The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.
I. GENERAL INFORMATION
1. SOLICITATION NO: 72062421R100009
2. ISSUANCE DATE: March 17, 2021.
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: March 30, 2021. 11:59
p.m Yaoundé time.
4. POINT OF CONTACT: firstname.lastname@example.org
5. POSITION TITLE: Supervisory Administrative Management Specialist
6. MARKET VALUE: CFA 19,638,089.00– CFA 34,366,649.00 equivalent to FSN-11
In accordance with AIDAR Appendix J and the Local Compensation Plan of
USAID/Cameroon. Final compensation will be negotiated within the market value.
7. PERIOD OF PERFORMANCE: The period of performance is five (5) years, estimated to
start about July 2021. The services provided under this contract are expected to be of
continuing nature executed by USAID through a series of sequential contracts, subject to
availability of funds, satisfactory job performance and need for continued services.
8. PLACE OF PERFORMANCE: Yaoundé, Cameroon with possible travel as stated in the
Statement of Work.
9. ELIGIBLE OFFERORS: All interested candidates eligible to work in Cameroon.
Cooperating Country National (CCN) is defined as an individual who is a cooperating
country citizen or a non-cooperating country citizen lawfully admitted for permanent
residence in the cooperating country.
10. SECURITY LEVEL REQUIRED: Regional Security Office Clearance.
1. General Statement of Purpose of the Contract
The Supervisory Executive Specialist position is established to perform the full extent of EXO
duties permitted by USG regulations and USAID policies, to include management of Human
Resources, Communications and Records, Information Technology, and fulfillment of General
Services from the International Cooperative Administrative Service System (ICASS) and direct
sources. The Supervisory EXO is responsible for planning and executing administrative
management functions of the Executive Office, subject to signatory approval of the
Development Counselor in Cameroon and the Supervisory Executive Officer in the West Africa
(WA) Mission in Accra, Ghana.
The Supervisory Executive Specialist will ensure effective management of OE, ESF, and
PEPFAR-funded Management and Staffing resources in Cameroon. The primary responsibility is to supervise the Executive Office (EXO) and all EXO staff, advise the Office of Development
Counselor (ODC) and senior management on all administrative management policies and
procedures, represent USAID on interagency committees and administrative/management
groups, serve as a technical mentor to the EXO staff, and assist and support the USAID/West
Africa Regional Mission (USAID/WA) financial management office as needed.
The Supervisory Executive Specialist is directly responsible to oversee all EXO functions and
support received from ICASS and USAID/WA, these include but are not limited to: USDH,
FSN, and USPSC personnel management; property management (personal and real property);
the International Cooperative Administrative Service System (ICASS); Communications (nonclassified); records management; procurement; travel management; office systems and
procedures; computer systems; financial management; USAID Implementing Partner (IP or
Institutional Contractor) support; and, staff training. The Specialist is an important member of
the Mission management team and his/her work, management skills, and interpersonal
relationships will greatly affect EXO performance, and its support to USAID/Cameroon. In
addition, the Specialist is expected to initiate projects affecting EXO performance, relationships
with USAID/Cameroon programs and other customers, the US Embassy, USAID/WA, and IPs.
With supervision by the Development Counselor, the Specialist is expected to initiate, plan,
manage, and complete a full array of assignments and reports.
The Supervisory Executive Specialist ensures that the EXO operates to its maximum ability to
meet the needs of the USAID/Cameroon. The Specialist maintains contacts at all levels within
USAID and the Embassy, as well as with USAID/Washington and host country government
2. Statement of Duties to be Performed
As senior advisor and assistant to the Country Representative and the S/REXO, the Supervisory
Executive Specialist participates in planning, directing, and administering the Executive Office
for USAID/WA/Cameroon S/he assists the Country Representative (CR) and the S/EXO with
the high volume of work in bilateral Mission and the Executive Office Sections, coordinates
between Sections, and in coordination with other Mission Offices.
The Supervisory Executive Specialist monitors overall performance of the Executive Office and
is charged with ensuring that Mission procedures comply with USAID regulations and United
States Government (USG) statutory requirements. The Supervisory Executive Specialist is
responsible for management of personnel directly supervised, including completing
performance appraisals and making recommendations for personnel actions.
As required, s/he provides guidance and advice to EXO Sections and participates in the
decision-making process in Office and Mission administrative management issues. As the alter
ego to the S/EXO, the Supervisory Executive Specialist leads the Executive Office in
Cameroon. The Supervisory Executive Specialist manages and ensures continued effective and
smooth operation of the Executive Office in all areas, except signatory authority involving the
commitment of USG funds.
Daily work responsibilities include:
A. Human Resources, Policy Planning, and Procurement Management – 60 %
1. Human Resources Management:
The Specialist supports the planning of personnel management operations for the Direct-Hire and
Personnel Service Contract (PSC) employees; Collaborates with the CR, the S/EXO, and mission
officials on staffing and workforce planning issues, and recommends actions to ensure maximum
effective use of personnel; Manages the recruitment and selection of new personnel; Oversees the
classification/reclassification of Missions’ positions; Oversees the personnel contracting functions,
executing contracting actions is delegated to a contracting officer (CO); Coordinates training and
staffing development opportunities for the Mission, oversees the Mission Award program, and
actively participates in the Mission Training committees; Counsels employees on a wide range of
subjects including allowances, education, equal opportunities, career development, and onward
assignments; Ensures personnel data in HR automated systems (i.e. Web.PASS.PS, OPS, Trackers)
is accurate and kept up to date; Ensures timely response to data calls from Mission Management,
AID/W and State Department; and Oversees Mission compliance with the new AEF (ePerformance)
procedures, processes, and deadlines.
2. Policy Planning and Communication; and Records Management: The Specialist is
responsible for the following: Conducts management analyses and studies as required to
recommend or evaluate improvements in management operations; Assists in the planning and
direction of a continuing nature to evaluate Mission organization, staffing, and services, in order
to ensure maximum utilization of material and human resources; Analyzes requirements and
makes administrative and technical recommendations to Mission management as requested;
Develops and implements appropriate internal Mission management systems and policies;
Drafts or clears Mission Orders, Management Notices, and correspondence from EXO on
management policies, as needed or required; Serves on the Management Control Review
Committee (MCRC) and the Federal Managers Financial Integrity Act committee (FMFIA), to
ensure implementation of regulations. Supervises Mission record management program to
ensure compliance with Agency policy.
3. Procurement: The Supervisory Executive Specialist ensures appropriate management controls
are in place and utilized in all areas of procurement activities; approves requests for advance of
funds through local petty cash as needed. The Specialist liaises and consults regularly with a wide
variety of USAID/Washington offices, private-sector vendors, and contractors. S/he participates in
the development of the annual procurement plan, in concert with the CR and the S/EXO or the
D/EXO for submission to Mission management and inclusion in the annual Budget Request.
4.Training Coordination: The Supervisory Executive Specialist serves as the Training
Coordinator for the Country Office: The Specialist is responsible for gathering the training plan
from each section, presenting the plan to the Training Committee for approval, and then the
Specialist processes all approved training including all changes.
B. Supervises all Administrative Services – 40%
5. Support to Institutional Contractors/Implementing Partners: The incumbent provides:
Administrative support, guidance, and clarification to Institutional Contractors (IC) in such
areas as acquiring visas, business permits, expatriate quotas, resident permits for expatriates,
registration with the host government, VAT exemptions and other related tax issues, registration
of official program vehicles, aviation/airport issues, motor vehicle licenses; program vehicle
insurance, and Mission and host-government policies guiding these and other issues. The
Specialist develops close working contacts with Government officials, especially with the
officials handling issues affecting IC operations. The incumbent communicates with ICs on
safety and security matters as requested.
6. General Services: The Specialist oversees the following GSO services: Ensuring efficient
delivery of services by State/ICASS with respect to Motor Pool Operations (including the CR’s
Chauffeur(s)), Vehicle Maintenance and Records; Customs and Shipping; Maintenance and
Repairs of the USAID office space; Property Management; and Management of the Custodial
Staff at the USAID office space. Other significant duties include Occupational Safety and Space
Management. The Specialist works with relevant Embassy personnel and GSO staff as needed
to ensure that all systems for tracking mileage, fuel, and repair costs in the area of Motor pool
Operations, Vehicle Maintenance, and Records are current, and that all required reports are
completed and submitted in a timely manner. S/he approves and signs requests for customs
clearance of official shipments eligible for importation under USAID and host-government
regulations; Coordinates with the Facilities Maintenance Supervisor to resolve complaints about
substandard Services under State/ICASS when needed; Ensures compliance with Occupational
Safety and Health Standards; Oversees requests for additional or reconfigured office space, as
needs dictate, providing various options to best meet requirements within available space; and
reviews plans for office moves with the EXO and concerned clients to ensure manpower and
materials are available at the time moves are scheduled.
7. Property Management: The incumbent oversees the property management function for nonexpendable and expendable property, including office equipment and furniture inventories, as
well as the residence for the Country Representative. S/he ensures that all official property
procured by the Mission, non-expendable and expendable, is properly received and that required
receiving reports are accurately completed; that all required actions are completed for the proper
establishment and maintenance of inventory records; where applicable, supervises all disposal
sales, from item selection, completion of disposal authorizations, conduct of the actual sale, and
adjustment of property records to comply with Agency regulations; assists State/ICASS in
conducting periodic inspections of facilities (USAID Office Space, CR’s residence) to ensure
proper procedures for security, fire prevention, safety, and cleanliness are in place and in
compliance with Agency regulations; and, conducts spot checks on various records throughout
the year to determine their validity and to ensure that all items are accounted for and that actual
accounts match records. The incumbent also ensures that the Mission’s safety and security
equipment, IT equipment, and mobile devices are managed according to USG regulations.
8. Maintenance: The incumbent monitors USAID-assigned residential and office building
maintenance, including the status of make-readies, routine and preventive maintenance, and
maintenance of sufficient supplies, equipment, and records.
9. Transportation and Travel: The Supervisory Executive Specialist oversees the preparation
and issuance of Travel Authorizations in E2 in accordance with policy and regulations, ensuring
that all legal and regulatory requirements are met. S/he is responsible for providing guidance on
travel regulations to Mission staff. S/he ensures follow up on all staff travels related issues with
REXO and RFMO.
C. Manages OE and Program Administrative Support Budget Preparation and Execution- 20%
10. Budgetary and Financial Planning: The Specialist assists with the following budget-related functions: Develops OE support budgets and monitors obligations of OE and OE
Supplemental funds, in coordination with the CR, the S/EXO and RFMO; Advises the Program
Office on the Program Support Objective budget; Participates in ICASS negotiations with the
U.S. Embassy, when designated; Reviews ICASS invoices to assure proper allocation of work
load counts; Establishes good working relationships and maintains open communication with
U.S. Embassy Management Sections, including applicable General Services, FMO, and Security
staff, to ensure receipt of services procured under ICASS, and to resolve any outstanding issues.
The Specialist is responsible for assisting the CR, the S/EXO and the Mission in critically
evaluating ICASS services.
3. Supervision Received: Supervised by the Country Representative. The Specialist works with
a high degree of independence. Assignments are made orally and in writing. The CR and the
S/EXO, in consultation with the incumbent, sets priorities and deadlines in terms of policy,
priority, results to be achieved, and basic approaches. The SPECIALIST reviews completed
written work, and provide clearance on external correspondence, as directed. The CR and the
S/EXO provides guidance on major decisions regarding Executive Office and Mission activities,
taking into account the incumbent’s recommendations.
4. Supervision Exercised: Direct supervision of all EXO staff in USAID/Cameroon. Provides
counsel, advice and instructions to all EXO staff members as well as daily supervision. Provides
guidance and indirect supervision to outside contractors on special administrative projects as
requested for travel, construction, maintenance, security, and other administrative matters.
12. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
II.MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION:
In order to be considered for the position, a candidate must meet the Minimum Qualifications.
Applications will be pre-screened and only those that meet the Minimum Qualifications will be
considered. These are the minimum qualifications necessary to be considered for the position:
a. Education: Minimum of Bachelor’s degree, or the local equivalent, in business administration,
financial management, or a field related to administrative management is required
b. Prior Work Experience: Minimum of five years of progressively responsible professional
administrative experience, developing and implementing management procedures, contracting,
procurement, involving human resources or any combination thereof is required. Experience in at
least three of the following areas: Personnel Administration, General Services, Motor Pool
Management, Property Management, and Procurement is required.
c. Language Proficiency: Fluency in English and French is required. Language proficiency may be
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