Supervisory Administrative Management Specialist

Supervisory Administrative Management Specialist

GENERAL INFORMATION
1. SOLICITATION NO.: 72036723R10009
2. ISSUANCE DATE: 08/28/2023
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 09/18/2023 (17:00 Nepal time)
4. POINT OF CONTACT: USAID/Nepal HR office, email at usaidnepalhr@usaid.gov
5. POSITION TITLE: Supervisory Administrative Management Specialist
6. NUMBER OF VACANCIES: ONE (1)
7. MARKET VALUE:. Final compensation will be negotiated within the market value for the position equivalent to FSN-12 level in accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of U.S. Embassy-USAID/Nepal. The LCP consists of the local
salary schedule, which includes salary rates, authorized fringe benefits, and other pertinent facets of compensation.
8. PERIOD OF PERFORMANCE: Estimated to start o/a January 1, 2024 through o/a December 31, 2029. (depending on the security clearance process)
Employment under this contract is of a continuing nature. Its duration is expected to be part of a series of sequential contracts; all contract clauses, provisions, and regulatory requirements concerning availability of funds and the specific duration of this contract shall
apply.
9. PLACE OF PERFORMANCE: Kathmandu, Nepal
10. ELIGIBLE OFFERORS: All interesting candidates – Cooperating Country Nationals (CCNs)

AIDAR, Appendix J. 1 (b) Definitions:
(6) “Cooperating country “means the country in which the employing USAID Mission is located.
(7) “Cooperating country national” (“CCN”) means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

11. SECURITY LEVEL REQUIRED: Facility and computer access.

12. STATEMENT OF DUTIES
This position is located within the Executive Office, USAID/Nepal (https://www.usaid.gov/nepal). The Supervisory Administrative Management Specialist also serves as the de facto Cooperating Country National (CCN) Deputy Executive Officer (D/EXO). The Supervisory Administrative Management Specialist serves as the subject matter professional on administrative and management issues, procedures, and policy and in planning, directing, and administering the management program at the Mission. The Supervisory Administrative Management Specialist is delegated responsibility to provide direction, guidance, and management oversight to the following divisions within the Executive Office (EXO): Human Resource (HR)s, Communications & Records (C&R), Procurement, and Travel. The Specialist monitors the overall performance of these Divisions within the Executive Office and ensures that Mission procedures comply with USAID policy and regulation, and with United States Government (USG) statutory requirements.

The Specialist is delegated wide latitude in exercising judgment, often under times of stress and limited time frames, in formulating professional opinion on a particular management issue, making decisions, and providing advice to USAID management. In the absence or preoccupation of the Supervisory Executive Officer (S/EXO), the Specialist serves as Acting S/EXO with the full range of authorities and responsibilities accorded a CCN in this position, except for signatory authority to obligate funds on behalf of the USG.

The Supervisory Administrative Management Specialist assists in evaluating and conducting negotiations of costs and services provided by the Department of State through the International Cooperative Administrative Support (ICASS) platform, assists with the development of the Mission’s annual procurement plan, and conducts assessments to achieve greater efficiency in Executive Office operations. The Specialist, when called upon, represents USAID at certain meetings within the Agency and in the interagency at Post.

The Major Duties and Responsibilities include:
The Executive Office at USAID/Nepal manages a large development assistance operational portfolio, with a high degree of scope and complexity.

Background: In addition to the normal functional responsibilities, the Supervisory Administrative Management Specialist directly supervises the following functions in the Executive Office: Human Resources; Communications and Records; Procurement and Travel (including all local and international travel such as entitlement, Permanent Change of Station travel, training, etc.). The Supervisory Administrative Management Specialist attends weekly EXO/Front Office (FO) meetings together with the S/EXO to provide briefing on EXO activities and to engage in administrative and policy discussions for the Mission. The Supervisory Administrative Management Specialist also attends regular weekly meetings as directed by the S/EXO organized by the Interagency Management at the Department of State, to represent USAID in matters pertaining to housing, arrival/departures and other items affecting the assignments of USAID workforce.

The diverse range of services required to keep the Mission functioning at a high level presents some management challenges. Proper systems and controls are essential for smooth functioning, as well as for protection of United States Government (USG) resources, both physical and human. A primary role of the Supervisory Administrative Management Specialist is to ensure that appropriate and necessary management systems and controls are in place, and appropriately utilized by all USAID/Nepal staff.

1. Daily Work Responsibilities

a. General Services:
The Supervisory Administrative Management Specialist oversees the maintenance of the two Mission Director’s Vehicle Maintenance and Records and works with relevant Department of State Embassy staff as needed to ensure that the vehicles are maintained, and records are current, and that all required reports are completed and submitted in a timely manner.

b. Human Resources (HR):

• Supervision and oversight of HR functions include: Recruitment of all staffing mechanisms. Ensure compliance to policies and direction are followed while carrying out recruitment process, including the application of relevant Agency policies and Mission Orders on PSC recruitment and contracting.
• Guidance to recruiting offices on position establishment, classification and on approval for offshore position request process etc.
• Supervise the Human Resource Assistant/s and Human Resources Specialist.

c. Communications & Records (C&R):
Supervision and oversight of C&R functions includes: Diplomatic Pouch, Utility Bill Payments, Records Disposition, Records reporting, and incoming/outgoing correspondence.

• Oversight of establishment and maintenance of the records management program, vital records program, correspondence tracking, bulk printing, and mail and telephone/fax procedures.
• Payment of the Interagency U.S Foreign Service Officer Residence utility bills.
• Responsible for modernizing operations to ensure C&R staff are appropriately trained to manage new information management systems, and are appropriately trained to efficiently perform duties; and,
• Supervise the Communication and Records Supervisor.

d. Procurement of Goods and Services:
Supervision and oversight of Procurement includes procurement planning and execution, procurement execution, sourcing, troubleshooting contractual issues, and closeouts.

• Support the development and execution of the annual operating budget and project funds, procurement plan for services, equipment, and supplies.
• Support the monitoring of obligations of funds.
• Responsible for ensuring that appropriate management controls are in place, and procedures conform with US Government procurement regulations and statutes.
• Serve as a back-up Requestor and Buyer in the USAID procurement system and reviews and provides clearance for all procurement documents committing funds for the Contracting Officer’s signature, ensuring purchases are within approved budget levels.
• Monitor procurements through final disposition of contract actions, including the review and pre-approval of all procurement and contract actions, and actual receipt of the goods and services procured to final close-out.
• Liaise and consult regularly with a wide variety of Mission offices, vendors, contractors, and proprietors.
• Review procedures for source selection, invitations for bids/quotations, and preparation of purchase order documentation.
• Review and approval all vendor payment vouchers in the approval and tracking system; and,
• Supervise the Procurement Agent.

e. Travel:
Supervision and oversight of the Travel Division includes travel and transportation policies and regulations, travel authorizations, visas and credentials, coordination with the Travel Management Center (TMC).

• Responsible for overseeing and supervising USAID’s Travel division.
• Provide expertise, guidance, and direction in applying travel regulations and policies related to travel and transportation of effects.
• Establish and maintain professional relationship with the travel ticketing office, and support troubleshooting issues between ticketing office and travelers.
• Serve as reviewer and approver in the in-house USG Electronic Travel management System for all Mission travel authorizations and travel vouchers.
• Oversee the issuance of extensions of visas and credentials for diplomats, non-diplomats, and respective eligible family members.
• Oversee the preparation and dissemination of weekly travel schedules; and,
• Supervise the Travel/Procurement Assistant.

2. Administrative Functions (20%)

• Provide training and coaching of first tour US Career Candidate Corp (C3) Executive Officers in all aspects of EXO operations as directed by S/EXO.
• Maintain communications and establish a working relationship with the interagency services platform, to ensure receipt of services procured under the service, and to resolve any outstanding issues.
• Represent the Agency on interagency committees and working groups, as directed by S/EXO.
• Conduct management analyses and studies to achieve greater efficiency in management operations, making administrative and technical recommendations to the S/EXO.
• Draft or review Mission Orders, Management Notices, memorandums, and correspondence from the Executive Office on management policy as directed by S/EXO.
• Work closely with the S/EXO, and Office of Financial Management to assist with planning and managing the Mission OE budget.
• Work on special projects or assignments as assigned by S/EXO in relation to EXO operations and functions.
• In the absence or preoccupation of the S/EXO, ensure the continued effective operation of the Executive Office.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a. Education: A Master’s degree in business administration, management, finance, or other related area is required.

b. Prior Work Experience: A minimum of Seven (7) years’ experience in the areas of business, administration, finance, and/or management is required, and a minimum of an additional two (2) of prior supervisory experience is required. Work experience must have demonstrated successful experience in the field of management, operations, and administration, including analysis and planning, personnel management, general services, and travel, with a demonstrated knowledge of procurement, budgeting, and contract management. Performing and supervising operations or administrative management for a large and complicated organization is required.

c. Language Proficiency: Level IV (fluency) in English is required. This will be tested. At this level, the Specialist must have a high degree of proficiency in both the written and spoken language, including the ability to translate. On occasion, the Specialist may need to act as an impromptu interpreter. Written and speaking English skills are particularly important. The Specialist must be able to clearly express ideas and concepts accurately, both verbally and in writing.

d. Job Knowledge: A comprehensive knowledge of management principles, concepts, methods, practices, and techniques, especially as they relate to the fields of business management, operations, and/or administration, is required. A detailed knowledge of market prices, local laws, regulations, practices, and procedures is required. The Specialist must have the ability to research, locate, understand, and interpret regulations, and to apply these to specific cases in the functional areas outlined in the position description.

e. Skills and Abilities:
Ability to guide and work with a multidisciplinary, diverse team in the administration of a full-service, customer-focused Executive Office, for a complex economic assistance program. The Specialist must possess the capacity to analyze, conceptualize, negotiate, exercise sound judgment, originate ideas, identify problems, and develop creative solutions critically and independently. The Specialist must demonstrate interpersonal skills to handle requests with patience, tact, and diplomacy; to effectively lead, train, and supervise staff; and, to work under pressure while navigating managerial, administrative, and sensitive issues, and possess the ability to deal with emergency situations. Extreme flexibility to simultaneously manage multiple activities at a time is essential. The Specialist must possess proficiency in the use of computers, including all basic windows applications; and be able to obtain a thorough understanding of USG and local federal regulations and policies, foreign affairs manuals, and understand USAID’s programming, planning, budgeting, contracting, and supply management procedures.

A good knowledge of Nepali work culture, language and Nepal development issues and context is required so as to be able to communicate effectively and work collaboratively with stakeholders at the local levels.

III. EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

The technical evaluation committee (TEC) may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

Following the application packages initial screening by the USAID/Nepal HR Unit. The offerors meeting the minimum qualifications (see section II above) will be evaluated by the TEC and may be invited to participate further, including a language examination, writing test, and potentially interview. Any offeror not receiving satisfactory reference checks will no longer be considered for the position.

Candidates will be evaluated and ranked based on the following selection criteria to a maximum score of 100 points:

1) Work Experience/20 points:
Demonstrated experience in Human Resources management and Administrative functions including Communications and Records, Procurement and Travel Management.

2) Knowledge/30 points:

• Ability to address complex staff administrative management issues.
• Knowledge of gender, equity, and inclusion principles and practices or demonstrated ability to acquire them.

3) Skills and Ability/40 points:

• Excellent written and oral communication skills
• Ability to analyze, advice and make strategic administrative recommendations
• Excellent collaboration and teamwork skills
• Excellent time management skills and ability to prioritize tasks.
• The ability to follow oral instructions and to organize and follow through on assignments with minimal oversight.
• Knowledge and skills of using computers and proficiency in standard software including Microsoft Word, Excel, PowerPoint, and other cloud based software programs as designated.

4)English Language Testing (Speaking)/10 Points

• All candidates will be required to take a spoken English examination to ensure that they meet the required level of spoken English for the position.

TOTAL: 100 points
Reference check (Pass/Fail)
Negotiations will be conducted with the most qualified/ highest-ranked offeror at the conclusion of evaluations.

IV. SUBMITTING AN OFFER

• Eligible Offerors are required to complete and submit a resume and application form DS-174. DS-174 application form in English is available on the following link:
  https://eforms.state.gov/Forms/ds174.PDF
•  Additionally, offerors must provide a cover-page of approximately 500-750 words (1 page), expressing how the offeror’s qualifications meet the evaluation and selection factors (per section III above).
  Offerors who do not submit any of the required documents (resume, DS- 174 and a cover-page) as mentioned above will not be considered further.
• Offers must be received by the closing date and time specified in section I, item 3, and submitted to the Point of Contact in section I, item 4: usaidnepalhr@usaid.gov
• Offeror submissions must clearly reference the Solicitation number and interested specific technical area on all offeror submitted documents.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

• Once the Contracting Officer (CO) informs the successful offeror about being selected for a contract award, the CO will provide the successful offeror instructions about how to complete and submit the forms required to obtain medical and security clearances.
• Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – Please be advised that, upon award, the contractor will be required to follow the Mission policies and/or directives from the U.S. Department of State regarding COVID-19 requirements.

VI. BENEFITS/ALLOWANCES
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

g. BENEFITS:

• Health Insurance Coverage for the selected candidate and immediate family members
• Variable Contribution Fund (18.33% of the annual base salary)- Employee and Employer
• Annual Bonus payment (1/12 of annual base salary)

h. ALLOWANCES:

• Miscellaneous allowance NRs. 68,000 annually

VII. TAXES
Local Employed Staff are responsible for paying local income taxes.

VIII.USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCNPSC and TCNPSC awards are available at these sources:
i. USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at
https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
j. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award as described below:
LINE ITEMS

k. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at
http://www.usaid.gov/work-usaid/aapds-cibs

– AAPD 21-04 Revision 3 – Executive Order 14042 on ensuring adequate COVID-19 Safety Protocols for Federal Awards – June 6, 2022
AAPD No. 21-04, ATTACHMENT 4 – Letter for contracts with performance requiring physical access to USAID domestic facilities.
AAPD No. 21-04, ATTACHMENT 5 – Letter to Individuals with Personal Services Contracts
AAPD No. 21-04, ATTACHMENT 6: Overview of Applicability of FAR 52.223-99

– AAPD 21-01 – Applicability of FAR 4.21 to USAID personal services contracts with individuals under the AIDAR Appendices D and J- March 26, 2021
– AAPD 20-08 – Leave and Holidays for CCNPSCs and TCNPSCs, including country leave for qualifying posts for eligible TCNPSCs-December 22, 2020
– AAPD 06-08 AIDAR, Appendices D AND J: using the optional schedule to incrementally fund contracts-June 23, 2006
– AAPD 03-11 Revision of Contracts/Contract Procedures for Personal Services Contracts with Foreign Service Nationals (FSNs) to Work in Iraq and Afghanistan – 12/02/03

l. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.
See https://www.oge.gov/web/oge.nsf/OGE%20Regulations

m. PSC Ombudsman
The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman.
The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov.

USAID/Nepal is an equal opportunity employer committed to a staff composition that reflects the social and ethnic diversity of Nepali society. We believe that social inclusion and diversity contribute to excellence. USAID/Nepal makes hiring decisions without regard for gender, gender identity, caste, race, ethnicity, disability, marital status, age (if over 40), or sexual orientation. Applicants from ALL backgrounds are encouraged to apply.

Source: Kantipur Dainik, 28 August 2023

Tagged as: Kathmandu, NGO INGO, USAID