Administrative Management Specialist – USAID
Job Description
| SOLICITATION NUMBER | 72066723R00003 |
| POSITION TITLE | Administrative Management Specialist |
| ISSUANCE DATE | 02/05/2023 |
| CLOSING DATE/TIME | 02/18/2023 at 23:59 Khartoum time. Applications received after this closing date and time will not be considered. |
| PLACE OF PERFORMANCE | Khartoum, Sudan |
SUBJECT: Solicitation for a Cooperating Country National or Third Country National
Personal Service Contractor (CCN/TCN PSC – Local Compensation Plan)
Dear Prospective Offerors:
The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.
Offers must be in accordance with Attachment 1 of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.
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 offers.
I. GENERAL INFORMATION
1. SOLICITATION NO.: 72066723R00003
2. ISSUANCE DATE: 02/05/2023
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS 02/18/2023 at 23:59
4. POINT OF CONTACT: USAID Human Resources Office, e-mail at
5. POSITION TITLE: Administrative Management Specialist
6. MARKET VALUE: $64,781.9 – $97,010.1 US Dollars, equivalent to FSN-12 In accordance with AIDAR Appendix J and the Local Compensation Plan of U.S. Embassy Khartoum/USAID. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: One Year, renewable as appropriate estimated to start on March 26, 2023.
8. PLACE OF PERFORMANCE: Khartoum, Sudan
9. ELIGIBLE OFFERORS: Cooperating Country Nationals (CCNs)
10. SECURITY LEVEL REQUIRED: The successful candidate will be required to obtain a security clearance “Sensitive but Unclassified” (SBU), as pre-condition for employment.
STATEMENT OF DUTIES:
11.1General Statement of Purpose of the Contract
The Supervisory Administrative Management Specialist functions as a Deputy Executive Officer in the Executive Office of USAID/Sudan, reporting directly to the USDH Supervisory Executive Officer (S/EXO). The incumbent assists in overseeing the 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. The Supervisory Administrative 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 Supervisory Administrative 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, Procurement, 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 Supervisory Administrative Management Specialist coordinates with the RSO and Implementing Partners on Safety and Security matters as appropriate. The Supervisory Administrative Management Specialist acts as the Mission Executive Officer in the absence or preoccupation of the S/EXO, and during those times, has overall responsibility for the functions normally carried out by the S/EXO. The Supervisory Administrative Management Specialist regularly attends and participates in key meetings with U.S. officials at USAID and the U.S. Embassy/Khartoum, as designated.
The Supervisory Administrative 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 Supervisory Administrative 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 S/EXO.
The Supervisory Administrative Management Specialist maintains contacts at all levels within USAID and the Embassy, as well as with USAID/Washington, host country government officials, Implementing Partners
Statement of Duties to be Performed
As a senior advisor and assistant to the S/EXO, the Supervisory Administrative Management Specialist participates in planning, directing, and administering the Executive Office for USAID/Sudan. S/he assists the S/EXO with the high volume of work in the Executive Office Sections, coordinates between Sections, and with other Mission Offices. The Supervisory Administrative 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) and host government statutory requirements. The Supervisory 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, the Management Specialist leads the Executive Office in the absence of the EXO. The job holder manages and ensures continued effective and smooth operation of the Executive Office in all areas, except signatory authority involving the commitment of USG funds.
Daily work responsibilities include:
1. General Services: 50%
The Supervisory Administrative 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; Property Management; Procurement; and GSO Housing. Other significant duties include Occupational Safety and Space Management. The job holder works with relevant U.S. Embassy personnel and GSO staff as needed to ensure that all systems for tracking the MD’s vehicle mileage, fuel, and repair costs 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.
Procurement: The Supervisory Administrative Management Specialist will be a Purchase Card holder and will ensure 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 job holder liaises and consults regularly with a wide variety of USAID/Washington offices, GSO Procurement, 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. Acts as the Contracting Officer’s Representative (COR/AOR).
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 floor, 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.
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. Coordinates directly with GSO Housing and Facilities to ensure that routine and preventative maintenance is conducted on USAID-assigned housing.
The Supervisory Administrative 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 endorsements 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).
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 provides 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 recommendations.
Supervisory Controls: Direct supervision of three EXO staff. Indirect supervision of approximately 5 other EXO staff. Can step in to supervise all sections within the Executive Office as requested or when serving as the Alter Ego of the S/EXO. 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, procurement, maintenance, security, and other administrative matters.
3. Budgeting: 10%
The Supervisory Administrative Management Specialist assists with the following budget related functions: Developing Operational Expense (OE) support budgets and monitors obligations of OE and OE Supplemental funds, in coordination with the S/EXO and Office of Financial Management (OFM); 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 workload 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.
4. Support to Institutional Contractors: 10%
The incumbent provides: Administrative support, guidance, and clarification to Implementing Partners in such areas as acquiring visas, business permits, expatriate quotas, resident permits for expatriates, registration with the host government, obtaining required customs and duty documents for customs clearance of incoming shipments, 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 IPs operations in Sudan. The incumbent communicates with IPs on safety and security matters as requested.
12. Supervisory Relationship:
a) Supervision Received: The incumbent reports directly to the EXO.
b) Supervision Exercised: The incumbent supervises three employees: : the Administrative Management Specialist (FSN-10) Mission Director’s Chauffeur (FSN-4) and Administrative Clerk/Chauffeur (FSN-TBD).
13. PHYSICAL DEMANDS
The work requested does not involve undue physical demands.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education: Master’s degree in business administration, Arts and English Language, financial management, project 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. At least three (3) years of experience in a U.S. Government Agency or other international/local organization or donor is required. At least three (3) years of leadership experience is also required.
c. Post Entry Training: Training will be provided as required to enable the incumbent to perform his/her duties in accordance with the U.S. Government and USAID policies, procedures, regulations and laws. In addition, training will be provided to enable the incumbent completes USAID Supervision and Leadership courses. Trainings may be obtained on the job, online and/or in formal classroom settings.
d. Language Proficiency: Level IV, strong written and oral proficiency in English is required. Level IV in Arabic is also required. e. Job Knowledge: In-depth professional-level knowledge; or have demonstrated the potential to acquire the 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 advice. Demonstrated the potential to acquire knowledge of U.S. Government directives, systems and regulations, USAID programming policies,
regulations, procedures and documentation. Sound knowledge of Sudan’s local labor, customs, procurement etc. laws is required.
f. Skills and Abilities: : Excellent interpersonal and communication skills are required. Supervisory and negotiation skills are a must. Must have the ability to obtain and forecast needs for resources; analyze and evaluate data to plan and asses’ issues/problems; organize and present information in concise written and oral format; conceptualize, exercise sound judgment, originate ideas and creative realistic solutions; handle requests for tasks with patience, tact, and diplomacy; and organize, prioritize and follow through on all assignments with minimal oversight. Must be proficient with Microsoft Word, Excel, PowerPoint, Google, and Gmail. Must have the ability to manage budgets. Must be detail oriented, work well under time pressures and have the ability to handle multiple projects and tasks simultaneously. Must 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 U.S. Embassy and ICASS administrative personnel, and host-country government and business officials on USAID operations and resources.
As the incumbent is expected to work with a high degree of independence, he/she 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. The incumbent must be proactive as well as self-motivated.
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 Evaluation Factors listed will be the basis for evaluation and ranking applicants for the position. Only finalists will be contacted by USAID/Khartoum with respect to their applications. Applicants must submit a supplemental document outlining their responses to the evaluation factors to be considered. USAID/Khartoum reserves the right to interview only the highest ranked applicants in person, or by phone OR not to interview any candidate.
• Education (20 %):
Master’s degree in business administration, Arts and English Language, financial management, project management or a field related to administrative management is required.
• Experience (40 %):
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. At least three (3) years of experience in a U.S. Government Agency or other international/local organization or donor is required. At least three (3) years of leadership experience is also required. •
Skills and Abilities (20 %):
Excellent interpersonal and communication skills are required. Supervisory and negotiation skills are a must. Must have the ability to obtain and forecast needs for resources; analyze and evaluate data to plan and asses’ issues/problems; organize and present information in concise written and oral format; conceptualize, exercise sound judgment, originate ideas and creative realistic solutions; handle requests for tasks with patience, tact and diplomacy; and organize, prioritize and follow through on all assignments with minimal oversight. Must be proficient with Microsoft Word, Excel, PowerPoint, Google and Gmail. Must have the ability to manage budgets. Must be detail oriented, work well under time pressures and have the ability to handle multiple projects and tasks simultaneously. Must 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 U.S. Embassy and ICASS administrative personnel, and host-country government and business officials on USAID operations and resources.
As the incumbent is expected to work with a high degree of independence, he/she 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. The incumbent must be proactive as well as self-motivated.
• Job Knowledge (20 %):
In-depth professional-level knowledge; or have demonstrated the potential to acquire the 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 advice. Demonstrated the potential to acquire knowledge of U.S. Government directives, systems and regulations, USAID programming policies, regulations, procedures and documentation. Sound knowledge of Sudan’s local labor, customs, procurement etc. laws is required.
Maximum points available: 100
After closing date of the receipt of applications, a committee/panel will convene to review applications that meet the minimum requirements and evaluate them in accordance with the above required evaluation factors. As part of the selection process, finalist candidates will be interviewed.
Reference check will be made for applicant considered as successful and suitable for the position.
Note: due to the high volume of applications we receive for each solicitation, we will only contact candidates who Are being considered. However, each candidate will receive an auto reply to acknowledge the receipt of his/her application.
SELECTION PROCESS:
To be considered for candidacy, offerors must address each criterion in their application as to how they meet the minimum qualifications required for the position mentioned in Section II, Item a-b. If the application submitted fails to demonstrate eligibility, the application will be marked unqualified. It is the responsibility of the offeror to provide all pertinent information.
Applications will be initially screened and scored in accordance with evaluation factors and points mentioned above. Offerors in a competitive range might be tested for English language competency and technical knowledge. Offerors with passing marks from the recruitment and language tests, will be invited for an interview. The recruitment tests and the interview will be structured around the evaluation factors mentioned above. The successful offeror will be selected based on a review of his/her qualifications, work experience, knowledge, skills and abilities; a written test; an interview; and the results of reference checks. References may be obtained independently from other sources in addition to the ones provided by an offeror.
Only offerors within a competitive range will be contacted. No response will be sent to unsuccessful offerors.
Internal candidates employed under Chief of Mission Sudan are only eligible to apply upon completion of one year in their current position.
SUBMITTING AN OFFER
Interested offerors must submit the following:
Eligible offerors are required to complete and submit the AID 309-2 (Offeror Information for Personal Services Contracts with Individuals) form. The AID 309-2 Application form can be found on the USAID website Offer or Information For Personal Services Contracts With Individuals (AID 309-2). or download it from here AID 309-2
Continuous Pages are required if your work experience description goes beyond Section C
– Continuous Pages of Section C of form AID 309-2 can be found in the following link https://drive.google.com/file/d/1RvrjVG8ga4E9FNx-OtCqYTQ4nN7FKcqv/view?usp=sharing
● A resume or curriculum vitae (CV) without a photo.
● A copy of the transcript.
● A copy of a Sudanese ID card or valid Sudanese Residency and Employment Permit. Please note that USAID is not able to sponsor offerors for the permit.
● A cover letter (optional), a certified copy for name change (if any).
All required documents must be scanned and submitted via email only. Please ensure documents are in Microsoft Word or Adobe Acrobat PDF formats. Please do not submit documents in zip files or web links.
The application must be received by the closing date and time specified in Section I, item 3, and submitted to the address in Section I, item 4.
To ensure consideration of an application for the intended position, the offeror must prominently reference the Solicitation Number in the application submission. The email subject should read: First name Last name – USAID 72066723R00002
LIST OF REQUIRED FORMS PRIOR TO AWARD
1. The CO will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award.
2. Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – Please be advised that, upon award, the contractor will be required to follow the Mission policies and/or directives from the U.S. Department of State regarding COVID-19 requirements.
BENEFITS AND ALLOWANCES
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
1. BENEFITS:
Basic Rate: $54,633.00 – $81,945.00
2. ALLOWANCES (as applicable):
COLA**: $9,833.90 – $14,750.10
Meal Allowance: $315.00
Family Allowance:
$557.00 annual per Employee’s dependent Spouse
$827.00 per annual for each unmarried, dependent child under the age of 21, up to six children
TAXES
LE staff is responsible for calculating and paying local income taxes. The U.S. Mission does not withhold or make local income tax payments.
USAID REGULATIONS, POLICIES, AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:
1. USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at
https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
2. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at
http://www.usaid.gov/work-usaid/aapds-cibs
3. Ethical Conduct.
By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See
https://www.oge.gov/web/oge.nsf/OGE%20Regulations
ALL QULAIFIED APPLICANTS WILL BE CONSIDERED REGRADLESS OF AGE, RACE, COLOR, SEX, GREED, NATIONAL ORIGIN, LAWFULL POLITICAL AFFILIATION, NON-DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER MERIT FACTOR.
