Summary
Date Posted: Monday, September 23 2024, Base Salary: Not Disclosed

JOB DETAILS:
At the entry level FSN- 10, the CCNPSC will perform the following general duties:
Office Support and Administrative Management 90% of time
a. 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 decisionmaking process in Office and Mission administrative management issues.
b. The Specialist has direct management and oversight responsibility for EXO General Services and directly supervises the functions of Records Management, Property Management, and Procurement, and budget planning. The Specialist maintains cognizance and awareness over all programs and functions of the Executive Office (Information Systems, Travel, Records Management, Property Management, Human Resources, and Procurement). In areas other than those directly supervised, monitors work assigned and advises the EXO on any anomalies or problems observed, after discussion with the responsible supervisor. Attends Senior Staff Meetings and other meetings, when appropriate, in the absence of the EXO, and ensures that actions assigned during these meetings are carried out in a timely manner. Assists employees in resolving problems.
c. The Specialist serves as the main point of contact responsible for control and management of all service requests submitted to the EXO. The Specialist monitors performance of employees in completion of tasks assigned by the EXO. 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.
d. 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 all customer service areas to document practices, ensures consistency in practice, and monitors for improvements, ensures document files are kept and maintained for all tracking mechanisms.
e. 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.
f. The Specialist provides a full range of consultative, information-gathering, analytical, and evaluative services of broad scope and varied complexity. The Executive Management Specialist (Entry Level/EL) designs, develops, and administers the EXO customer service survey on at least an annual basis and maintains metrics on customer services for EXO. Based on the results of the survey, the Specialist analyzes complex data to determine a course of action, create new assignments, and complete the objectives.
g. 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.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Full Performance Level (FSN- 12):
a. Education: Possession of a bachelor’s 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.
b. 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
c. 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.
d. Language Proficiency: Level IV (fluency) in English and local language (Kiswahili) is required.
e. 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.
f. Skills and Abilities: Excellent written and verbal communication skills in English are required. 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 fullservice, 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 or Google suite is required. The ability to analyze and evaluate data of a complex nature to prepare factual and analytical reports 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 bachelor’s 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.
• b. 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.

Work Hours: 8

Experience in Months: 84

Level of Education: Bachelor Degree

Job application procedure
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a. III. SUBMITTING AN OFFER
b. Eligible Offerors are required to complete and submit (1) a current resume or curriculum vitae; (2) a cover letter, not to exceed two pages, addressing how the applicant meets the knowledge, skills and abilities required to be successful in the position. Offerors will also submit any other documents (certificates, awards, copies of degrees earned, etc.) that address the qualification requirements of the position, and a list of three (3) to five (5) references with complete contact information, including e-mail address and telephone numbers.
c. Offers must be received by the closing date as specified in Section I, item 3. Offerors/Applicants MUST complete this USAID/Tanzania Job Application Form and submit their offers/applications online via mailbox usaidtzlesapps@usaid.gov 
d. To ensure consideration of offers/applications for the intended position, Offerors/Applicants must prominently indicate the solicitation number and position title as specified in Section I, item
e. of this solicitation in the subject line and in the Job Application form. Failure to do so will result in an incomplete offer/application.

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