of carrying out the assigned duties. In instances not clearly covered by written guidelines, the incumbent will use her/his own personal, well informed judgment in devising innovative approaches to resolving technical, administrative, managerial and/or policy problems. Excellent (balanced) judgment must be exercised in setting priorities. The use of initiative, discretion and patience is expected from the incumbent in dealing with mission personnel, as well as representatives from other agencies and organizations, including host governments, to resolve problems that arise during the course of work for which there is often no clear or immediate solution. The incumbent will also be required to follow and adhere to all applicable standards of conduct. The R/EXO is expected to have a contracting warrant. S/he will have the authority to sign acquisition instruments or other documents within his/her warrant level. • Level of complexity of work assignments: The incumbent's duties and responsibilities will involve the full range of consultative, advisory, management, and administrative aspects for USAID/Dominican Republic and the client missions. There is a high level of complexity in the host government's organizational structure. There will be considerable interaction with representatives of other USG agencies, State Department ICASS Officers in the different countries where the regional administrative services will be provided. Given the size and complexity of the client missions' portfolio, the position demands considerable administrative support. The service of an experienced professional with prior USAID administrative/management operations is required to facilitate continuity of operations. • Knowledge level required: A thorough knowledge of U.S. Government regulations and USAID and State Department, regulations governing all areas of administrative management and support operations is required. Extensive knowledge of procurement and contracting regulations is required. Knowledge of ICASS operations is also required. • Supervisory Controls: Supervision will be provided by the USAID/Dominican Republic Deputy Mission Director or his/her designee. Incumbent is expected to work with minimum direction and supervision. The need for quick response in high profile, complex and often fluid situations requires the incumbent to exercise discretion and good judgment and operate with high levels of autonomy, responsibility and authority. Mission Directors of the other client missions will also provide direction to the R/EXO. • Guidelines: Foreign Affairs Manual (FAM), Federal Acquisition Regulations (FAR), Foreign Affairs Handbook (FAH), USAID Automated Directives System (ADS), Federal Travel Regulations, U.S. Department of State Standardized Regulations, Bilateral Agreements, Foreign Service National Local Compensation Plan, ICASS Handbook, Mission Orders and Mission Notices. Guidelines may not specifically apply to many situations and will have to be interpreted, requiring considerable experience and judgment. • Complexity of the work environment/effect on the position's responsibilities: The client missions have a complex portfolio of bilateral, unilateral and regional programs. The incumbent must exercise sound high level professional judgment in responding to issues as they arise. The position requires a very high level of independence in developing and managing the client missions administrative operations. S/he will provide policy guidance to Senior Management and the missions as a whole including USDH, US & FSN Personal Service contractors. The incumbent will need to be able to respond rapidly and with sound judgment to issues as they arise. Incumbent will frequently be called upon to summarize complex issues and situations in a succinct and relevant manner for senior management and will also be required to recommend courses of action. The incumbent will be required to travel frequently to the client missions. • Scope and effect of the work performed: The key responsibility of the position is to lead and direct the work of a total staff consisting of: USAID /Dominican Republic: 55 FSNs, and 22 American staff; USAID/Jamaica: 22 FSNs and 9 American staff; USAID/Barbados and Eastern Caribbean: 12 FSNs and 8 American staff; USAID/Guyana (satellite mission to Barbados): 2 FSNs and 1 TCN staff. The incumbent will be looked to as the expert in all aspects of administrative and management operations. Decisions and actions taken by the incumbent will affect the client missions' operations. • Level and purpose of contacts: Personal contacts are with senior mission staff, office directors, U.S. Embassy personnel and host country government counterparts, international and local contractors, retailers and service providers, senior USAID/Washington staff and regional offices, institutional contractors and governmental and non-governmental authorities. S/he will establish and maintain solid working relationships with all levels of mission personnel at USAID/Dominican Republic, USAID/Jamaica, and USAID/Barbados and Eastern Caribbean. The incumbent will have frequent mid- level working contacts with U.S. Embassy officers to fulfill the major duties and responsibilities of this contract. At times these contacts will be of a sensitive nature, and discretion is required. • Supervision/oversight over others: The Regional Executive Officer will directly supervise the FSN Administrative Specialist and the Information System Manager. The incumbent will exercise overall supervisory responsibility for the following Executive Office's divisions: information systems, human resources, ICASS, security, communications & records. 6. Minimum qualification requirements • Education: The candidate must have a relevant Bachelor's degree. Relevant majors include business/management, economics, political science, government, sociology, public administration, international development, human resources management, and social studies. Formal training in areas of procurement, contracting, property management, and/or human resource management is highly desirable. • Prior Work Experience & Knowledge: At least ten years demonstrated successful experience in advanced management is required. Proven experience in independently planning, designing and carrying out administrative programs is required. Experience in the field of management and administration, including personnel administration, management analysis and planning, general services and travel, with a demonstrated knowledge of purchasing and procurement, budgeting, planning and management operations. The candidate must have contracting warrant authority. In addition, a thorough knowledge of the interagency foreign affairs manuals, programming, planning, budgeting, procurement and contracting management procedures and regulations is required. A thorough knowledge of USG personnel management is required. Experience and knowledge of USAID regulations, systems, consolidation of administrative services and managing office moves and/or remodeling projects is strongly desirable. • Language Proficiency: Level IV (fluent) English. Must have excellent English communication skills, both orally and in writing. Candidate must have the ability to present analysis and recommendations in clear written and oral formats. Level II (working) Spanish. The candidate should be able to speak and read Spanish. Conversational ability in Spanish is required at the FSI level 2. • Abilities & Skills: Ability to lead, train and supervise staff. Proven ability to identify problems and develop creative solutions and the interpersonal skills to handle requests and complaints with patience and diplomacy. Ability to communicate and work cross-culturally in a challenging environment is required. A demonstrated ability to lead and work in teams (i.e., mentoring, coaching, and training) is required. Knowledge of Microsoft Office is required. • Security and Medical Clearance: Must be able to obtain secret security clearance and medical clearance. 7. Selective/evaluation factors (100 points) • Education (10 points) • Prior Work Experience & Knowledge (50 points) • Language Proficiency (10 points) • Abilities & Skills (30 points) SELECTIVE CHARACTERISTICS 1. Degree of responsibility for decision-making to the position: The incumbent is expected to work with a great degree of independence, s/he must be able to establish priorities, adhere to and meet established deadlines, and perform responsibilities and duties with minimal guidance and little or no follow up while interacting with Embassy and mission personnel of mid to high-level of authority. The incumbent must be proactive and self-directed. 2. Complexity of the host government's organizational structure and its resultant effect on the incumbent's responsibilities: High. Client missions have a large portfolio of bilateral, unilateral and regional programs. Incumbent will need to respond rapidly and apply expert-level knowledge to issues involving administrative management operations. 3. Level of management expertise in host-country offices: The management expertise in host country counterparts is similar to other lower income countries. 4. Stage of activity: Established 5. Level and purpose of contacts: Personal contacts are with senior mission staff, Office Directors, Embassy colleagues and host country government counterparts, international and local contractors, retailers and service providers, senior USAID/Washington staff and regional offices, all mission staff, institutional contractors and governmental and non-governmental authorities. S/he will be expected to establish and maintain solid working relationships with all levels of mission personnel at USAID/Dominican Republic, USAID/Jamaica, and USAID/Barbados and Eastern Caribbean. The incumbent will have frequent mid to high- level working contacts with U.S. Embassy officers to fulfill the major duties and responsibilities of this contract. At times these contacts will be of a sensitive nature, and discretion is required. 6. Level of work of assignments: Incumbent will lead day to day functions of the Executive Office(s) in the client missions in the absence of a USDH Executive Officer position. 7. Level of supportive work in a professional or administrative field: High professional. The position will serve as Regional Executive Officer for USAID/Dominican Republic, USAID/Jamaica, and USAID/Barbados and the Eastern Caribbean. 8. Level of Knowledge or experience required to perform work assigned: At least ten years demonstrated successful experience in advanced management is required. Proven experience in independently planning, designing and carrying out administrative programs is required. Experience in the field of management and administration including personnel administration, management analysis and planning, general services and travel, with a demonstrated knowledge of purchasing and procurement, budgeting, planning and management of administrative operations. OFPP FAC-C level 1 certification or equivalent and/or a prior work with a U.S. Government warrant is required. In addition a thorough knowledge of the interagency foreign affairs manuals, programming, planning, budgeting, procurement and contracting management procedures and regulations is required. A thorough knowledge of USG personnel management is required. Experience in collaborating with Embassy colleagues on consolidation of administrative services and in managing office moves and remodeling projects is strongly desirable. 9. The level of supervision required over the position: Supervision will be provided by the Deputy Mission Director or his designee. Incumbent is expected to work with minimum direction and supervision. The need for quick response in high profile, complex and often fluid situations requires the incumbent to exercise discretion and good judgment and operate with high levels of autonomy, responsibility and authority. Mission Directors of the client missions will also provide direction to the R/EXO. HOW TO APPLY Applications must be received by the closing date and time at the address specified in the cover letter. Qualified individuals are required to submit: - A complete U.S. Government Optional Form 612 with hand-written signature (downloadable forms are available on the USAID website, http://www.usaid.gov/procurement_bus_opp/procurement/forms. This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the application. List of Required Forms for PSCs Forms outlined below can be found at: http://www.usaid.gov/forms/ 1. Optional Form 612 2. Medical History and Examination Form (DS-1843) ** 3. Questionnaire for Sensitive Positions (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. Benefits and Allowances: As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: BENEFITS: Employer's FICA Contribution Contribution toward Health and Life Insurance Pay Comparability Adjustment Annual Increase (pending a satisfactory performance evaluation) Eligibility for Worker's Compensation Annual and Sick Leave 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) * Standardized Regulations (Government Civilians Foreign Areas) FEDERAL TAXES: USPSCs are required to pay Federal Income Taxes, FICA and Medicare. ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AND AFFILIATION WITH AN EMPLOYEE ORGANIZATION OR OTHER NON-MERIT FACTOR.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/AID/OM/DOM/SOL-517-13-000002/listing.html)
- Place of Performance
- Address: USAID/Dominican Republic, Leopoldo Navarro No. 12, Santo Domingo, Dom. Rep., Dominican Republic
- Record
- SN03021651-W 20130329/130327234212-47199d9ff3cc643b6aa06a2f1389a8a2 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |