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01 Vacant Position advertisement: USAID/Mali Executive Office – Supervisory Executive Management Specialist

For detailed minimum requirements, applicants must refer to the Full Statement of duties and the qualification requirements available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/

REF No.: 72068824R10009 (must be inserted in the subject line of the email)

GRADE LEVEL: The full performance level of this position is equivalent to FSN-12, which is between 29,950,052 – 46,422,584 FCFA. However, if USAID’s evaluation does not result in an award at the full performance level, USAID may make an award to a selected CCN qualified at a lower level, with contract options to eventually place the contractor at each progressive level until the full performance level is reached. The entry level of this position is equivalent to FSN-10, which is between 21,109,029 – 32,719,005 FCFA and the intermediate level of this position is equivalent to FSN-11, which is between 24,740,169 – 38,347,257 FCFA.

BASIC FUNCTIONS:

This position is established as Supervisory Executive Management Specialist “Ladder” position, which includes positions at the FSN-10, FSN-11, and the full performance level of FSN-12.

At the full performance level (FSN-12), the CCN PSC will perform the following general duties:

The Supervisory Executive Management Specialist (S/EMS) (Full Performance Level/FPL) reports directly to the USDH Supervisory Executive Officer (S/EXO). The primary responsibility of the Specialist is to provide the USAID Mission with the full range of management support services and oversight assistance in the complex daily operations of the Executive Office. The S/EMS 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 Specialist assists the S/EXO in overseeing delivery of effective personnel, administrative, logistical, and other support services for the Mission and serves as an alter ego to the S/EXO as requested.

At the Intermediate Performance Level (FSN-11), the CCN PSC will perform the following general duties:

The Supervisory Executive Management Specialist (S/EMS) (Intermediate Level/IL) serves as the senior CCN PSC on administrative and management issues, procedures and policy, travel and transportation efforts, and in planning, directing and administering the operations management platform for the Mission. The Specialist serves as an advisor and supports the EXO leadership with a variety of complex and sensitive operational issues. The S/EMS will provide direction, guidance, and management oversight to the following Teams within the Executive Office: Procurement, Records and Correspondence, Travel and Transportation, and overall Administrative Support. The Specialist monitors the overall performance of these teams within the executive office and ensures that Mission procedures comply with USAID policy and regulations, and the United States Government (USG) statutory requirements. A primary role of the S/EMS will be to ensure that appropriate and necessary management systems and controls are in place and appropriately utilized by all USAID staff.

At the Entry Level (FSN-10), the CCN PSC will perform the following general duties:

The Supervisory Executive Management Specialist (Entry Level/EL) serves in the USAID/Mali Executive Office and reports directly to the Supervisory Executive Officer. 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 Mali.

MAJOR DUTIES AND RESPONSIBILITIES

Full Performance Level (FSN 12):

Strategic Leadership and Policy Guidance

The Supervisory Executive Management Specialist (FPL) develops, interprets, and directs successful implementation of administrative policies, regulations, and procedures in all EXO areas, and ensures compliance with host government statutory and/or regulatory requirements affecting management services in the Mission and Mission employees. The Specialist is a member of the Mission Management responsible for providing leadership and oversight for administrative management operations. The S/EMS plans and directs the internal management functions of the Mission and directs all functional activities within the Executive Office. The Specialist is responsible for internal Mission coordination among Offices and serves as the Mission representative and liaison with State/Management regarding administrative management matters, responsible for policy interpretation and implementation of various DoS, Agency, and Bureau management initiatives. The Specialist must exercise good judgement, often under times of stress and limited time frames in making decisions and providing advice on USAID management policies, procurement practices, and human resources concerns.

Office Management and Technical Leadership

Human Resources: Works closely with the S/EXO, the Mission Leadership, and HCTM in the areas of workforce planning, recruitment, performance management, benefits and retirement, Foreign Service assignment process, classification, training, and all other HR and personnel management programs. The S/EMS consults with HCTM on policy interpretation related to human capital management, as well as overseas benefits and allowances. Keeps abreast of host-country legal and statutory laws and regulations to ensure compliance with its statutory and/or regulatory requirements affecting hiring practices and personnel entitlements. Works closely with the RLO and State HRO to ensure that the Mission abides by host country labor laws.

Representation and coordination: The Supervisory Executive Management Specialist (FPL) establishes and maintains close working contacts with personnel at all levels within the Mission, the Embassy, and Interagency for effective management of the Mission’s administrative operations. The Specialist represents USAID on the ICASS working group, Post Employment Committee, Joint Awards Committee, Collaborative Management Initiative, Inter-Agency Housing Board, and other working groups/committees as assigned.

Intermediate Level (FSN11):

Policy Guidance and Administrative Management

The S/EMS provides administrative policy guidance for the EXO pillars under his/her oversight. The Specialist takes the leadership role in formulating and implementing administrative management policies, regulations, and procedures, to include EXO Standard Operating Procedures, Mission Orders, Mission Notices, and other administrative management directives, guidelines, and instructions. Creates and ensures updates for SOPs in all covered service areas to document files are kept and maintained for tracking. 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 must identify and prioritize urgent administrative and operational issues with management implications for the Executive Office.

Unit Supervision and Technical Leadership

Procurement: Provides leadership, supervision and oversight on all matters pertaining to the acquisition and assistance of administrative contracts managed by the Supervisory Executive Officer at post. S/he prepares procurement requests and statements of work (SOW), serves as a Contracting Officer’s Representative (COR) or Activity Manager, 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 Specialist 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 in support of the EXO simplified acquisition procedures.

Entry level (FSN 10):

Office Support and Administrative Management

The Supervisory Executive Management Specialist (Entry Level/EL) supports and advises the Executive Officer in overseeing and managing logistical and administrative support services for USAID Mission. The Specialist supports the Executive Officer in managing the entire EXO portfolio and provides guidance on administrative, operational, and management matters. The Specialist assists the Executive Officer 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.

ICASS Support

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.

MINIMUM QUALIFICATIONS

Full Performance Level (FSN 12):

Education: Possession of a Baccalaureate Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in business-related field (i.e. Accounting, Business, Contracting/Procurement/Purchasing, Economics, Finance, Law, HR Management, Industry/Industrial Management/Logistics, Management Information Systems (Computer Science), Marketing, Organization/Management/Leadership, Program/Project Management, Public Administration, Quantitative Methods) is required.
Prior Work Experience: A minimum of seven (7) 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 is required. One year of this experience must have been gained working at a Fully Successful level in a position equivalent to no less than the next lower level of FSN responsibility in this or an occupation that requires similar skills, with a government or nongovernment organization, the private sector, or within an international or donor organization. At least three years of supervisory experience. Note: Additional experience will NOT be substituted for Education.
Language Proficiency: Level IV (fluency) in English and French is required.
Job Knowledge: Extensive knowledge or the potential to acquire knowledge of U.S. Government regulations governing all areas of administrative management and support operations, including human resources, procurement, property management, physical security, general services, budgeting, records and correspondence is required. Extensive knowledge of procurement and contracting regulations is required. Professional level knowledge of USG SAP and PSC regulations and policies.
Skills and Abilities: The ability to 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. Demonstrated ability to lead, train, and work independently with minimal supervision or guidance, is required. Advanced analytical, negotiating, and time management skills, along with strong proofreading skills and attention to detail, are required. Ability to advise peers and management. Ability to guide and work with a multidisciplinary, diverse team in the administration of a full service, customer focused Executive Office. The Specialist must possess the capacity to critically and independently analyze, conceptualize, negotiate, exercise sound judgment, originate ideas, identify problems, and develop creative solutions and demonstrate interpersonal skills to handle requests with patience, tact, and diplomacy. Flexibility to simultaneously manage multiple priorities at a time is essential. Skill in the use of most elements of the Microsoft Business suite is 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. S/he must be able to obtain a thorough understanding of USG, federal and local regulations and policies, foreign affairs manuals, and understand USG’s programming, planning, budgeting, contracting and real and personal property management procedures.

Intermediate Performance Level (FSN-11):

Education: Possession of a Baccalaureate Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in business-related field (i.e. Accounting, Business, Contracting/Procurement/Purchasing, Economics, Finance, Law, HR Management, Industry/Industrial Management/Logistics, Management Information Systems (Computer Science), Marketing, Organization/Management/Leadership, Program/Project Management, Public Administration, Quantitative Methods), is required.
Prior Work Experience: A minimum of five (5) 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 is required. One year of this experience must have been gained working at a Fully Successful level in a position equivalent to no less than the next lower level of FSN responsibility in this or an occupation that requires similar skills, with a government or nongovernment organization, the private sector, or within an international or donor organization. At least three years of supervisory experience. Note: Additional experience will NOT be substituted for Education.
Language Proficiency: Level IV (fluency) in English and French is required.
Job Knowledge: Extensive knowledge or the potential to acquire knowledge of U.S. Government regulations governing all areas of administrative management and support operations is required. Extensive knowledge of procurement and contracting regulations is required. Professional level knowledge of USG SAP and PSC regulations and policies.
Skills and Abilities: The ability to 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. Demonstrated ability to lead, train, and work independently with minimal supervision or guidance, is required. Advanced analytical, negotiating, and time management skills, along with strong proofreading skills and attention to detail, are required. Ability to advise peers and management. Ability to guide and work with a multidisciplinary, diverse team in the administration of a full-service, customer focused Executive Office. The Specialist must possess the capacity to critically and independently analyze, conceptualize, negotiate, exercise sound judgment, originate ideas, identify problems, and develop creative solutions and demonstrate interpersonal skills to handle requests with patience, tact, and diplomacy. Flexibility to simultaneously manage multiple priorities at a time is essential. Skill in the use of most elements of the Microsoft Business suite is 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. S/he must be able to obtain a thorough understanding of USG, federal and local regulations and policies, foreign affairs manuals, and understand USG’s programming, planning, budgeting, contracting and real and personal property management procedures.

Entry Level (FSN-10):

Education: Possession of a Baccalaureate Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in business-related field (i.e. Accounting, Business, Contracting/Procurement/Purchasing, Economics, Finance, Law, HR Management, Industry/Industrial Management/Logistics, Management Information Systems (Computer Science), Marketing, Organization/Management/Leadership, Program/Project Management, Public Administration, Quantitative Methods), is required.
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 nongovernment organization, the private sector, or within an international or donor organization, is required. Note: Additional experience will NOT be substituted for Education.
Language Proficiency: Level IV (fluency) in English and French is required.
Job Knowledge: Sound knowledge of public and/or private-sector business processes is required. Supervisory experience and ability to manage a complex 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: 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.

Full Statement of duties and qualification requirements are available on https://www.usaid.gov/mali/work-with-us/careers or https://ml.usembassy.gov/embassy/jobs/

EVALUATION AND SELECTION FACTORS:

To be considered for this position, applicants must meet the minimum qualifications noted above. For applicants meeting the minimum qualifications, further consideration and selection will be based on panel assessment of the selection factors listed below.

Prior Work Experience 35 points
Job Knowledge 30 points
Skills and Abilities 35 points

Applicants may address each of the selection factors on a separate sheet or directly in the cover letter.

TO APPLY:

All CV/Resumes and cover letters must be in English, otherwise the application package is incomplete and will be rejected.

Interested candidates for this position must submit the following required documents:

Eligible Offerors are required to complete, sign, and submit the offer form AID 309-2 (Offeror Information for Personal Services Contracts with Individuals): https://www.usaid.gov/forms/aid-309-2
Resume or curriculum vitae (CV) relevant to the position for which the applicant is applying.
Cover letter of not more than two (2) pages describing how the incumbent’s skills and experience fit the requirements of the subject position and meet the evaluation factors set in this solicitation.
Applicants are required to provide five (5) Professional References with complete contact information including email address and telephone number(s). References should have knowledge of the candidate’s ability to perform the duties set forth in the solicitation and must not be family members or relatives.
Copy of Degrees/Diploma, or any relevant Certificates, or Recommendation Letters submitted in a simple searchable PDF file.
Applicants must provide their full mailing address with telephone numbers, email address and should retain for their records copies of all enclosures that accompany their submissions.
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 of the Solicitation.
Applicant submissions must clearly reference the Solicitation number on all documents to ensure consideration of the application package. Email subject line must be: [Solicitation number 72068824R10009] – [CANDIDATE NAME]

SUBMIT APPLICATION: Indicate the Vacancy Reference Number: 72068824R10009 in the subject line of your email. If this is not properly indicated your submission would NOT be retrieved.

Email Human Resources Management Section: bamakohrmvacancies@usaid.gov with the above reference in the subject line.

CLOSING DATE FOR THIS POSITION IS: June 28, 2024