Ladies/Gentlemen: SOLICITATION NUMBER: SOL- 167-PSC-FY12-04 ISSUED BY: Executive Office, USAID/Kosovo SUBJECT: Personal Service Contractor (USPSC) - Intermittent Regional Executive Officer The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications (Optional Form 612) from qualified individuals interested in providing USPSC services as described in the attached solicitation. Submittals shall be in accordance with the attached information at the place and time specified. Any questions regarding this solicitation may be directed to the Supervisory Executive Officer, Mr. Michael B. Stewart, or the Human Resources Specialist, Ms. Mimoza Këpuska, at USAID/Kosovo's Executive Office in Pristina by: phone: (++381)(38) 5959 2000 fax: (++381) (38) 249 493 email:
[email protected] email:
[email protected] Applicants should retain for their records copies of all enclosures which accompany their applications. All applications and the required documents should be submitted via fax or internet as email attachments or by DHL courier as follows: BY EMAIL TO: Michael B. Stewart, Supervisory Executive Officer:
[email protected] Mimoza Këpuska, Human Resources Specialist:
[email protected] , BY DHL, consign documents to: Address: Attention Mimoza Këpuska, Executive Office USAID/Pristina, Kosovo Arbëria I, Ismail Qemali Street, House No.1 10000 Pristina, Kosovo Telephone 381 38 5959 2000 Sincerely, Michael B. Stewart Supervisory Executive Officer Please ensure that your application form is signed, otherwise it will not be considered complete. 1. SOLICITATION NUMBER: SOL-167- PSC-FY12-04 2. ISSUANCE DATE: April 30, 2012 3. CLOSING DATE SPECIFIED FOR RECEIPT OF APPLICATIONS: May 14, 2012 (5 p.m. local time) 4. POSITION TITLE: Intermittent Regional Executive Officer (Multiple positions) 5. MARKET VALUE: $ 99,628.00 - $ 129,517.00 per annum (GS 15 - equivalent) 6. PERIOD OF PERFORMANCE: Two years 7. PLACE OF PERFORMANCE: USAID missions in Europe and Eurasia (E&E) Region 8. POSITION DESCRIPTION: BACKGROUND: USAID Kosovo has been an effective partner for development in the area since it was established in July 1999. It is a medium sized mission with 96 staff positions and a large compound which is not collocated with the US Embassy. USAID/Kosovo receives several support services from the US Embassy such as leasing, maintenance and security. USAID/Kosovo provides motor pool and warehousing services for all federal agencies at post. The positions will be managed By USAID/Kosovo and all assignments will be handled through the Executive Office. All contracting and management of the contracted employees will be done through USAID/Kosovo. BASIC FUNCTION OF POSITION: The Contractor shall serve as an Intermittent Regional Executive Officer (REXO) for the USAID Regional Services Center/Regional Management Services Office (RMSO) located in Kosovo, The REXO shall be required to perform extensive travel throughout E&E. The expectation is that the Intermittent REXO's services will only be used on an as-needed basis; when the services are requested by the various missions in E&E. When not providing services, the Interim REXO will return to his/her home base in non-paid/non-duty status. MAJOR DUTIES AND RESPONSIBILITIES: The Intermittent REXO shall assist E&E Missions with a full range of administrative services including personnel management, procurement, general services ( Non-Expendable Property [NXP], Expendable Property [EXP], etc.), records management, reviewing E&E Mission EXO operations to identify management vulnerabilities, and working with Missions to correct vulnerabilities - including mentoring recently assigned USDH Executive Officers (EXOs) and Development Leadership Interns (DLIs) and training FSN/PSC and US/PSC staff to increase their competencies and capabilities. The Contractor shall be an expert and support Missions and their staffs by: - Interacting with senior Mission management to implement Mission policies and procedures governing Mission operations, particularly where Mission-specific guidance has not yet been developed or needs to be updated. - Consulting with Missions on their Executive Office procurement services, ensuring that procurement activities are in accordance with the FAR and AIDAR, and that vulnerabilities have been reduced to a minimum. - Identifying problems in current records management operations in the E&E region, and designing training programs to develop the skills and competencies of staffs charged with these responsibilities in E&E Missions and Offices. - Reviewing General Services Operations (GSO) with Mission GSO personnel, determining where weaknesses exist within Mission GSO operations, and recommending/taking remedial actions. - Ensuring USAID EXO staffs are up-to-date in automated systems internal to USAID (e.g., EIMS, CAJE, the competency management systems under the Agency's Learning Management System (LMS), EXO Apps, E2, WebTA, WebPass Personnel, GLAAS, etc.) as well as those systems external to USAID (eService, iServices, SMART, etc.) - Ensuring adequate controls are in place to track personal property and real property and that annual reporting requirements are met. Advising staff on the use of NXP programs. - Reviewing security programs in place, including radio programs, physical security of office buildings and homes, and warden systems. - Ensuring that motor pool operations are adequate for Mission needs, and that controls are in place to ensure that misuse of USG vehicles and resources are minimized. - Reviewing office space for adequacy of maintenance programs, safety, and health programs. Working with missions moving to New Embassy Compounds (NECs) to insure adequate office space and to coordinate moves. - Representing USAID in post committees when needed such as the Interagency Housing Board, Awards Program, Post Employment Committee, ICASS working groups and other interagency committees. - Providing closeout support to E&E Missions, including review of and input into closeout plans. (Closeout support may require lengthy TDYs during the final months of any Mission closeout). - Identifying management vulnerabilities in E&E Missions through formal Management Services Reviews, and providing hands-on support in correcting deficiencies. - Assisting Missions in reviewing ICASS subscriptions, budgets, and other issues, and in reviewing OE budgets and procurement plans. Working with Tier I, II, and III missions with consolidation issues ensuring that USAID continues to get quality service at the lowest possible price and that USAID EXO employees impacted by consolidation get fair treatment in the process. - Providing coverage during absence of assigned Executive Officers. To the greatest extent possible, emphasis should be on training staff in Missions in the areas of EXO management, rather than just providing advice or service. In Missions with no USDH or US/PSC Executive Officer, the Contractor shall provide TDY support to assure that EXO operations are running smoothly. OTHER SIGNIFICANT FACTS: Reporting Responsibilities: The Interim REXO works under the general supervision of the USAID Mission Director for the mission in which they are working - when assigned in the role of an Executive Officer, or under the general supervision of the RMSO Coordinator, who makes assignments in terms of broadly defined missions or functions, and provides only administrative and policy direction. As a recognized authority in a wide variety of typical Executive Officer functional areas, the incumbent has complete responsibility and authority to plan, design, schedule, and carry out major projects, studies, or other work independently. The incumbent typically exercises discretion and judgment in determining whether to broaden or narrow the scope of projects or studies. Completed work is reviewed primarily for potential influence on broad USAID and/or Mission policy and goals, fulfillment of objectives, or contribution to advancement of knowledge in the field, and is normally accepted without significant change. Recommendations for new activities are usually evaluated only for such considerations as availability of funds and other resources, broad Agency goals, or Mission priorities. Available Guidelines: Guidelines consist of broadly stated and nonspecific policy statements, statutes, court decisions, etc., that require extensive interpretation. Guidelines are found in the FAM, FAR, ADS, AAPDS and other source documents. The incumbent uses judgment and discretion in determining the intent of existing policy, and in interpreting and revising existing policy and regulatory guidance for use by others within or outside USAID and the Mission (e.g., other Executive Officers, technical subject-matter experts, USAID/Washington staffs, and host-country officials). The incumbent is recognized as an authority in the development and/or interpretation of guidance on Mission support activities and administrative management. Exercise of Judgment: The Contractor must exercise sound and independent judgment in interpreting and applying USG and USAID-specific regulations and standard operating procedures in the course of carrying out the assigned duties. Complexity: The work includes broad functions and processes found in USAID Executive Offices worldwide, including a wide variety of duties requiring many different and unrelated processes and methods applied to a broad range of activities, or intensive analysis and problem-solving. Assignments are characterized by unusual breadth, and normally involve several phases of the work being pursued concurrently with support from within and outside the organization. Decisions regarding what needs to be done include largely undefined issues and elements, requiring extensive analysis to determine the nature and scope of problems encountered. The work requires the Interim REXO to establish new concepts, theories, or programs and considerable effort to resolve previously unyielding problems. Increasingly, this is also usually complicated by consolidation issues with the Department of State and involves ICASS service providers who do not fall under the Intermittent REXO's direct supervision. Intermittent REXOs need to be trained and comfortable using current Agency software such as CAJE, AVUE, E2i, BFEM, Phoenix, GLAAS, and EPICS. Scope and Effect: The purpose of the work is to plan and carry out administrative management that is vital to USG interests in the country of assignment and in the Region. The work involves determining the soundness of Mission administrative management; developing and establishing new management approaches and methods for use by the Mission of assignment and/or Missions throughout the Region; resolving problems that are critical to accomplishment of important Agency objectives; providing authoritative advice and technical assistance to the Mission; or, developing or revising standards for use in developing and administering Mission management. The Interim REXO's recommendations affect overall mission management that is essential to the long-term mission of the Agency. Nature, Level and Purpose of Contacts: The persons contacted include persons from outside USAID in a moderately unstructured setting. Typical of contacts at this level are those with persons in their capacities as contractors, attorneys, company executives, host-country officials, ICASS service providers or representatives of other USG Agencies, professional organizations, or organized or ad hoc groups. This level may also include contacts with high-level Agency officials, several managerial levels removed from the employee, when such contacts occur on an ad-hoc basis. Purpose of Contacts: The purpose of contacts is to justify, defend, negotiate, or settle matters involving significant or controversial issues, often in situations where the people contacted have diverse viewpoints, goals, or objectives requiring the incumbent to achieve a common understanding of the problem and a satisfactory solution by convincing them, arriving at a compromise, or developing suitable alternatives. Typical of such contacts is negotiating important milestones or timetables; influencing or persuading others to use changed technologies about which there may be conflicting opinions; representing the Mission on highly sensitive and controversial topics; justifying the feasibility and desirability of plans or proposals that significantly affect Mission or host-government practices, negotiating consolidation plans with the StateDepartment, influencing the process of improved service as both alternative service providers or as customers to others who are providing the service, etc. REQUIRED QUALIFICATIONS: EDUCATION : A College degree in a management field. 20 years of relevant job experience can be used in lieu of this educational requirement. PRIOR RELEVANT AND OVERSEAS WORK EXPERIENCE : At least 15 years of practical professional experience in relevant areas related to management of international aid organizations. Minimum five years of leadership experience in a team environment and ability to work in a collegial and highly developed persuasive fashion. KNOWLEDGE: Mastery of administrative management, concepts, practices, methods, and techniques in order to apply new developments and theories to major problems sometimes having to develop new approaches heretofore not tried. Knowledge typical of that which may be achieved by an advanced degree in management, or other relevant fields, and five to eight years work experience. Expert knowledge of USG organizations serviced, generally consisting of a large number of subdivisions, and frequently involving satellites or different organizational levels (such as would be found in a significant organizational segment of an Agency, such as a USAID Mission, a Regional Office, or a Regional Services Center. The functions performed by these organizations are diverse, and usually include several major programs or functions. Interim Regional Executive Officers at this level must have the ability to regularly negotiate with and advise managers at all organizational levels concerning improvements in the services provided. Thorough knowledge of coordinating support services and functions within subordinate (or satellite) organizations and knowledge of the day-to-day direction of the services element in the immediate organization. In-depth knowledge of organization policy, and knowledge of periodic review procedures of the manner in which subordinate units support the work of their serviced organizations and the review procedures involved with taking (or recommending) action on the services programs of subordinate units. Knowledge of and the ability to apply principles and practices of supervision and experience in supervising professional, technical, clerical personnel, including first-line supervisors of such personnel. Must also have the ability to write clear and comprehensive policies, procedures, reports, directives, and correspondence; the ability to conduct fact-finding concerning a variety of subjects and to develop analytical and effective recommendations; and, the ability to plan, coordinate, and conduct special projects and programs reviews. Insofar as there have been rapid developments in procedures and operational software related to all aspects of an EXO operation over the past five years, recent experience as a functioning Executive Officer is highly desired. Knowledge of and demonstrated ability to perform excellent inter-personal communications with a diverse array of staff (USDH, PSCs, FSNs, Senior State Department employees (e.g., Management Counselors, Deputy Chiefs of Mission, Ambassadors), institutional contractors, etc., demonstrating the ability to clearly explain and support conclusions, recommendations, policies, and procedures to all levels of personnel. This skill is one of the most critical skills for the Intermittent REXO as he/she only has the short duration of their TDY to get up to speed, establish credibility, and - in instances where it is necessary - to persuade staff to accept management changes or disciplinary actions needed. ABILITIES AND SKILLS: The following are desired qualifications of the ideal candidate for this position. In addition to the above, each candidate will also be evaluated according to demonstrated experience in relation to the following: specific experience with procurement, contracting, general services and personnel management, ideally as an Executive Officer; must have well honed interpersonal skills enabling you to be tactful and sensitive in your interventions with mission management problems to insure your success in a 'consultant' position; a thorough knowledge of consolidated management with the Department of State and an ability to influence this process in a positive manner to insure service levels are maintained in a cost effective manner; demonstrated skill in influencing individuals at all levels to move forward in implementing management changes; experience in analyzing management problems, formulating solutions, and developing implementation plans to effect the changes needed excellent writing skills for reporting results and presenting position papers. The Contractor must exercise discretion and tact in a variety of stressful situations and when dealing with personnel to resolve challenges that arise during the course of the work, for which there often is not a clear solution. e . LANGUAGE PROFICIENCY: Must have excellent English communication skills, both oral and in written form. Candidate must have the ability to present analysis and recommendations in clear written and oral formats. SELECTION CRITERIA Applicants meeting the basic requirements will be evaluated based on information presented in the application, an interview process and reference checks as necessary. All applicants must address each selection criteria detailed below with specific and comprehensive information supporting each item. Education 10 Points Prior Work Experience 45 Points Knowledge and Skills 40 Points Language - English writing skills 5 Points Maximum Points 100 Points Length of contract: Two years, with a possibility for Renewal (Mutually agreed to by USAID and selected applicant). LOGISTICAL SUPPORT: Within 15 days 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 Contractor shall proceed to Pristina to perform the above services. TDY Assignments of U.S. personnel to Kosovo are not accompanied. Current post danger pay for Pristina is 5% and current post differential pay is 25%. Please note that all allowances are subject to change. FICA and federal income tax will be withheld by USAID USAID/Kosovo will provide the contractor with suitable housing and office space and equipment, consistent with mission standards and requirements. Contractor may have post privileges, such as check cashing, medical care, and in-coming and out-going personal mail service in accordance with USEP rules and regulations. 9. OTHER REQUIREMENTS: This position is opened to U.S. Citizens only. The selected candidate must obtain a security clearance (Secret) and all required medical clearances. 10. BENEFITS: AS A MATTER OF POLICY, AND AS APPROPRIATE, A PSC IS NORMALLY AUTHORIZED THE FOLLOWING BENEFITS: 10-1. BENEFITS Employee's FICA Contribution toward Health & Life Insurance Pay Comparability Adjustment Annual Increase Eligibility for Worker's Compensation Annual & Sick Leave Access to Embassy medical facilities Pouch mail service as per post policy 10-2. 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) (J) Danger Pay (Section 650) * Standardized Regulations (Government Civilians Foreign Areas). C. FEDERAL TAXES: PSCs (US Citizens and Green Card Holders) are not exempt from payment of Federal Income taxes under the foreign earned income exclusion. 11. APPLYING Qualified individuals are requested to submit a U.S. Government Optional Form 612. This form is available at the USAID website, http://www.info.usaid.gov/procurement_bus_opp/procurement/forms or http://fillform.gsa.gov , or at local US Federal offices. OF 612 shall be submitted by fax, e-mail, DHL air courier by the closing date. 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. 12. CONTRACT INFORMATION BULLETINS (CIBs and AAPDs) PERTAINING TO PSCs AAPD 10-03 Implementing Benefits for Same-sex Domestic Partners of USPSCs (Amendment 1) AAPD 10-01 Personal Services Contracts - Changes in USG reimbursemen Amount for health insurance and physical examination costs (2010) AAPD 06-12 Homeland Security Presidential Directive-12 (HSPD-12) Implementation (2006) AAPD 06-11 Home Leave and Revised General Provision 5, Leave and Holidays (August 2006) AAPD 06-10 PSC Updated Medical Expense Payment Responsibility (October 2006) AAPD 06-08 Appendices D And J: Using The Optional Schedule To Incrementally Fund Contracts AAPD 06-07 Contract budget, salary determination and salary increase AAPD 05-02 Clarification of Policy for Personal Services Contracts withAnticipated Contract Performance periods Exceeding Five (5) Years AAPD 04-15 Cash Awards for USPSCs and TCNPSCs (10/01/2008) Amendment 1 AAPD 04-13 Revised Procedures Allowing for Classification of U.S. PersonalServices Contracts Positions Up to the GS-15 Equivalent (09/21/04) AAPD 03-07 Instructions to Contracting/Agreement Officers on their Role in the Revised Debt Collection Process (09/30/04) CIB 01-10 Revision of Medical Clearance Process - Personal Services CIB 01-09 Competitive Process - Personal Services Contracts ("PSCs") with U.S. Citizens for Support of HIV/AIDS and Infectious Disease Initiatives (03/30/01) CIB 01-07 Clarification of the Extension/Renewal Policy Regarding Personal Services Contracts ("PSC") with U.S. Citizens C IB 01-05 Clarification of the Rest and Recuperation (R&R) Policy Regarding Third Country Nationals (TCNs) (03/01) CIB 00-08S Revision of Competitive Process - Personal Services Contracts ("PSCs") with U.S. Citizen CIB 00-03 FICA & Medicare Tax Rates for Personal Services Contracts (PSCs) CIB 99-22 PSC Policy (10/99) CIB 99-15 Changes to AIDAR Concerning Resident Hires and Deviations (08/99) CIB 98-23 Guidance Regarding Classified Contract Security and Contractor Personnel Security Requirements CIB 98-14 Change in Required Application Form for USPSCs CIB 98-12 Guidance Regarding Advertisement of Personal Services Contracts (PSCs), and Requirements for Evaluating Applications for PSCs (04/98) CIB 98-11 Determining a Market Value for Personal Services Contractors Hired Under Appendix D, Handbook 14 (04/98) CIB 97-16 Class Justification for Use of Other Than Full & Open Competition for Personal Services Contracts with U.S. Citizens Contracted with Locally with CCNs and TCNs Subject to the Local Compensation Plan, and for Overseas Contracts of $250,000 or Less CIB 96-23 Unauthorized Provision in Personal Services Contract CIB 94-09 Sunday Pay for U.S. Personal Services Contractors (PSCs) CIB 93-17 Financial Disclosure Requirements under a Personal Services Contract (PSC) CIB 89-29 Use of Government Bill of Lading for Transportation of Personal Service Contractor (PSC) Household Effects, Unaccompanied Baggage, and Privately Owned Vehicles (11/89) 13. LIST OF REQUIRED FORMS FOR PSCs For initial consideration: 1. Optional Form 612. Resume or CV must be attached. 2. Contractor Employee Biographical Data Sheet (AID 1420-17) * Forms 3 through 4 shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. 3. Pre-Assignment for Overseas Duty Form (DS 6561) 4. USAID/SEC Forms, Declaration of Federal Employment (OF 306) The USAID in Pristina provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. THIS SOLICITATION IS SUBJECT TO FUNDS AVAILABILITY