Description
SOLICITATION NUMBER: 517-09-001 ISSUANCE DATE: April 29, 2009 CLOSING DATE: May 15, 2009 POSITION TITLE: Supervisory Executive Officer MARKET VALUE: GS-15 ($98,156-$127,604) PERIOD OF PERFORMANCE: One year PLACE OF PERFORMANCE: USAID/Dominican Republic AREA OF CONSIDERATION: US Citizens Supervisory Executive Officer Position Description I. BACKGROUND A. ORGANIZATIONAL LOCATION OF POSITION The incumbent’s residence will be in Santo Domingo, Dominican Republic. Santo Domingo is the capital of the country and as a large city has a number of urban problems such as pollution, traffic congestion and severe flooding during the hurricane season. All-inclusive resorts are throughout the country and some within an hour’s driving time from the capital city. B. POSITION TITLE OF DIRECT SUPERVISOR The Supervisory Executive Officer will be supervised by, and will report to, the Mission Deputy Director at USAID/Dominican Republic. C. OVERVIEW The Contractor oversees the delivery of effective administrative and logistic support for USAID/Dominican Republic. The mission is a regional support mission, providing contracting, administrative, legal and contracting/grant services to the client missions (Barbados, Jamaica and Guyana). Incumbent is required to travel to the client missions at least once a year and is a virtual member of each client post’s management team. Incumbent exercises overall supervisory responsibility for the Executive Office’s six divisions (procurement, motor pool, information systems, warehouse, maintenance, human resources, and correspondence & records. There is a total of 24 FSN staff. The Contractor also acts as mentor to the FSN administrative staff in the client posts. The EXO Administrative Specialist (AS) is the de facto Deputy Executive Officer and directly supervises the Warehouse, Motorpool, Human Resources, Communications and Records and Maintenance Sections and the Administrative Assistant. The AS also serves as Acting EXO during the absence of the USDH EXO. The EXO Administrative Assistant manages all travel for the mission, official cell phones & blackberries, project vehicles, and provides all clerical support to the S/EXO and Administrative Specialist as well as the rest of the EXO team. The Warehouse Section manages all the property (both OE and project), maintaining the inventory in the warehouse, residences and offices. It is responsible for annual reports submitted to Washington as well as handling receiving and disposal of property. The Human Resources Specialist provides position classification, recruitment, compensation, awards, evaluation, training, and other organizational and staff development services for 86 employees in four distinct categories: USDH, USPSC, FSNDH, and FSNPSC. The Information Systems Section manages a complex computer operation, with servers and provides 86 customers within the mission with both off- the-shelf and proprietary software applications, Internet/intranet connectivity and services, IP telecommunications services and Blackberry Services. The Communications & Records Section distributes and transmits mail, fax, and cable correspondence; provides messenger and reproduction services; and oversees records management and disposition; The Procurement Section is responsible for USPSC and FSNPSC contracts, residential leasing and maintenance. It also carries out some $2.9 million in OE and an estimated $1 million in program-funded administrative procurement annually. The Motor Pool provides chauffeur services and logistic support to all Mission personnel, training participants and tdy visitors to the mission as well as for VIP visitors. The Maintenance Section consists of two staff who are responsible for maintenance of the residences and the office building. Additional work the maintenance staff cannot perform is out-sourced by the procurement section. All sections report to the Administrative Specialist who is also the COTR for the janitorial services contract for the USAID-owned office building. D. WORK DESCRIPTION Duties and Responsibilities of the Position The duties listed in each major category below are by no means exhaustive but are representative of the range of duties and responsibilities. 1. General Administrative Direction (15%) Ensure effective and timely delivery of quality services by all Executive office units, through: Coordination of activities of Executive office toward the achievement of common objectives; Identification and implementation of productivity-enhancing delivery systems; Targeted training for service-delivery staff; Publication and updating of clear guidelines for customers, as necessary; and Maintenance of adequate internal controls to protect USAID assets and monitor internal procedures 2. Human Resources Management (20%) Provide direction for all human resources services, including: Workforce planning and recruitment for USDH staff; Support and orientation to DLI employees; Workforce planning and recruitment for all non-USDH staff; Timely and accurate classification of all FSN positions; Initial and periodic refresher orientation for all new staff; Career development and mission training programs; and 3. Budget and Procurement (20%) Prepare and oversee implementation of annual $2.9 million administrative procurement budget, to include: Solicitation and analysis/approval of acquisition projections of all USAID/Dominican Republic operating units; Maintenance of appropriate system of checks and balances from initial requisition through final disposition of property; Provision of adequate competition for procurement; Adherence to FAR/AIDAR requirements; and 4. Safety and Security Programs (10%) Administer all aspects of the Mission’s safety and security program, including: Maintenance of Warden Systems covering all US and local national employees, TDY visitors, and institutional contractor/grantee staff; Office and residential evacuation equipment and procedures; Periodic safety training of employees and Floor Warden System; Compliance and operation of all physical security systems; and Liaison with Embassy RSO and USAID/W/SEC. 5. USPSC Support (10%) Monitor the provision of guidance and support to USPSCs, ensuring timely receipt of work permits, visas, etc, allowing them to work in Santo Domingo without description. 6. ICASS (10%) Collaborate with State on the efficient and cost effective delivery of ICASS services in the consolidated services environment; Represent USAID on the ICASS working group; and Represent USAID interagency meetings at the Inter-Agency Housing Board, the joint awards committee, and other committees as needed. 7. Support to Client Missions (15%) Provide full administrative service (as outlined in items 1-6) to the three client missions (Barbados, Guyana and Jamaica). This support also includes advice to Mission management at the three posts as well as acting as mentor to the FSN administrative located in each client mission. II. REQUIRED/DESIRED QUALIFICATIONS FOR THE POSITION 1. Education: A bachelor degree in business administration or relevant subject area [i.e. public relations, social sciences, and business] is required. Formal training in areas of procurement, contracting, property management and general administration are highly desirable. 2. Prior Work Experience: Minimum twelve (12) years of progressively responsible experience in performing and supervising management operations or overseas experience specifically related to administrative management for a large and complicated organization, including property management, procurement, contracting and personnel management, and IT Management should. Demonstrated 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 is required. Experience with ICASS is highly desirable. 3. Security and Medical Clearance: Must be able to obtain secret security clearance and medical clearance. 4. Language Proficiency: Excellent English communication skills, both oral and in writing, are essential and required. Spanish FSI 3/3 level also required. Candidate must have the ability to present analysis and recommendations in clear written and oral formats. 5. Knowledge: Extensive knowledge of procurement and customs/import laws and regulations is required. A thorough knowledge of U.S. Government regulations and USAID and State Department Regulations governing all areas of administrative management and support operations is desired. In addition, a thorough knowledge of the interagency foreign affairs manuals, programming, contracting, personnel management, and delivery of services thru ICASS and supply management procedures is desired. 6. Skills and Abilities: Managerial skills, ability to lead, train, supervise and work independently with minimal supervision or guidance is required. Ability to work within a team framework, analyze, conceptualize, negotiate, exercise sound judgment, originate ideas, proven ability to identify problems and develop creative solutions, and the interpersonal skills to handle requests and complaints with patience and diplomacy are desired III. SELECTION CRITERIA To be considered, the applicant shall meet those qualifications marked (required). Candidates will be evaluated according to the following criteria: Ranking Factors: Factor Points Education 10 Prior Work Experience 35 Knowledge 35 Skills and Abilities 20 Total 100 Applying Applications must be received by the closing date and time at the address specified in the cover letter. Qualified individuals are required to submit: - Copy of his/her resume and a complete U.S. Government Optional Form 612 with hand-written signature (downloadable forms are available on the USAID website, http://www.usaid.gov/procurement_bus_opp/procurement/forms. 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 application. List of Required Forms for PSCs Forms outlined below can be found at: http://www.usaid.gov/forms/ 1. Optional Form 612 2. Medical Histoy and Examination Form (DS-1843) ** 3. Questionnaire for Sensitive Positions (SF-86) ** or 4. Questionnaire for Non-Sensitive Positions (SF-85)** 5. Finger Print Card (FD-258)** ** 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. Benefits/Allowances As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: BENEFITS: Employer’s FICA Contribution Contribution toward Health and Life Insurance Pay Comparability Adjustment Annual Increase (pending a satisfactory performance evaluation) Eligibility for Worker’s Compensation Annual and Sick Leave 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) and (J) Danger Pay (Section 650) * Standardized Regulations (Government Civilians Foreign Areas) FEDERAL TAXES: USPSCs are required to pay Federal Income Taxes, FICA and Medicare. ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AND AFFILIATION WITH AN EMPLOYEE ORGANIZATION OR OTHER NON-MERIT FACTOR.