Ladies/Gentlemen: SOLICITATION NUMBER: 167-Pristina-PSC-FY04-06 ISSUED BY: Executive Office, USAID/Kosovo SUBJECT: Personal Service Contractor (USPSC)-Executive Officer The United States Government, represented by the U.S. Agency for International Development (USAID),is seeking applications (Standard Form 171 or Optional Form 612) from qualified individuals interested in providing 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 Human Resources Assistant, Mimoza Këpuska, at the Executive Office of USAID/Kosovo in Pristina, who may be reached by phone:(++381)(38)243673, fax:(++381) (38) 249 493, 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, internet as email attachments, or by DHL courier as follows: BY EMAIL TO: Mimoza Kepuska, Human Resources Assistant:
[email protected] BY DHL, consign documents to: Address: Attention Mimoza Këpuska, Executive Office USAID/Pristina, Kosovo Arberia (Dragodan) II House 1 Pristina, Kosovo Telephone 381 38 243 673 Sincerely, Signed Sean O’Leary 1. SOLICITATION NUMBER: 167-Pristina-PSC-FY04-06 2. ISSUANCE DATE: April 22, 2004 3. CLOSING DATE/TIME SPECIFIED FOR RECEIPT OF APPLICATIONS: May 20, 2004 4. POSITION TITLE: Executive Officer – USAID/Kosovo 5. MARKET VALUE: $ 87,439.00 - $ 113,674.00 per annum (GS 15 – equivalent) 6. PERIOD OF PERFORMANCE: October 2004 – October 2005 7. PLACE OF PERFORMANCE: Pristina, Kosovo 8. POSITION DESCRIPTION: A. Basic Function of the position: This position requires a contractor with excellent skills in management and implementation. It is also crucial that the incumbent possesses an excellent ability to work with other organizations and contractors. An ability to preserve staff morale and performance under rapidly changing conditions is absolutely essential. The Executive Officer directs the management services and logistics support operations of the mission. NATURE AND SCOPE OF WORK The Executive Officer will serve 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 commodities, 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. The Executive Officer is the focal point and is responsible for insuring that adequate management and logistical support is provided for all mission administrative and program operations and related contract activities. At present USAID Kosovo is an unaccompanied post meaning that dependents are not currently authorized to live at post. REPRESENTATIVE DUTIES Plans, directs, and administers the management program of the mission. Supervises the Executive Office staff of 52 people covering Information Management, General Services, motor pool and the Communications and Records (C&R) function and directs the management planning and service activities within the mission’s management and administrative complex. 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 UN Mission in Kosovo (UNMIK) which serves as the operating government under UN Resolution 1244, the new Kosovar Provisional Institutions of Self-Government (PISG), the Kosovo business community, and with other U.S. Government, voluntary agencies, other institutions and contractors operating within Kosovo. As a senior staff officer, participates in the formulation of mission management policies on program planning, development, implementation and evaluation. When requested, reviews 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. Exercises contract authority for entering into 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 and local national employees. Advise on manpower development, employee relations. And employee services. Participates with U.S. Office Pristina (USOP), and other U.S. agencies in local wage surveys and other joint personnel policies and 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 USOP assuring that the mission receives the type and levels of support for which reimbursement is made. Periodically requests audits by the mission Controller of administrative support services and charges. Where the mission provides services to USOP, assures that proper charges are made to the Embassy for services rendered. Provides overall direction for the mission’s general services functions which include leasing and maintenance of housing and office space; 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 repair and maintenance of equipment; motor pool and automotive maintenance; procurement of administrative supplies; negotiation of leases; 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. Administers the mission’s security program under the guidance of the USOP Security Officer and serves as unit Security Officer for the mission. Advises and assists the cooperating government on management problems, especially on matters affecting cooperating government/mission programs and relationships. Advises and develops programs and activities concerned with employee services such as fitness center, social and recreational activities, credit unions, etc. ADMINISTRATIVE SUPPORT Supervises the development of an operating expense budget in coordination with 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. 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. Advises on and develops programs and activities concerned with employee services such as health room privileges, mail, etc. Provides overall direction for the Mission’s General Service Staff. 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 and usage 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. Represents the Mission in the Development and administration of the USOP Foreign Affaires Administrative Support (FAAS) Agreement, 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. B. Evaluation Criteria for Competitive Procurement Required Qualifications: Education and Prior Work Experience A bachelor’s degree in business administration or relevant management experience is required. Seven to ten years progressively responsible U.S. government administrative experience required. Proven ability to work independently with minimal supervision or guidance is required. Strong interpersonal skills required, enabling him/her to establish and maintain strong contacts with counterparts both inside and outside of USAID, and to work collaboratively with USAID customers. 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. C. Logistical Support Assignments of U.S. personnel to Kosovo are accompanied. Spouses and dependents over 21 years of age are authorized to accompany the contractor to post. Current post danger pay for Pristina is 20%. Current post differential pay is 25% and cost of living allowance is 5%. 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. The Contractor will have post privileges, such as check cashing, medical care, and in-coming and out-going personal mail service in accordance with USOP rules and regulations. D. Period of Service The target start date for this position is October 2004. Within 3 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. The Contractor’s period of service is expected to be one year, with the option for renewal (Mutually agreed to by USAID and Selected Applicant). 9. OTHER REQUIREMENTS: Applicants who apply for this position must obtain USAID security clearance and medical clearance. 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 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 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 or SF 171. 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 00-5 Personal Service Contracts (PSCs) Annual Health Insurance Costs 00-3 2000 FICA & Medicare Tax Rates for Personal Services Contracts (PSCs) 99-7 Contractual Coverage for Medical Evacuation (MEDEVAC) Services 98-25 Defense Base Act (DBA) Coverage and DBA Waiver List 98-24 Use of Compensatory (Comp) Time by PSCs 98-23 Guidance Regarding Classified Contract Security and Contractor Personnel Security Requirements 98-16 Annual Salary Increase for USPSCs 98-14 Change in Required Application Form for USPSCs 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 97-3 New USAID Contractor Employee Physical Examination 96-23 Unauthorized Provision in Personal Services Contract 96-19 U. S. Personal Services Contract (USPSC) - Leave 96-8 Determining a Market Value for PSCs Hired Under Appendix D, Handbook 14 94-9 Sunday Pay for U.S. Personal Services Contractors (PSCs) 93-17 Financial Disclosure Requirements Under a Personal Services Contract (PSC) 13. LIST OF REQUIRED FORMS FOR PSCs For initial consideration: 1. Optional Form 612 or SF 171. Resume or CV may be attached. Upon advice by the Contracting Officer that the applicant is successful the following forms will be needed: 2. Contractor Employee Biographical Data Sheet (AID 1420-17) 3. Contractor Physical Examination ( Form DS 1843) 4. Questionnaire for Sensitive Positions (for National Security) (SF-86) 5. Finger Print Card (FD-258). ** (Available from the law enforcement offices or in USAID/Washington). * 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. SUBJECT TO FUNDS AVAILABILITY