USPSC - Executive Officer

1. SOLICITATION NUMBER: 608-10-004 2. ISSUANCE DATE: April 8, 2010 3. CLOSING DATE/TIME: May 6, 2010 - 17:00 hours, Rabat time 4. POSITION TITLE: Executive Officer (USPSC), U.S. Citizens only 5. MARKET VALUE: Ranging from $99,628 - $129,517 per annum (GS - 15 equivalent) 6. PERIOD OF PERFORMANCE: One year with possible extension that will depend on the need for continuation of such services, availability of funds and satisfactory performance. 7. PLACE OF PERFORMANCE: USAID/Morocco 8. DIRECT SUPERVISOR: Mission Director , USAID/Morocco 9. SUPERVISORY CONTROLS: Minimal. Incumbent is expected to act independently with little direction. 10. SECURITY ACCESS: Secret, U.S. Citizens only THE PSC CONTRACT THAT WILL RESULT FROM THIS SOLICITATION WILL BE AWARDED UPON AVAILABILITY OF USG FUNDS. THIS SOLICITATION IN NO WAY OBLIGATES THE U.S. GOVERNMENT TO AWARD A CONTRACT NOR DOES IT COMMIT THE U.S. GOVERNMENT TO PAY ANY COSTS INCURRED BY THE APPLICANT IN PREPARING AND SUBMITTING HIS/HER APPLICATION. POSITION DESCRIPTION: A. BASIC FUNCTIONS OF THE POSITION The primary focus of the Executive Officer position at USAID/Morocco will be to provide the full range of EXO/administrative support services to USAID/Morocco. These primarily include: management analysis; office services management; budget planning, formulation and control; procurement of services, supplies, equipment and facilities; property and supply management; personnel management and services; housing; transportation; equipment and maintenance services; and training. In this capacity the EXO is tasked with developing innovative methods for providing improved administrative and logistical support services, including the analysis and consideration of shared services with the U.S. Embassy. The Executive Officer is the focal point for and is responsible for ensuring that adequate management, administrative and logistical support services are provided to USAID/Morocco. B. MAJOR DUTIES AND RESPONSIBILITIES The Contractor shall be responsible for planning, directing and administering the management support services of USAID/Morocco and monitoring the overall performance of the Executive Office. The Contractor is charged with ensuring that Mission administrative operational procedures comply with USAID regulations and United States Government (USG) statutory requirements. The Executive Officer shall perform the following duties: •1. Play a lead role in discussions related to USAID/Morocco's consolidation of administrative services, ensuring appropriate standards of service are established and that costs are controlled. Maintains and revises ICASS work-counts for the services received by USAID. Incumbent supports the USAID representative on the post ICASS Council, and in that capacity conducts periodic analyses of ICASS services. Participates in the discussion of issues, requests revision of invoices when needed, and coordinates any actions related to effectiveness of services. As appropriate, prepares case studies to justify alternative service delivery methods if costs are excessive, operational inefficiencies exist or customer needs are not being adequately met. •2. Develop, interpret and assure implementation of USAID administrative management policies, regulations and procedures. Maintains a constant awareness of, and ensures compliance with, cooperating country statutory or regulatory requirements affecting administrative management and financial services. •3. Establish effective working relationships with other U.S. Government agencies, other institutions and contractors operating within the cooperating country. •4. Plan and direct the personnel management program for American and local national employees of USAID/Morocco. Oversee classification of positions, recruitment and promotion. Monitor and assist in preparation and processing of personnel evaluations, suggest appropriate training, and advise on personnel actions. Participate with U.S. Embassy and other U.S. agencies in local wage surveys, and dependent hiring committees. Oversee the development of Foreign Service National (FSN) handbooks and other joint personnel policies/operations. Plan and conduct staff development activities, including training and awards program. •5. Budgetary planning including ensuring that Operating Expense (OE) documents are properly and legally executed, payments are initiated in a timely manner and that up-to-date accounting information is always available for those procurements that fall within the EXO scope and warrant. Collaborate closely with the Mission Director in the management of the OE budget; including planning, preparation, execution and review. •6. Provide overall general services for USAID/Morocco which includes furnishing and maintaining housing and office space; warehousing; personal property acquisition, accountability, disposition, and disposal of expendable and non-expendable supplies, automotive and office equipment, etc. Maintain standards for issuing and controlling program and OE funded personal property. Provide for repair and maintenance of equipment; motor pool and automotive maintenance; procurement of administrative supplies; negotiation of contracts for structural modifications and changes and, as required, the construction of needed facilities, including their plans, specifications, designs, cost estimates, justifications, and cooperating government approvals. Manage all aspects of USAID/Morocco vehicle operations including: acquiring vehicles, supervising drivers, scheduling vehicles, maintaining vehicles, managing accident investigations, and disposing of vehicles. Analyze cost effectiveness and service standards needed for acting as a service provider for such services as motor pool, warehouse, and clearance processing. •7. Under the guidance of the U.S. Embassy Security Officer, administer the Mission's security program for USAID/Morocco. In conjunction with the RSO, supervise security guard operations at USAID/Morocco offices. •8. Supervise travel and transportation services, including arranging travel authorizations, tickets, country clearances, accommodation, and logistics for all USAID/Morocco related travel. Identify and analyze the most cost effective sources of airline tickets. Ensure compliance with travel regulations. •9. Supervise information resources management including the planning, installation, maintenance, operations, and security of communications and automation systems (LANs and e-mail capabilities) required to support USAID/Morocco operations. •10. Mentor and provide on-the-job training to FSN administrative staff and junior officers under the DLI program, to strengthen their EXO skills and competencies. •11. Provide EXO/Administrative guidance, oversight and support to the partner organizations implementing USAID's programs. •12. Develop and prescribe appropriate internal management systems and policies for USAID/Morocco. Plan and direct continuous evaluation of the organization, staffing and services of USAID/Morocco to ensure maximum utilization of material and human resources. •13. Represent USAID/Morocco in developing and administering support agreements and budgets with the Embassy, ensuring that the office receives the type and levels of support for which payments are made. •14. Ensure that all of the USAID/Morocco records are managed according to appropriate guidelines. •15. Represent USAID/Morocco on several Post boards and committees including, but not limited to: the Interagency Housing Board, the Joint Country Awards Committee, the Post Employment Committee and the International Cooperative Administrative Support Services (ICASS) council and working group. •16. Provide oversight to the Financial Management Division and the Acquisition Management Division. C. MINIMUM QUALIFICATIONS & SELECTION CRITERIA: This position requires a combination of analytical, technical and managerial skills. The incumbent must have management and supervisory skills and be able to work under severe time pressures. The EXO must be familiar with and be able to work well in an overseas environment and with a wide range of governmental and non-governmental counterparts. In order to be considered, those qualifications marked "required" must be met. Candidates will be evaluated and ranked based on the following selection criteria: 1. EDUCATION (20 points): A Master's degree, in Business, Management, Public Administration or related field. Formal training in areas of procurement, contracting or property management highly desirable. 2. WORK EXPERIENCE (25 points): At least five to seven years demonstrated successful experience in advanced management is required. Proven experience of independently planning, designing and carrying out administrative programs is required. Ability to demonstrate successful experience in the field of management and administration including personnel administration, management analysis and planning, general services and travel, with a demonstrated knowledge of the customs/shipping, commodity purchasing and management, procurement, budgeting, planning and contract management aspects of administrative management operations. In addition a thorough knowledge of the interagency foreign affairs manuals, programming, planning, budgeting, contracting and supply management procedures is desired. A thorough knowledge of USG personnel management is preferred. Experience in collaborating with Embassy colleagues on consolidation of administrative services and in managing office moves are highly desirable. 3. LANGUAGE PROFICIENCY (5 Points): 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. Ability to speak and read French is required. 4. KNOWLEDGE (25 Points): A thorough knowledge of U.S. Government, USAID and State Department regulations governing all areas of administrative management and support operations is desired. Extensive knowledge of procurement expertise and customs/import laws and regulations is required. ICASS knowledge is desirable. 5. ABILITIES AND SKILLS (25 Points): Ability to lead, train and supervise. Ability to analyze, conceptualize, negotiate, exercise sound and independent judgment, and originate ideas. Proven ability to identify problems and develop creative solutions and the interpersonal skills to handle requests and complaints with patience, diplomacy and sense of humor. Ability to communicate and work cross-culturally in a challenging environment is required. Strong interpersonal skills and the proven ability to multi-task and work with diverse technical teams are required. Sound judgment in representing the US Government are essential elements of the position. A demonstrated ability to lead and work in teams (i.e., mentoring, coaching, training) and an obvious commitment to the team-centric mode of operation combined with proven organizational and administrative skills are required. Knowledge of Microsoft Office is required. The incumbent may be required to obtain a procurement warrant from M/OAA. Maximum Points Available: 100. D. SUPERVISION RECEIVED : The incumbent will report to the USAID/Morocco Mission Director. Supervision will be exercised in a broad and general manner. Incumbent has formal decision making authority in a broad area of administration and operations. E. AVAILABLE 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, Foreign Service National Local Compensation Plan, ICASS Handbook, Mission Orders and Mission Notices. F. EXERCISE OF JUDGMENT : The incumbent plans and executes major administrative, fiscal and operational programs with wide latitude for exercise of independent judgment and decision making. 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 USAID/Morocco personnel, as well as representatives from other organizations, including the Government of Morocco, 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 the Agency's Code of Ethics and Conduct. G. AUTHORITY TO MAKE COMMITMENTS : The incumbent will have no independent authority to commit U.S. Government (USG) (USAID/Morocco) funds on behalf of the U.S. Government, unless warranted by the U.S. Government. The incumbent's decision will form the basis for such commitments and obligations. In other instances, the incumbent will participate in and contribute to decisions made by USAID/Morocco management team. H. Nature, Level and Purpose of Contacts : Personal contacts are with senior Mission staff, senior Embassy colleagues and host country government counterparts, international and local contractors, retailers and service providers, senior USAID/W staff and regional offices, all Mission staff, institutional contractors and governmental and non-governmental authorities. I. SUPERVISION EXERCISED : The Executive Officer supervises an office of fourteen (14) EXO staff including one FSN Deputy Executive Officer. •J. TERM OF PERFORMANCE: The term of the contract will be for one year from on/about August 15, 2010 to on/about August 14, 2011. Within 4 weeks after written notice from the Contracting Officer that all clearances have been received, or unless another date is specified by the Contracting Officer in writing, the incumbent shall proceed to Rabat to perform the above services which may be extended upon mutual agreement and subject to satisfactory performance and availability of funds. This position has been classified at a U.S. Government GS-15. The actual salary of the successful candidate will be negotiated depending on qualifications and previous salary history. •K. MEDICAL AND SECURITY CLEARANCE: The selected applicant must be able to obtain a security clearance and a Department of State Class I Medical Clearance. •L. BENEFITS/ALLOWANCES: As a matter of policy, and as appropriate, a USPSC is normally authorized the benefits and allowances listed in this section. BENEFITS: FICA Contribution Contribution toward health & life insurance Pay Comparability Adjustment Eligibility for Worker's Compensation Annual & Sick Leave Access to Embassy medical facilities, commissary and pouch mail service per post policy ALLOWANCES: Temporary Lodging Allowance Living Quarters Allowance Post Allowance Separate Maintenance Allowance Education Allowance Education Travel Post Differential Payments During Evacuation •2. LIST OF REQUIRED FORMS FOR USPSCs: •a. Optional Form 612. The form is available at the USAID web site, http://www.usaid.gov/procurement_bus_opp/procurement/forms or internet http://fillform.gsa.gov Forms (b) through (e) shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the position. b. Medical History and Examination (DS-1843). c. Questionnaire for Sensitive Positions (for National Security) (SF-86), or d. Questionnaire for Non-Sensitive Positions (SF-85). e. Finger Print Card (FD-258). (NOTE: Form is available from the requirements office.) •3. CONTRACT INFORMATION BULLETINS (CIBs) PERTAINING TO PSCs: 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/psc_solicitations.html to determine which CIBS apply to this contract. •M. INSTRUCTIONS TO APPLICANTS : •a) Interested individuals are requested to submit U.S. Government Optional Form 612 (available at the USAID website, http://www.usaid.gov/forms/ or internet http://www.gsa.gov/Portal/gsa/ep/formslibrary.do , or at Federal offices); •b) Applicants are required to provide three references with complete contact information and a current resume or Curriculum Vitae (CV) as an attachment. •c) All applications should be submitted to Mr. Joseph L. Dorsey by e-mail at [email protected] , or by international mail or express courier to the following address: USAID/Morocco 10, Avenue Mehdi Ben Barka, Souissi, Rabat, Morocco Attention: EXO Joseph L. Dorsey d) To ensure consideration of applications for the intended position, please reference the solicitation number on your application and as the subject line of cover letter. The highest ranking applications may be selected for an interview. Please note that only short listed candidates will be notified. e) Applicants should retain copies of all documentation which accompanies their applications for their records. Point of Contact Joseph L. Dorsey, Executive Officer Email: [email protected] Phone: (212)-537-632-001 Place of Performance USAID/Morocco 10 Avenue Mehdi Ben Barka Souissi, Rabat, Morocco