GENERAL INFORMATION

USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANT’S BANK ACCOUNTS.

1. SOLICITATION NO.: 72061524R10052
2. ISSUANCE DATE: July 22, 2024
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: August 04, 2024 (4:30 PM East Africa Time).
4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at [email protected]
5. POSITION TITLE: Administrative Management Specialist (General Services)
6. MARKET VALUE: 4,104,558.00 to Ksh. 6,977,740.00 KSH per year, equivalent to FSN-10 grade level in accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. The salary range provided is inclusive of all allowances and annual bonus. All applicable taxes will be deducted from the stated gross market rate. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: Five (5) years estimated to start o/a January 20, 2025. The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to the availability of funds, the continued need for services and successful performance.
8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Open to qualified Cooperating Country National (CCN) (an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country). Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.

STATEMENT OF DUTIES:

General Statement of Purpose of the Contract

The primary responsibility of the Administrative Management Specialist (General Services) is to provide the USAID Kenya and East Africa (KEA) with the full range of general management support services and oversight assistance in the complex daily operations of the Executive Office. The job holder is expected to provide strategic leadership, technical guidance and professional expertise and knowledge and collaborate closely with EXO staff in all administrative and logistical EXO functions. In this capacity, the job holder assists the S/EXO in overseeing delivery of effective, administrative, logistical, and other support services for the Mission and serves as an alter ego to the Administrative Management Specialist (Logistics) as requested. The Administrative Management Specialist (General Services) serves in the USAID Kenya and East Africa (KEA) Executive Office and reports directly to the Administrative Management Specialist (Logistics). The Office provides the full range of administrative management, customer service, logistics, and partner liaison services in support of the large USAID development programs in Kenya.

The Administrative Management Specialist (General Services) supports the EXO leadership with a variety of complex and sensitive operational issues. The Specialist is a resource for management practices and is expected to provide guidance on managing local staff. The Specialist is expected to manage-up in providing informed opinions on office culture, employee motivation and soft skill development. They are the main interlocutor in managing the interagency relationship with State/GSO and Facilities, ICASS provider, and other entities at post, as needed.

The Specialist is expected to know local labor practices, guiding policies, and best practices related to procurement and general management. The Specialist performs assignments semi-independently, seeking the guidance of the Supervisor and/or the EXO for more complex activities. The Specialist works directly with customers, seeking guidance from the Supervisor when needed.

Statement of Duties to be Performed.

Office Support and Administrative Management - 30%

The Administrative Management Specialist (General Services) supports and advises the Executive Office leadership team in overseeing and managing logistical and administrative support services for USAID Mission. The Specialist supports the Administrative Management Specialist (Logistics) in managing the general services and logistics management EXO portfolio and provides guidance on administrative, operational, and Management matters.

The Specialist assists the Administrative Management Specialist (Logistics) with the high volume of work in the Executive Office Sections, coordinates between Sections, and with other Mission Offices. Provides general administrative management support and helps to organize Executive Office work priorities. Provides guidance and advice to EXO sections and participates in the decision-making process in Office and Mission administrative management issues. 

The Specialist has direct management and oversight responsibility for EXO General Services and directly supervises the functions of Travel Management, Property Management and budget planning. The Specialist maintains cognizance and awareness over all programs and logistics management functions of the Executive Office, Travel, Records Management, Property Management, and Procurement).

Attends Senior Staff Meetings and other meetings, when appropriate, in the absence of the Administrative

Management Specialist (Logistics) and ensures that actions assigned during these meetings are carried out in a timely manner. Assists employees in resolving problems.

The Specialist serves as the main point of contact responsible for control and management of travel and GSO related service requests submitted to the EXO. The Specialist monitors performance of employees in completion of tasks assigned by the Supervisor. The Specialist must identify and prioritize urgent administrative and operational issues with management implications for the Executive Office. Supports and fosters teamwork and collaboration to improve processes across all of EXO services and actively participates in the EXO Management Team meetings, recommending and developing organizational policies and procedures that can support improved coordination and customer support, advising the Executive Officer of issues that remain unresolved.

Travel and Transportation - 30%

Provides leadership, supervision and oversight of the travel function to ensure the proper administration of policy directives and required procedures as documented in Agency regulations (ADS 522) and Travel and Transportation Division (M/MS/TTD), to ensure that all required notifications/clearances are obtained from the appropriate individuals prior to temporary duty (TDY) travel, entitlement travel, emergency travel, etc. to determine that the authorized travel meets an essential need, is limited to as few individuals as possible, and is carefully planned.

Job holder will be adept with the Agency’s Travel Management System (TMS), E2 Travel System, which will be used to prepare travel authorizations and travel vouchers for all TDY travel. The Specialist will receive delegated authority from the Mission Director to authorize official travel . Responsible for modernizing/updating this operation, as appropriate, ensuring that T&T staff are appropriately trained to institute new information management procedures.

The Specialist provides logistics support for official and VIP visitors to post. Coordinates with regional and functional bureaus, other agencies, and host country officials to prepare for visits. The job holder is the focal point for the Agency for high level visits and works with Mission technical offices, the Embassy GSO Travel, Motorpool and the Regional Security Office (RSO) to ensure all USG regulations are followed. The job holder ensures all travel related trackers are regularly updated and provides the full range of support to Officers traveling to Kenya on official temporary duty which includes approvals for electronic Country Clearance (eCC) per post management requirements. The job holder will supervise two (2) FSN-8 Travel Assistants.

Policy Guidance and Interpretation - 20%

The job holder serves as a main point of contact and go-to person responsible for control and management of all service requests submitted to the Travel and Procurement teams. The job holder provides a full range of consultative, information-gathering, analytical, and evaluative services of broad scope and varied complexity. Supports and fosters teamwork and collaboration to improve processes across all of EXO services and actively participates in the EXO Management Team meetings, recommending and developing organizational policies and procedures that can support improved coordination and customer support, advising the Administrative Management Specialist (Logistics) and Executive Officers of issues that remain unresolved.

The Specialist will identify opportunities to raise policy, management, and operational issues within the Executive Office in order to address gaps and move operations along. The Specialist takes the leadership role in developing, updating, controlling, and implementing EXO Standard Operating Procedures, Mission Orders, Mission Notices, and other administrative management directives, guidelines, and instructions. Creates and ensures updates for SOPs in travel and procurement service areas to document practices, ensures consistency in practice, and monitors for improvements, ensures document files are kept and maintained for all tracking mechanisms.

ICASS and Procurement Support Services- 20%

The Specialist oversees, monitors, and evaluates all ICASS services provided to USAID, and serves as the Mission client liaison to the Department of State (DOS) ICASS service provider. Builds and maintains positive relationships between USAID and the U.S. Embassy related to all ICASS and other administrative support areas. The Specialist prepares analysis of ICASS requirements, services, standards, and costs to USAID and makes recommendations on the number and types of services utilized. The job holder conducts periodic reviews of ICASS service agreements and standards employing cost- benefit analysis leading to recommended action for services. Troubleshoots, facilitates, or assists USAID staff with State service requests (e.g. MyServices, ILMS/ARIBA, etc.). Follows up with USAID clients to ensure that ICASS and State services received are timely, at the satisfactory level, and provided according to the ICASS service standards.

The Specialist prepares procurement requests and statements of work (SOW), serves as a Contracting Officer’s Representative (COR), if necessary, conducts on-going unliquidated Executive Office obligation balance reviews and ensures timely de-obligation of balances in excess of needs and/or those that are no longer needed in coordination with the Office of Financial Management (OFM). The Specialist exercises best practices as outlined in related Agency regulations in the ADS 300 series such as ADS 301, 330 and 331. The job holder is expected to be fully knowledgeable and proficient in the use of GLAAS, ASIST, and conducts all aspects of pre-award, awards management, post-award, and close-out actions as a Buyer in support of the EXO simplified acquisition procedures.

The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

Prior Work Experience

A minimum of three (3) years of progressively responsible experience in business management and administration, or a position that requires closely related skills, such as program management, operations, or financial management, developing and implementing management procedures, contracting, procurement, property management, human resources or any combination thereof, with a government or non-government organization, the private sector, or within an international or donor organization, is required. Note: Additional experience will NOT be substituted for Education.

Supervisory Relationship

The Administrative Management Specialist (General Services) works under the direct supervision of the Administrative Management Specialist (Logistics), who assigns work in terms of objectives and priorities; assistance is provided on new or unusual assignments. The Specialist exercises initiative and judgment in managing EXO office tasks in accordance with standard practices and established procedures. The Specialist will independently initiate necessary coordination with EXO staff and customers, providing guidance on how to best fulfill requirements, while obtaining advice from the Supervisor on unanticipated problems or complex issues. The Specialist will keep the Supervisor updated through status reports and verbal briefings. The Supervisor reviews the work completed and in progress by the Specialist to ensure that adequate analysis has been made, and that the recommendations are supported by sound judgment and adequate justification.

Supervisory Controls

Supervision of up to six CCN employees in the Executive Office i.e two Travel Assistants and four Mission drivers, providing guidance and assistance in resolving problems and achieving objectives.

Physical Demands

The work requested does not involve undue physical demands.

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. 

Job Knowledge (60 Points)

Sound knowledge of public and/or private-sector business processes is required. Ability to manage a complex administrative management or general logistics portfolio demonstrated. An understanding of the general procurement process is required, particularly simplified acquisition procedures. Basic understanding of budget planning and implementation processes, human resources management, and records management procedures.

Skills and abilities (40 Points)

The ability to semi-independently oversee all aspects of his/her EXO portfolio. An ability to deal effectively with mid- to high-level representatives of the US, local, and Regional business community, and with colleagues in USAID Missions and/or host governments throughout the Region, is required. Skill in the use of most elements of the Microsoft Business suite is required. Demonstrated analytical, negotiating, and time management skills, along with strong proofreading skills and attention to detail, are required. The ability to work calmly, tactfully, and effectively under pressure is essential, as well as the ability to maintain strict confidentiality, and meet all standards of conduct/ ethics standards, is required.

Total possible points: 100

SUBMITTING AN OFFER
Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com

Step 2: Complete the job application at www.myjobsinkenya.com

Step 3: Internal Offerors/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents and upload them to MyJobsInKenya.

OR

External Offerors/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Scan and attach all the documents and upload them to MyJobsInKenya.

Note to Applicants:
1.Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com.
2.Submissions will only be accepted through www.myjobsinkenya.com. Late and incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position.
3.All Applicants must provide at least three professional references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.

LIST OF REQUIRED FORMS PRIOR TO AWARD
The CO will provide instructions about how to complete and submit any required forms after an offeror is selected for the contract award.

BENEFITS AND ALLOWANCES
Benefits and allowances are offered in accordance with the Local Compensation Plan (LCP).

TAXES
CCNPSCs are required to pay PAYE and statutory deductions. All applicable taxes will be deducted from the stated gross market rate.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN PSC awards are available at these sources:

1.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/ads/policy/300/aidar

2.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.

LINE ITEMS
ITEM NO (A) - 0001
SUPPLIES/SERVICES (DESCRIPTION) (B) - Compensation, Fringe Benefits and Other Direct Costs (ODCs)
- Award Type: Cost
- Product Service Code: [ R497]
- Accounting Info: [insert one or more citation(s) from Phoenix/GLAAS]
QUANTITY (C) - 1
UNIT (D) - LOT
UNIT PRICE (E) - $ TBD
AMOUNT (F) - $_TBD at Award after negotiations with Contractor_

3. 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.

4. 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/resources_standards-of-conduct.

5. 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: [email protected].

6. FAR Provisions Incorporated by Reference
52.204-27 - PROHIBITION ON A BYTEDANCE COVERED APPLICATION - JUN 2023