EXECUTIVE OFFICER SOLICITATION NO. 03-08-05-01 ISSUANCE DATE: March 8, 2005 CLOSING DATE: April 8, 2005 SUBJECT: Executive Officer, USAID/Sofia, Bulgaria Solicitation No. 03-08-05-01 Ladies/Gentlemen: The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications of qualified individuals interested in providing Personal Services Contract (PSC) services as described in the attached solicitation. Submittals shall be in accordance with the attached information at the place and time specified. Any questions on this solicitation may be directed to the contact person below. Applicants should retain for their records copies of all enclosures which accompany their applications. All applications and the required documents should be submitted to: USAID/Bulgaria Attn: Nora Marinova 5740 Sofia Place Dulles, VA 20189 Telephone No.: +359-2-939-5746 Fax Number: +359-2-939-5791 E-mail address:
[email protected] Sincerely, Ina Sirakova EXO/Procurement SOLICITATION NUMBER: 03-08-05-01 ISSUANCE DATE: March 8, 2005 CLOSING DATE/TIME: April 8, 2005 POSITION TITLE: Executive Officer MARKET VALUE: $76,193 - $99,053 PERIOD OF PERFORMANCE: 2 years PLACE OF PERFORMANCE: Sofia, Bulgaria SECURITY ACCESS: Secret AREA OF CONSIDERATION: U.S. Citizen POSITION DESCRIPTION Note: This advertisement reflects an updated job description and market value of the USAID/Bulgaria Executive Officer position. 1. SUPERVISORY CONTROLS The contractor reports directly to the Mission Director, USAID/Bulgaria 2. DUTIES AND RESPONSIBILITIES OF THE POSITION The contractor, under the direct supervision of the USAID Mission Director, or his/her designee shall be responsible for managing the full range of EXO services at USAID/Bulgaria S/he shall: In accordance with AID policy (Automated Directives System 527) the Executive Officer 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 of: 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 participant training; and communication resources. In this capacity is tasked with developing innovative methods for providing improved administrative and logistical support services. The Executive Officer is the focal point and is responsible for insuring that adequate management and logistical support is provided for all mission administrative services. Particular attention will be needed in supporting the mission as it prepares to close out in 2008. This will include proper closure to all administrative functional areas and closely working with senior staff to insure that all FSN staff are given every assistance possible as they transition to future career opportunities. REPRESENTATIVE DUTIES Plans, directs, and administers the management program of the mission. Supervises the Executive Office staff including the LAN Systems Manager, the General Services Office, Human Resources, Financial Management, and the Communications and Records and directs the management planning and service activities within the mission’s management and administrative support. Develops, interprets and assures implementation of administrative management policies, regulations and procedures and maintains a constant awareness of and assures compliance with cooperating country statutory or regulatory requirements affecting administrative management services of the mission or its employees. Establishes effective working relationships with the cooperating government, its business community, and with other U.S. Government, voluntary agencies, other institutions and contractors operating within the cooperating country. As a senior staff officer may be asked to review mission development assistance projects for their management support requirements and in collaboration with appropriate mission officials, develops manpower and logistical support requirements within budgetary limitations. Works with all implementing partners to insure an orderly close out of their activities, particularly as they dispose of USG purchased property. Plans, competes and administers contracts to purchase, goods, services, supplies, facilities and equipment. Develops and prescribes appropriate internal mission management systems and policies. Plans and directs continuous evaluation of the organization, staffing and services of the mission to insure maximum utilization of material and human resources. Plans and directs the personnel management program for American, third country national and local national employees. Advises on manpower development, employee relations and employee services. Participates with U.S. Embassy, and other U.S. agencies in local wage surveys, dependent hiring committees, the developing Foreign Service National (FSN) handbooks and other joint personnel policies/operations. Analyzes mission management requirements and develops administrative and technical support budgets. Direct the administration of current support budgets, insuring prompt obligation of established object funding. Represents the mission in developing and administering support agreements and budgets with the Embassy through ICASS, assuring that the mission receives the type and levels of support for which reimbursement is made. Periodically requests audits by the regional Controller of administrative support services and charges. Where the mission provides services to the Embassy, assures that proper charges are made to the Embassy for services rendered. Works closely with the Embassy to transfer property to the Embassy as close out proceeds and negotiates fair and equitable prices for items transferred to State. Provides overall customer service oriented direction for the mission’s general services functions which include leasing and maintenance of housing under a unified housing pool arrangement with State; warehousing, personal property acquisition, accountability, disposition, and disposal of expendable and non-expendable supplies, automotive and office equipment, etc.; and develops standards for issuing and controlling mission personal property. Provides for the repair and maintenance of equipment; motor pool and automotive maintenance; and the procurement of administrative supplies. Administers the mission’s security program under the guidance of the U.S. Embassy Security Officer and serves as unit Security Officer for the mission. ADMINISTRATIVE SUPPORT Supervises the development of an operating expense budget in coordination with the regional Controller. Develops and prescribes appropriate internal management systems and policies. Interprets AID/W management regulations, and directs their application to facilitate the provision to the Mission of total management support. Plans and directs the continuous evaluation of Mission organization, staffing and services to ensure effective maximum utilization of material and human resources. Establishes and maintains a directive system for internal issuance of policies, procedures, and notices to Mission personnel. Plans and directs the personnel management of the Mission for both American and foreign national employees taking into consideration manpower development requirements and downsizing plan. Collaborates with Mission officials in the proper placement of personnel and recommends action to assure maximum utilization of personnel. Assumes leadership in planning and conducting staff development activities, including training and awards program. Particular focus will be on the Transitional Training Program to assist Foreign Service National employees with their career development plans leading to successful placement after their position is eliminated in the mission as part of the close out. Advises on and develops programs and activities concerned with employee services such as CLO, wellness program, health room privileges, etc. Provides overall direction for the Mission’s General Service Office. Plans and directs the Mission’s NXP and expendable property acquisition, accountability, and disposition programs, and develops standards for issuing and controlling the personal property of the Mission. Oversees procurement, installation, training, usage and development of Mission ADP capability. Supervises, improves and evaluates the office of Communication and Records and the office of Information Management. Exercises certain contracting and/or purchasing functions in accordance with AID Procurement Regulations and provides guidance and advice to contractors for support services. Serves on several post boards and committees, but not limited to the Interagency Housing Board, the Joint Country Awards Committee, the Post Dependent Employment Committee, and the International Cooperative Administrative Support Services (ICASS) council and working group. Represents the Mission in the development and administration of the International Cooperative Administrative Support Services (ICASS) agreement with post service providers, and any other support agreement or budgets which impact on the Mission. Monitors the type and level of services and assessed charges for services rendered under support agreements. Responsible for administering the Mission security program under the guidance of the Regional Security Officer. EXO serves as unit security officer for the Mission. Advise on Travel, Awards, Training, Classification and all personnel matters. SUPERVISION/OVERSIGHT OVER OTHERS Supervises and mentors: One Computer Management Assistant FSN-1805-10 One Budget Analyst FSN-405-8 One Administrative Assistant/Procurement & Travel FSN-105-9 One Secretary (EXO) FSN-120-6 One HR Assistant FSN-305-9 One General Services Assistant FSN-105-7 One Supply Clerk FSN-805-4 Three Chauffeurs, FSN-1015-3 3. QUALIFICATIONS: EDUCATION A bachelor’s degree in business administration or relevant management experience is required. Additional work experience may be considered in lieu thereof. EXPERIENCE Seven years progressively responsible government administration experience with any USG agency desirable, USAID in particular. Demonstrated ability to develop innovative solutions to the provision of administrative and logistical support services. Proven ability to work independently with minimal supervision or guidance is required. Demonstrated ability to work within a team framework is required. Strong interpersonal skills enabling her/him to establish and maintain strong contacts with counterparts both inside and outside of USAID, and to work collaboratively with USAID customers. Cultural sensitivity is required. Demonstrated excellence in oral and written communication, including the ability to obtain, evaluate, and interpret reports, and to effectively communicate USAID's mission to the public. Demonstrated proficiency in USAID programming policies, regulations, budgets, methodologies, and documentation. 4. SELECTION CRITERIA: Candidate will be selected based on his/her qualifications, results of reference checks and possibly an interview. Security and medical clearances will be required. 5. APPLYING: Qualified individuals are requested to submit: U.S. Government Standard Form 171 or Optional Form 612 (available at the USAID website, http://inside.usaid.gov/forms/ or internet http://fillform.gsa.gov, or at Federal offices); Applications must be received by the closing date and time at the address specified in the cover letter. 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. The highest ranking applicants may be selected for an interview. 6. LIST OF REQUIRED FORMS FOR PSCS Forms outlined below can found at http://inside.usaid.gov/forms/ 1. Standard Form 171 or Optional Form 612. 2. 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). ** * Standardized Regulations (Government Civilians Foreign Areas). ** 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. 7. ACQUISITION & ASSISTANCE POLICY DIRECTIVES (AAPDs) AND CONTRACT INFORMATION BULLETINS (CIBs) PERTAINING TO PSCs AAPDs and 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/ to determine which AAPDs and CIBs apply to this contract. 8. BENEFITS/ALLOWANCES: As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: (NOTE: An individual defined as a Resident Hire employee may only be eligible for those benefits listed under item A below.) BENEFITS: Employee's 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 ALLOWANCES (If Applicable): (1) Temporary Lodging Allowance (Section 120) (2) Living Quarters Allowance (Section 130) (3) Post Allowance (Section 220) (4) Supplemental Post Allowance (Secton 230) (5) Post Differential (Chapter 500) (6) Payments during Evacuation/Authorized Departure (Section 600) and (7) Danger Pay (Section 650) (8) Educational Allowance (Section 270) (9) Separate Maintenance Allowance (Section 260) (10) Educational Travel (Section 280) * Standardized Regulations (Government Civilians Foreign Areas). FEDERAL TAXES: USPSCs are not exempt from payment of Federal Income taxes.