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Administrative Management Specialist (Implementing Partners Property Management) – 2 Positions

USAID (Kenya) Nairobi, Kenya

Summary

USAID/KEA and East Africa is the largest USAID Mission in the world. The Mission’s Executive Office (EXO) manages a unique and sophisticated management platform encompassing the full suite of management support services. EXO is responsible for service delivery and policy formulation/implementation across nine (9) unique management service areas to include, Human Resources (HR), Travel, Information Technology (IT), Partner Liaison Security (personnel, physical, and information), Procurement, ICAAS management, and other key administrative units. USAID/KEA’s Executive Office Special Projects Team provides the full range of logistics and property management services to USAID/KEA Implementing Partners and contractors.

Reporting to the Executive Management Specialist, the position serves as the principal Mission liaison with the Implementing Partners (IPs) and the Government of Kenya (GOK) regarding all matters related to IP property management, coordination, control of inventory, systems of inventory management, and property disposal and transfers. The Administrative Management Specialist (IP Property Management) is responsible for establishing policy for the management and control of the implementing partners’ non-expendable property purchased with the USG funds, reviewing property management program operations, maintaining the database and implementing property management regulations and procedures, and providing guidance and direction in areas of receipt, storage, property accountability, inventory management, property utilization, and disposal. The incumbent will liaise with the Office of Acquisition and Assistance (OAA), Front Office, USAID/KEA Technical Offices, and designated AORs/CORs to receive and verify the disposition plans. The incumbent maintains property disposal documentation, manages disposal records, and provides regular updates. S/he will perform inventory management actions, prepare periodic property disposal reports to ensure data accuracy, and prepare auditable statistical reports.  The incumbent identifies gaps in the inventory management and other problematic areas on property disposal, recommends solutions, and establishes standard operating procedures. The incumbent will support OAA in processing vehicle disposal agreements to completion which include transfers, auctions, sales, and destructions. The incumbent will periodically monitor host country policy and regulatory changes affecting property management and disposals and ensures USAID is compliant. The position also interfaces with the Office of Acquisition and Assistance in the execution of compliant life-cycle Property Management processes.

Description

Statement of Duties to be Performed

Inventory Management and Control                                        35%  

The Administrative Management Specialist (IP Property Management) will review, analyze and appraise the diverse operations of the USAID/KEA implementing partners’ and contractors’ systems related to the management of government furnished and contractor/IP procured government funded property. Monitor and provide oversight of government owned program property by providing advice, reviewing proposed actions, providing onsite surveillance and conducting personal property management reviews.  The incumbent will develop recommendations to improve and/or correct deficiencies in their property management systems and to improve existing or develop new logistics and support concepts, techniques, and procedures. The incumbent will ensure the execution and continuous improvement of logistics processes to include the implementation of electronic property accountability systems and ensure constant education of IP/contract staff responsible for property management. The Administrative Management Specialist (IP Property Management) is responsible for the utilization of increasingly sophisticated electronic data processing systems as integral parts of material control, record, and data communications systems, monitoring the quality of input and output of automated inventory management systems, and recommending system and programming changes to improve timeliness, accuracy, and utility of inventory information for users. Provides guidance and direction to IP staff and custodians on Agency policy and government regulations pertaining to property accountability and management.

The Administrative Management Specialist (IP Property Management) is responsible for overseeing the custody, care, safekeeping, and disposal processes of all property under control of the IPs/contractors, including monitoring IP/contractor program funded motor vehicle fleets for care, custody, and use. This will include developing a logistics management system and procedures for the maintenance of non-expendable inventory and reconciliation of the physical inventory. The incumbent will assist with physical inventory verification of existence, location, and quantity, prepare survey reports documenting inventory shortages or damage, and conduct an annual utilization survey to ensure that property is correctly assigned and cared for, and to identify unneeded property for reassignment. A memorandum to the file is written confirming that a survey was taken. The incumbent is responsible for the maintenance of all required property records, and the forwarding of such reports for action to either the USAID/KEA designated AORs/CORs, the responsible AOs/COs, and/or the IP/contractor property manager, as appropriate.

Property Disposal                                                                       35%

The Administrative Management Specialist (IP Property Management) will work very closely with the designated AORs/CORs on developing and implementing IP property disposal plans. The incumbent will serve as the main point of contact and liaison with the implementing partners, Front Office, USAID contractors, Government of Kenya authorities, and AORs/CORs and the Agreement and Contracting Officers regarding all matters related to IP property management and disposal.

The incumbent will analyze and evaluate proposed program property disposal action and provide advice on adequacy of actions, alternatives or options regarding property management that may impact the Mission. Develop and manage a disposal system for IP/contractor program property by ensuring timely and accurate data input and overall quality of the database. Ascertains values of excess program property and selects and implements the most appropriate and advantageous method of disposal, e.g. donation, auction, transfer, etc. The Administrative Management Specialist (IP Property Management) is responsible for the preparation, maintenance, and distribution of pertinent records and liaison with related activities, particularly fiscal and property records sections, the execution of bills of sale or other documents that may be necessary to transfer title of property. The incumbent ensures adherence to local laws, tax regulations, and internal USAID regulations. Provides advice on disposal actions for IP/contractor program property and equipment involving extensive legal, security, financial, environmental, safety, and health issues. The incumbent will represent the USAID/KEA with the Government of Kenya authorities, in particular the National Treasury (TNT) National Safety Transport Authority (NTSA), Kenya Revenue Authority (KRA) Department of Criminal Investigation (DCI), Ministry of Foreign Affairs (MFA) in all matters related to the IP/contractor property management disposal, tax issues, and title transfers. Prepares written reports of inventory, transfer, sale, accident, and disposal.

Policy Formulation and Risk Management                             30% 

The incumbent will participate in the decision-making process regarding disposal of IP/contractor owned (government-purchased) property with technical offices (AOR/CORs), EXO, OAA, and Front Office. Provides specialist-level advice and guidance on matters concerning program property and issues for the development of important and critical Mission policies.

The incumbent will initiate, develop, implement, guide and facilitate the provision of overall policy guidance, direction, and procedures for Mission’s IP/contractor property management program. Ensures all existing and proposed policies are consistent with the contract/agreement provisions, public law regulations, and Agency and Mission policy and directives.  Serves as the primary POC in matters concerning government owned property and liaison with other agency offices and contractors. The incumbent will initiate and conduct periodic property audits and support the preparation of special purpose reports. Analyzes electronic and hard copy records for accuracy and completeness including data analysis to ensure the information has been entered accurately and in a consistent format.

Supervisory Relationship

The Administrative Management Specialist (IP Property Management) receives direct supervision from the Executive Management Specialist. The incumbent is expected to perform the work with minimal supervision in a complex, fast-paced office.

Supervisory Controls

Supervision of other employees is not anticipated.

PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

Education
Bachelor’s Degree

Education

A Bachelor’s Degree in Property Management, Business Administration, Project Management, Procurement, Law, Finance, or a closely related field is required.

Language Proficiency

Level IV (fluent) English and Kiswahili (speaking and writing) is required.

More Details on Experience

Prior Work Experience

A minimum of three (3) years of work experience in logistics operations or property management, to include supply and storage, with an international organization, government entity, non-governmental organization, or a diplomatic mission is required.

Terms And Conditions

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 //www.acquisition.gov/browse/index/far.

-     Job Knowledge (50 points)

A comprehensive knowledge of management principles, concepts, methods, practices, and techniques, especially as they relate to the fields of property management, logistics operations, and/or business management and administration. A detailed knowledge of local laws, tax laws and regulations, market prices, practices, and procedures. Knowledge of local laws in property management and transfers. A thorough knowledge of the governing supply systems, programs, policies, nomenclature, work methods, manuals, or other established guidelines. Must have a detailed knowledge of procurement regulations and policies as well as property management procedures.

-     Skills and abilities (50 points)

Due to frequent interaction with external stakeholders in high stakes environments, the jobholder must be able to perceive, use, understand, manage, and handle emotions and communicate effectively to ensure positive working relationships are maintained. The incumbent 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. Excellent attention to detail. Strong analytical skills with demonstrated ability for problem solving and prioritizing multiple projects. Well-developed interpersonal, negotiations, mediation and communication skills that promote and foster a team culture. Understanding of the needs of the Mission and analytical ability to define or recognize the dimension of the problems involved to collect the necessary data to establish the facts and take or recommend action based on application or interpretation of established guidelines. Proficiency in use of word processing, spreadsheet, and database development programs (such as Word, Excel, ERPs, and Access). 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.

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 as one attachment 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 as one attachment and upload them to MyJobsInKenya.

Offerors must provide a list of minimum three (3) professional references who are not family members or relatives, with complete name, title, organization where he/she works, description of relationship, with working/accurate telephone numbers and email addresses. The offeror’s references must be able to provide substantive information about his/her past performance and abilities.

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.

PERIOD OF PERFORMANCE

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. It is anticipated that the selection of the successful candidate will be completed within an estimated six-month period from the closing date of this solicitation. The base period will be for one year with the commencement date based upon successful medical clearance and security certification. Contingent on Agency needs, the Contracting Officer may exercise four additional option periods from the contract commencement date.

ELIGIBLE OFFERORS

Open to qualified Kenyan Citizens. Current locally hired employees of the US Mission in Kenya Employees presently on probation are ineligible to apply.

SECURITY LEVEL REQUIRED

Security certification issued by the US Embassy RSO.

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

The Contractor must observe Kenyan laws including those concerning income and related tax obligations.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN and TCN 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 //www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
  2. Contract Cover Page form AID 309-1 available at //www.usaid.gov/forms. Pricing by line item is to be determined upon contract award.
  3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at //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 //www.oge.gov/web/oge.nsf/OGE%20Regulations
  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: //www.usaid.gov/work-usaid/personal-service-contracts-ombudsman

The PSC Ombudsman may be contacted via: [email protected]