Resident Hire U.S PSC EXO Operations Advisor, GS-13

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications from qualified U.S. Citizens and/or U.S Resident Aliens residing in Kenya to provide personal services under contract as described in this solicitation.

Submissions must be in accordance with this solicitation. Applicants should retain copies of all offer materials, for their records.

Applications must be submitted electronically via email to **nairobipscjobs@usaid.gov** by the closing date and time indicated above. Late, incomplete, or unsigned applications will not be considered. Scanned copies are accepted by email. Applicants must prominently reference the solicitation number in the application submission.

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 offer.

Any questions must be directed in writing to the Point of Contact specified in this solicitation.

1. GENERAL INFORMATION
2. SOLICITATION NO.: 72061524R10057
3. ISSUANCE DATE: July 29, 2024
4. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: August 8, 2024 (16:30 hours Nairobi time)
5. POINT OF CONTACT: Executive Office/Human Resources, Patrick Bii < pbii@usaid.gov> and Noel Sikasa <nsikasa@usaid.gov>
6. POSITION TITLE: Resident Hire U.S PSC EXO Operations Advisor, GS-13
7. MARKET VALUE: $88,520 to $115,079 annually equivalent to GS-13. Final compensation will be negotiated within the listed market value. As a resident hire position, it does not include offshore benefits such as housing, post differential, relocation benefit and post allowance.
8. PERIOD OF PERFORMANCE: One-year base period, with three (1) one-year options subject to funding availability and satisfactory performance or better.
9. PLACE OF PERFORMANCE: Nairobi, Kenya. Overseas U.S PSCs may be authorized to telework or remote work only from a location within Kenya, in accordance with the Mission policy. Telework or remote work from outside Kenya may only be authorized in certain situations in accordance with the terms and conditions of the contract.
10. ELIGIBLE OFFERORS: Open to U.S. Nationals (U.S Citizens and/or U.S Resident Aliens[1]) residing in Kenya. Citizenship, if dual, must be clearly stated. This is a resident-hire position and therefore all offerors must be residing in Kenya.
11. SECURITY LEVEL REQUIRED: Facilities/Computer access only.
12. Travel Requirements: Occasional travel as required.
13. Sunday Pay: Sunday pay is not authorized.
14. Support Items: The incumbent will be provided with office space, equipment, supplies, and other support provided to personal service contractors.
15. STATEMENT OF DUTIES/POSITION DESCRIPTION

BACKGROUND

USAID/KEA is seeking an American citizen or permanent resident who resides in Nairobi to serve as an EXO Operations Advisor. The Operations Advisor in the Executive Office at USAID is vital to optimizing the Agency’s operational efficiency and effectiveness. This role encompasses strategic planning, operational oversight, and the continuous enhancement of processes to support USAID’s technical and lifeline offices. The Operations Advisor ensures seamless coordination, promotes best practices, and drives initiatives that bolster the Agency’s mission and operational capabilities. The incumbent is expected to work an average of 40 hours per week, with a need for flexibility, overtime and which may include weekend hours. The incumbent shall report directly to the Supervisory EXO.

DUTIES AND RESPONSIBILITIES

The contractor shall serve as the point person and main coordinator for operations management.

Operational Strategy and Planning:

• Develop and execute comprehensive operational strategies that adhere to USAID’s overarching regional mission and objectives. Undertake rigorous needs assessments and gap analyses to pinpoint operational deficiencies, with a keen focus on enhancing communications, crisis management protocols, execution of special projects, and optimizing office space utilization.
• Forge collaborative partnerships with senior executives to define enduring operational goals and blueprints. Actively contribute to strategic planning initiatives, offering strategic insights and foresight that shape the organization’s trajectory.
• Champion the formulation of strategies to anticipate, secure, and allocate resources in alignment with organizational imperatives. Collaborate closely with designated senior leaders to ensure informed decision-making and resource optimization, fostering a resilient and adaptive operational framework.

Process Improvement and Efficiency:

• Conduct comprehensive analyses of current processes and workflows to identify inefficiencies, pinpoint bottlenecks, and propose strategic improvements. Employ best practices and lean management methodologies to streamline operational performance and enhance the efficacy of existing policies and procedures.
• Lead in guiding cross-functional teams through process redesign efforts and change management initiatives, fostering collaboration and ensuring seamless transitions to optimized workflows. Actively identify and articulate the prerequisites for developing and implementing robust business processes, encompassing policies, workflows, and standard operating procedures tailored to the specific requirements of assigned projects.
• Drive operational efficiency by fortifying organizational agility and effectiveness in achieving overarching strategic objectives.

Project Management:

• Take charge of the strategic oversight, execution, and monitoring of pivotal operational projects within the organization. Ensure seamless alignment with project timelines, scope parameters, and budgetary constraints, consistently driving towards timely and cost-effective project completions.
• Develop comprehensive project plans, detailed timelines, and resource allocation models that serve as blueprints for efficient project management and delivery. Coordinate and lead intricate projects, analytical studies, and assessments aimed at scrutinizing and enhancing the efficacy of administrative operations and procedures.
• Through rigorous oversight and leadership, uphold operational excellence, foster innovation, and deliver tangible results that propel organizational success and sustainable growth.

Performance Monitoring and Reporting:

• Design and deploy robust performance metrics that serve as barometers for evaluating the efficacy and impact of operational strategies that are crafted to provide comprehensive insights into key performance indicators (KPIs), ensuring alignment with organizational goals and objectives.
• Compile detailed reports and deliver polished presentations to senior management, offering clear and insightful analyses of operational performance trends, achievements, and areas for enhancement. These reports serve as crucial tools for informed decision-making and strategic planning, fostering transparency and accountability across the organization.
• Harness advanced data analytics methodologies to extract actionable insights from complex datasets, driving evidence-based decision-making and facilitating continuous improvement initiatives. Leveraging data-driven approaches optimize processes, enhance efficiency, and foster a culture of innovation that propels the organization towards sustained success.

Stakeholder Engagement and Collaboration:

• Cultivate robust and collaborative partnerships with all stakeholders including external vendors, and diverse stakeholders to fortify synergistic operational dynamics. Facilitate seamless coordination among various USAID offices and external partners, orchestrating integrated efforts that maximize efficiency and effectiveness across shared initiatives.
• Forge and cultivate productive working relationships with senior-level officials, both within the organization and externally. These relationships are pivotal in advancing mutual goals, fostering trust, and aligning strategic objectives for collective success.
• Serve as a distinguished ambassador of organizational leadership, adeptly representing USAID at high-stakes meetings and forums, both domestically and internationally. Through proactive engagement and diplomatic finesse, I ensure our perspectives are articulated effectively and our interests are safeguarded, reinforcing our position as a respected leader in global development and humanitarian assistance efforts.

Risk Management:

• Conduct thorough risk assessments to pinpoint vulnerabilities and potential threats. Develop and implement comprehensive mitigation strategies, including preventive measures and contingency plans, to ensure operational resilience and continuity. Regularly review and update these strategies to adapt to new and emerging risks.
• Establish a robust monitoring system to continuously track risk factors using advanced data analytics and real-time reporting tools. Regularly analyze and document these risks, providing detailed reports to key stakeholders to ensure timely awareness and informed decision-making.
• Ensure compliance with USG policies and regulatory requirements that includes regular audits, staff training, and clear documentation to ensure all operations adhere to USAID policies and regulatory requirements. Continuously monitor and update compliance practices to align with any changes in regulations and organizational standards.

Position Elements

• Degree of responsibility for decision-making assigned to the position: Incumbent must exercise judgment in making decisions related to operations management.
• Level of complexity of work assignments: The work consists of duties that involve coordination of steps, processes, or methods as well as effective knowledge management of processes and procedures.
• **Knowledge level required:**General understanding of administrative/management procedures, logistics and protocol is required. Excellent interpersonal skills on multicultural teams are also required.
• Supervisory Controls: The incumbent reports to Supervisory EXO. Must be able to work independently with minimum supervision, as well as with USAID and Embassy staff as part of a team.
• Guidelines: USAID Automated Directives System, General Notices, Foreign Affairs Manual, USAID Mission Orders, and other applicable standards and regulations.
• Complexity of the work environment or its potential effect on the position’s responsibilities: Incumbent must be able to function in a complex work environment in a large USAID Mission based within the United States Embassy Nairobi. Incumbent will be expected to coordinate closely with all levels of USAID and State Department employees. Should demonstrate strong understanding of various offices within an Embassy setting and their functions as pertains to operations management.
• Scope and effect of the work performed: The work involves the performance of routine operations that include a few separate tasks or procedures and affects the accuracy and reliability of other processes.
• Level and purpose of contacts: Direct contact with all levels of USAID, Department of State, and other agencies at post. Purpose of contacts is to obtain, clarify, and guide projects involving USAID and Embassy personnel. Incumbent will also plan, coordinate or provide advice to other USAID/KEA employees.
• Supervision/oversight over others: This is a non-supervisory position
• Authority to make commitments: None
• Responsibility for coordinating and training for other staff: Will advise and train others to serve as project managers

MINIMUM QUALIFICATIONS AND BASIC ELIGIBILITY CRITERIA

Minimum qualification requirements:

• Education: BA Degree is required. Master’s degree and further education in operations management desired.
• Language Proficiency: Level IV English ability (both written and oral) is required.
• Relevant Work Experience & Knowledge: Seven to 10 years of experience is required handling logistics and management/administrative issues in a large organization. General understanding of administrative/management procedures, logistics, and protocol is required. Prior experience managing high level U.S. government delegations and coordinating across various USG interagency stakeholders strongly desired.

Skills and Abilities:

• Must be flexible and able to multitask, as duties will frequently require meeting incoming personnel and responding to urgent work-related situations outside normal work hours. Must possess strong interpersonal skills and be able to build effective working relationships in a dynamic multi-agency working environment. Professionalism, attention to detail and an ability to successfully interface with senior-level dignitaries and a wide range of personality types are essential. Well-developed customer-service, proactivity, and organizational practices are critical.
• Demonstrated proficiency in the operation of computers and software programs, such as Google Suite (Calendar, Gmail, Drive, Docs, Forms, Sheets), Microsoft Package (Access, Word, PowerPoint, Excel, Outlook) and other databases is required. Knowledge of CRM desired.
• Proficiency in computer-aided design (CAD) software like AutoCAD, Revit, or SketchUp is highly desirable
• Strong leadership and problem-solving skills.
• Excellent project management and organizational abilities.
• Proficiency in data analysis and performance measurement tools.
• Exceptional communication and interpersonal skills.
• Ability to work effectively in a fast-paced and dynamic environment.
• Ability to visualize and plan the use of office space effectively.
• Strong organizational skills to manage project timelines, budgets, and coordination with contractors and other stakeholders.
• Excellent verbal and written communication abilities to articulate and present ideas, write reports, and interact effectively and persuasively with clients and team members.
• Skilled in developing and implementing comprehensive communication strategies that align with organizational goals and target audiences.
• Proficient in using office design software to create content for outreach, engagement, and brand management.
• Familiarity with USG codes, safety regulations, and sustainable design practices is a plus.
• The ability to obtain the security level and medical clearances required for the position.
• Full-time: 40 hours per week (8.75 hours Monday through Thursday, 5 hours Friday) must be willing and able to work after hours, overtime, and with significant flexibility, including weekends.

EVALUATION FACTORS AND CANDIDATE SCORING

• Interview (50 points)
• Prior Work Experience & Knowledge (25 points)
• Abilities & Skills (25 points)
• Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)

Total Possible Points: 100

[1] U.S. resident alien means a non-U.S. citizen lawfully admitted for permanent residence in the United States.

How to apply

Interested applicants are required to submit the following:

1. Offerform AID 309-2, “Offeror Information for Personal Services Contracts with individuals,” available at https://www.usaid.gov/forms/aid-309-2
2. An up-to-date curriculum vitae (CV) or resume (no more than five pages), cover letter explaining your qualification and evaluation criteria for the position, copies of all relevant certificates and include three (3) referees, who are not family members or relatives, with working telephone and e-mail contacts.
3. Applications must be submitted electronically via email to **nairobipscjobs@usaid.gov** by the closing date and time indicated above.
4. To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission/cover letter.

LIST OF REQUIRED FORMS FOR PSC HIRES

Once the 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 following forms.

• Medical History and Examination (DS 6561)
• Questionnaire for Non-Sensitive Positions (SF-85)
• Declaration for Federal Employment (OF-306)

BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a USPSC is normally authorized the following benefits and allowances:

BENEFITS:

1. Employer’s FICA Contribution
2. Contribution toward Health and Life Insurance
3. Pay Comparability Adjustment
4. Annual Increase (pending a satisfactory performance evaluation)
5. Eligibility for Worker’s Compensation
6. Annual and Sick Leave

This position is a Local Hire U.S PSC and receives only the limited benefits specified above. Any contract offered under this solicitation will not offer benefits that are available to Offshore Hire U.S PSC. Benefits that the successful candidate will not receive include, but are not limited to:

1. Access to Embassy medical facilities, Cash Checking, AEA Commissary Access, Pouch Mail Service (DPO/APO)
2. Cost of Travel to and from Post;
3. Shipment and storage of UAB and HHE;
4. Shipment of POV (Private Own Vehicle);
5. R&R and Home Leave Travel; and
6. Housing

ALLOWANCES:

Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas)

1. Temporary Quarter Subsistence Allowance (Section 120)
2. Living Quarters Allowance (Section 130)
3. Cost-of-Living Allowance (Chapter 210)
4. Post Allowance (Section 220)
5. Separate Maintenance Allowance (Section 260)
6. Education Allowance (Section 270)
7. Education Travel (Section 280)
8. Post Differential (Chapter 500)
9. Payments during Evacuation/Authorized Departure (Section 600), and (j) Danger Pay Allowance (Section 650)

TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing USPSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix D, “Direct USAID Contracts with a U.S. citizen or a U.S. Resident Alien for Personal Services Abroad,” including contract clauses “General Provisions,” found at: http://www.usaid.gov/policy/ads/300/aidar.pdf
2. Contract Cover page form AID 309-1 available at https://www.usaid.gov/forms
3. Acquisition and Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs): AAPDs/CIBs for Personal Services Contracts with Individuals available at https://www.usaid.gov/work-usaid/aapds-cibs
4. AAPD 21-04- Executive Order 14042 on ensuring adequate COVID-19 Safety protocols for federal awards (FAR Deviation No. M-OAA-DEV-FAR-22-01c)- October 12, 2021
5. 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
6. AAPD 18-02 REVISED – This AAPD extends and revises implementation of medevac regulations for USPSCs and TCNPSCs under AIDAR Appendix D and J, § 12, clauses #25 in Appendix D, and #21 in Appendix J. – December 18, 2019
7. AAPD 10-01 – PERSONAL SERVICES CONTRACTS- Changes in USG reimbursement amounts for health insurance and physical examination costs- 01/08/10
8. AAPD 06-10– PSC Medical Expense Payment Responsibility – October 30, 2006
9. AAPD 06-08 – AIDAR, APPENDICES D AND J: Using the optional schedule to incrementally fund contracts – June 23, 2006
10. 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
11. 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

[END OF SOLICITATION]