USPSC Overseas Operations Specialist

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USAID / OFDA
Published
December 14, 2018
Location
Washington, D.C.
Post Type
Experience (minimum)
2-5 Years
Education (minimum)
Bachelor's
Travel Required?
Not specified
Base Salary
$60,000 - 70,000

Description

Position Title:                Overseas Operations Specialist (Multiple Positions)

Solicitation Number:     720FDA18B00097

Salary Level:                 GS-11 Equivalent: $68,036 - $88,450

GS-12 Equivalent: $81,548 - $106,012

GS-13 Equivalent: $96,970 - $126,062

Issuance Date:              December 10, 2018

Closing Date:                January 14, 2019                     

Closing Time:                12:00 P.M. Eastern Time

 

Dear Prospective Applicants:

 

The United States Government (USG), represented by the U.S. Agency for International Development (USAID) Office of U.S. Foreign Disaster Assistance (OFDA), is seeking applications from qualified U.S. citizens to provide personal services as an Overseas Operations Specialist under a United States Personal Services Contract (USPSC), as described in the attached solicitation.

 

Submittals must be in accordance with the attached information at the place and time specified. Applicants interested in applying for this position MUST submit the following materials:

 

  1. Complete resume. In order to fully evaluate your application, your resume must include:

 

(a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Dates (month/year) and locations for all field experience must also be detailed. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.

(b) Specific duties performed that fully detail the level and complexity of the work.

(c) Names and contact information (phone/email) of your current and/or previous supervisor(s). Current and/or previous supervisors may be contacted for a reference.

(d) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.

(e) U.S. Citizenship

(f) Optional:  How did you hear about this opportunity? (FedBizOps, OFDA Jobs, Career Fair, etc.).

 

Your resume should contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation for each grade level for which you are applying.  This information should be clearly identified in your resume.  Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.

  1. Supplemental document specifically addressing the Quality Ranking Factors (QRFs) shown in the solicitation.

 

  1. USPSC Application form AID 309-2. Applicants are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted.

 

NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS

AND THE SYSTEM FOR AWARD MANAGEMENT

 

All USPSCs with a place of performance in the United States are required to have a Data

Universal Numbering System (DUNS) number and be registered in the System for Award

Management (SAM) database prior to receiving an award. You will be disqualified if you either

fail to comply with this requirement or if your name appears on the excluded parties list.  The

selectee will be provided with guidance regarding this registration.

 

NOTE: As of March 28, 2018, all new SAM.gov entity registrations will now require a signed

notarized letter identifying the authorized Entity administrator for the entity associated with the

DUNS number. Additional information on the format of the notarized letter and where to submit

can be found via the below Federal Service Desk link:

 

https://www.fsd.gov/fsd-gov/answer.do?sysparm_kbid=d2e67885db0d5f00b3257d321f96194b&

sysparm_search=kb0013183

 

Applicants can expect to receive a confirmation email when application materials have been received. Applicants should retain for their records copies of all enclosures which accompany their applications. Your complete resume and the supplemental document addressing the QRFs must be emailed to:

 

OFDA Recruitment Team

E-Mail Address: recruiter@ofda.gov

Website: www.OFDAjobs.net

Any questions on this solicitation may be directed to OFDA Recruitment Team via the information provided above.

 

Sincerely,

 

Renee Newton

Contracting Officer

 

 

Solicitation for USPSC Overseas Operations Specialist (Multiple Positions)

 

  1. SOLICITATION NO.: 720FDA18B00097

 

  1. ISSUANCE DATE: December 10, 2018

 

  1. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: January 14, 2019, 12:00 P.M. Eastern Time

 

  1. POSITION TITLE: Overseas Operations Specialist

 

  1. MARKET VALUE:

 

Depending on the qualifications of the candidate, this position can be filled at either the GS-11 ($68,036 - $88,450), GS-12 ($81,548 - $106,012), or GS-13 ($96,970 - $126,062) equivalent level, including Washington, D.C. locality pay. Final compensation will be negotiated within the listed market value of the GS-11, GS-12, or GS-13 level based upon the candidate’s established salary history.

 

Applicants who meet the minimum qualifications for a GS-11 will be considered for the GS-11 level positions. Applicants who meet the minimum qualifications for a GS-12 will be considered for the GS-12 level only. Applicants who meet the minimum qualifications for a GS-13 will be considered for the GS-13 level only.

 

Salaries over and above the top of the pay range will not be entertained or negotiated. Candidates who live outside the Washington, D.C. area will be considered for employment but no relocation expenses will be reimbursed.

 

  1. PERIOD OF PERFORMANCE: Two (2) years, with three (3) one-year options

 

  1. PLACE OF PERFORMANCE: Washington, D.C.

 

  1. STATEMENT OF WORK

 

POSITION DESCRIPTION

 

BACKGROUND

 

The Office of U.S. Foreign Disaster Assistance (OFDA) is the office within USAID that is responsible for providing emergency non-food humanitarian assistance in response to international crises and disasters. OFDA is part of the Bureau for Democracy, Conflict, and Humanitarian Assistance (DCHA) and is organized into six divisions.

 

The Africa (AFD) Response Division and the Asia, Latin America, Europe, and Middle East (ALE) Response Division are responsible for the provision of emergency humanitarian assistance through a grants mechanism to non-governmental organizations (NGOs), international organizations including United Nations (UN) agencies and to other partners to ensure the implementation and delivery of this assistance. These divisions also oversee OFDA’s non-response efforts in disaster risk reduction and resilience. AFD and ALE Response Divisions also coordinate with other organizations for the provision of relief supplies and assistance. They devise, coordinate and implement program strategies for a variety of natural and complex disaster situations. Both Divisions encompass groups of operations specialists who provide technical expert capability in assessing the quality and strategic function of disaster response and risk reduction activities. The AFD Response Division is divided into two teams: East and Central Africa (ECA), and Southern, West, and North Africa (SWAN). The ALE Response Division is divided into four teams: East Asia and the Pacific (EAP), Europe, the Middle East, and Central Asia (EMCA), Latin America and the Caribbean (LAC), and South Asia (SA).

 

The Operations (OPS) Division develops and manages operations for OFDA’s disaster responses by readying people and systems; projecting U.S. Government (USG) humanitarian capacity quickly into the field; and delivering material and technical assistance. The OPS Division maintains readiness to respond to emergencies through several mechanisms, including managing Urban Search and Rescue Teams, coordinating, staffing, training, and equipping Disaster Assistance Response Teams (DARTs), and Washington-based Response Management Teams (RMTs), and stockpiling emergency relief commodities in key locations around the globe to ensure OFDA’s capacity to execute and coordinate USG humanitarian assistance and response to natural disasters and complex emergencies. The OPS Division provides technical guidance and expertise in Disaster Logistics, Urban Search and Rescue, Operations Center management, activation/readiness, Civil-Military Liaison, and Chemical, Biological, Radiological, Nuclear and Explosive Consequence Management.  It also provides overseas support to OFDA offices and personnel and to other sectors necessary to ensure OFDA’s capacity to execute and coordinate USG humanitarian assistance and response to natural disasters and complex emergencies. The OPS Division is divided into four teams: the Disaster Assistance Support Program (DASP), Military Liaison Team (MLT), Operations Support Team (OST), and Overseas Administration Team (OAT).

 

The Program Support (PS) Division provides operational management support, including general administration, budget and financial services, procurement planning, information technology, human resources management including staff care, and contract and grant administration support to OFDA.  The PS Division supports OFDA's mandate by providing innovative solutions in the areas of Information Technology, staffing, funds control, budgeting, human resource management, and procurement to facilitate timely disaster responses. The PS Division is divided into four teams: the Award, Audit, and Risk Management (AARM) Team, Human Resources Management (HRM) Team, Budget, Finance, and Information Technology (BFIT) Team, and the Acquisition and Management (ACQ) Team.

 

The Preparation, Strategic Planning and Mitigation (PSPM) Division is responsible for the technical oversight of all OFDA response and mitigation programs, as well as preparation for response, mitigation, and disaster risk reduction activities. The PSPM Division houses technical experts in all sectors potentially affected by disasters, and leads the Agency in developing and promoting best practices for programming in these specific sectors. In addition, PSPM will be the focal point for technological innovations for humanitarian assistance in areas such as monitoring and evaluation, assessment, and information management. The PSPM Division is divided into four teams: Cross-Cutting Sectors Team, Natural Hazards Team, Health Team, and the Food Security and Livelihoods Team.

The Humanitarian Policy and Global Engagement (HPGE) Division assists the DCHA front office, the OFDA Director and OFDA Deputy Director with tracking trends and policy developments in the humanitarian assistance field.  It engages in policy dialogue with other parts of USAID, the USG interagency, other donors, multilateral agencies, and NGO partners; recommends strategies for action to DCHA; initiates development of policy and internal guidance for OFDA; maintains global relationships with implementing partners, other donors, and the broader humanitarian architecture; and engages with the UN to advance USG humanitarian policy objectives and promote humanitarian principles within the USG and internationally.   The HPGE Division leads OFDA's communications and social media outreach to effectively communicate OFDA’s story to a variety of strategic audiences.  It serves as the office’s primary interlocutor on strategic issues with other federal partners to provide guidance to OFDA on policy issues pertaining to the interagency, and to improve USG humanitarian coordination and response during large-scale crises. The HPGE Division staff manages global programs, policy and outreach, strategic communications, and interagency training and engagement. HPGE is divided into seven teams: Policy Team, Global Programs Team, Strategic Interagency Team, Strategic Communications Team, Global Capacity and Leadership Development Team, Public-Private Engagement Team, and the United States Mission to the UN (USUN) in New York, Geneva, and Rome.

OPERATIONS DIVISION VALUES

 

OPS team members ensure that the following division values are incorporated into all aspects of work:

 

  1. Spiritus Operandi/Espirit De Ops
  • Demonstrating trust and openness among staff by assuming the best regarding our colleagues’ intentions and efforts.
  • Acting with eagerness and willingness to support one another and work together on tasks.
  • Maintaining top-down and bottom-up transparency while promoting a strong work ethic as paramount.
  • Demonstrating that optimism, humor, and perspective are powerful components of success, even in crisis-driven work.

 

  1. Positive Interactions
  • Owning how the OPS Division is perceived by others to ensure people maintain a positive impression of the division by treating everyone, regardless of seniority or organizational affiliation, in a professional, courteous, and respectful manner.
  • Building a reputation that when OPS is on an issue, it’s going to get addressed.
  • Doing our jobs consistently, competently, and effectively, with a focus on results.
  • Paying attention and listening mindfully to others, with the intent to really understand how they view a situation and what issue they are trying to address.
  • Exhibiting partnership and enthusiasm in helping others solve problems; including delivering hard messages with a smile.

 

  1. Competency
  • Adopting flexible and creative solutions to provide partners and beneficiaries with quality, effective, consistent, and timely results.
  • Maintaining proficiency and leadership in our areas of expertise, through engagement, training, field deployments, and exposure to other communities of thought.
  • Holding a long-term strategic perspective in the face of current crises.
  • Maintaining a global and functional focus for the office.

 

  1. Resourcefulness
  • Using innovating contracting, engagement, administrative, and programmatic approaches to meeting emerging requirements, while being flexible to changing needs.
  • Reaching out within the office, agency, interagency, and community beyond to seek innovative and creative solutions.
  • Proactively seeking and embracing positive change in order to provide and better service to our customers and stakeholders.
  • Viewing challenges as opportunities and focusing on finding a solution rather than just highlighting complications or issues.

 

  1. Staff Depth and Sustainability
  • Cultivating a breadth of experience and expertise by hiring individuals from diverse professional, cultural, and experiential backgrounds.
  • Proactively developing relationships with other industries and communities in order to learn and innovate.
  • Encouraging staff to service in a variety of roles, through staff rotations, shadowing, mentoring, and OPS liaison positions.
  • Continuing to support and staff responses through a variety of hiring mechanisms and resources.
  • Achieving response readiness while prioritizing personal life for both self and team members.
  • Bolstering staff wellness by incorporating flexible work schedules, leading to increased staff dedication, high-quality work, and flexibility.

 

  1. Commitment to Safety and Security
  • Recognizing that staff safety and security is everyone’s responsibility and enables OFDA access in the field.
  • Holding as a hallmark an underlying orientation towards managing risk for staff.
  • Preparing staff through training, mentoring, standard operating procedures, and provision of contextual knowledge.
  • Displaying professional conduct and integrity during crisis response operations.
  • Advocating for professional assessments of security risks prior to deployment of staff.

 

INTRODUCTION

 

The OAT enhances and supports OFDA's capacity to respond to disasters in several ways: 1) it is the Responsible Unit for the Administrative Coordinator positions on DARTs and RMTs; 2) it mobilizes disaster management experts through its surge capacity mechanism under the Support Relief Group (SRG) program; and 3) it provides operational and administrative support to OFDA's field offices and staff, as well as civil military staff.

 

OAT oversees the financial management of OFDA’s administrative budgets and procurement activities for its field offices, coordinates administrative operations and ensures consistency in the application of policy across all OFDA field offices, and administers entitlements for field staff. OAT manages a budget of approximately $30 million, oversees the operational and administrative support of about 29 field offices and manages the SRG program.

 

OBJECTIVE

 

This solicitation will provide OFDA with essential operational management, administrative and budgetary support to OFDA field operations at USAID Missions and U.S. Embassies worldwide, and with the support to interact with USAID domestic offices and staff and to assist in the management of the SRG Program.

 

  1. CORE FUNCTIONAL AREAS OF RESPONSIBILITY

 

DUTIES AND RESPONSIBILITIES

 

At the GS-11 level:

 

  • Keep OAT apprised of new staffing actions under assigned regional and SRG portfolio. Develop and maintain systems to track the flow of work related to recruitment and contract actions;
  • Assist in procurement actions using USAID and OFDA financial and procurement systems;
  • Be proficient in all Agency corporate financial and procurement management systems used to manage and program OFDA’s funding;
  • Provide administrative support to OFDA’s field offices; maintain budget and financial obligations for administrative costs; provide fund cite data for the transfer of administrative funds;
  • Assist with country clearance cables and brief staff on overseas deployment. Inform new field staff of entitlements and conditions of employment in various countries prior to departure to post and assist with administrative and logistical actions for transfer to post;
  • Coordinate the operation and maintenance of the SRG Program. Support the activation of SRG staff, assist with the development of their scopes of work, facilitate their orientation and training on the administrative, financial, technical operations and training requirements of OFDA, and monitor the process of their performance evaluation after each activation;
  • Perform analysis of SRG Program needs and develop standard operating procedures for use by OAT;
  • Responsible for completing operational paperwork and filing, and preparing management reports, as needed;
  • Support staff recruitment, on-boarding, and staff orientation for positions across the office;
  • Serve as a member of the Washington RMT, which provides services and support to DARTs deployed in response to disasters, as an Administrative Coordinator when required;
  • Serve on DARTs as an Administrative Officer when required;
  • Twice annually, serve as OFDA Duty Officer;
  • The USPSC is responsible for planning approach or methodology to be used in carrying out assignments;
  • As needed, may serve on temporary details within the office, not to exceed six months. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities as well as directly related to the scope of work provided.

 

At the GS-12 level:

 

  • Develop and maintain systems to track the flow of work related to recruitment and contract actions for field and SRG staff. Draft recurring reports based on collected data or updated database;
  • Complete procurement actions using USAID and OFDA financial and planning systems and develop proficiency in all Agency corporate financial and procurement management systems used to manage and program OFDA’s disaster assistance funding;
  • Research, analyze and interpret USAID policy and guidance related to USPSCs; specifically address problems that arise with international travel and relocation issues and make recommendations to address sensitive deployment cases;
  • Monitor pertinent travel legislation and new or revised policies or directives from General Services Administration (Federal Travel Regulations), and advise staff accordingly;
  • Present policy and process related information orally and in writing to SRG and staff deployed overseas, to ensure accurate and appropriate protocols are followed;
  • Monitor operational effectiveness and efficiency by providing comprehensive day to day support to the field and each respective functional area to include, but not limited to, personnel, finance, procurement, staffing, and administrative logistics;
  • Provide administrative support to OFDA’s field offices; maintain budget and finance related records for OFDA’s overseas offices administrative costs; and monitor and track funds distributions, commitments, and obligations for administrative costs;
  • Train administrative personnel in the field, including training OFDA Foreign Service National (FSN) staff; work with the FSNs to facilitate coordination and cooperation to support OFDA operations;
  • Provide administrative management and/or oversight for field USPSCs. Work with the contracting and financial management staff in providing appropriate domestic and field-based budgets, provide fund cite data for the transfer of administrative funds, assist with country clearance cables and brief staff on deployment;
  • Review field administrative budgets and recommend funding levels of the field offices throughout the fiscal year, including analysis of pipeline balances. Provide funding to overseas offices using USAID and OFDA systems;
  • Oversee the operation and maintenance of the SRG Program, including the recruitment of new SRG;
  • Perform analysis of SRG Program needs and develop standard operating procedures for use by OAT Team;
  • Inform new field staff of entitlements and conditions of employment in various countries prior to departure to post and assist with administrative and logistical actions for transfer to post;
  • Coordinate with relevant staff to define training requirements and assist in the preparation of training materials, including the Administrative Coordinator RMT Position Task Book;
  • Deploy to a regional or program office as an Administrative Officer, assess local administrative support capabilities, assist with local procurement, and establish procedures whereby the OFDA staff interact seamlessly with USAID/Embassy personnel in support of administrative and financial overseas operations;
  • Responsible for completing operational paperwork and filing, and preparing management reports, as needed;
  • Support staff recruitment, on-boarding and staff orientation for positions across the office;
  • Serve on RMTs, which provide services and support to DARTs deployed in response to disasters. The duties on RMTs will be varied;
  • Serve on DARTs as an Administrative Officer when required;
  • Twice annually, serve as OFDA Duty Officer;
  • The USPSC is responsible for planning approach or methodology to be used in carrying out assignments independently;
  • As needed, may serve on temporary details within the office, not to exceed six months. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities as well as directly related to the scope of work provided.

 

At the GS-13 level:

 

  • Provide expert advice on the following: Agency practices and policies as they relate to USPSCs; a range of workforce, organizational and human resource functions; contract management and procurement planning. Provide guidance on entitlements and allowances for field USPSCs and prepare written communication on updated policy and procedural changes;
  • Review actions for OAT Leader clearance and/or approval;
  • Analyze and apply complex policies to make recommendations for senior management consideration as it relates to administrative operations in OFDA’s field offices;
  • Provide expert advice to resolve difficult and complex administrative issues; interpret policies and regulations; facilitate the functionality of the administrative operations in OFDA field offices and represent the interest of OFDA and the USG with interagency counterparts;
  • Independently perform periodic reviews of all overseas locations for operational effectiveness and assess local administrative support needs; ensure that OFDA resources are being properly utilized;
  • Monitor operational effectiveness and efficiency by providing comprehensive day to day support to the field and each respective functional area to include but not limited to personnel, finance, procurement, staffing, and administrative logistics;
  • Negotiate memoranda of understanding with USAID Missions and U.S. Embassies; meet with senior-level mission staff, such as Deputy Mission Directors, Supervisory Executive Officers, and Comptrollers, to negotiate a range of administrative support services that would be made available to new OFDA field staff and offices. This includes reviewing and approving International Cooperative Administrative Support Services (ICASS) and other shared-cost agreements;
  • Develop training curriculum and liaises with USAID Mission staff on the recruitment of FSNs and Eligible Family Members (EFMs). Trains administrative personnel in the field, which includes training OFDA FSN and EFM staff and working with the local staff to facilitate coordination and cooperation to support OFDA operations;
  • Develop criteria for determining appropriate funding levels for administrative costs for each overseas office. Review field administrative budgets and recommend funding levels for the field offices throughout the fiscal year, including analysis of pipeline balances. Provide funding to overseas offices using USAID and OFDA systems and advises on the de-obligation of funds;
  • Deploy to a regional or program office as an Administrative Officer, as necessary; assess local administrative support capabilities; assist with local procurement, and establish procedures whereby the OFDA staff interact seamlessly with USAID/Embassy personnel in support of overseas operations;
  • Analyze SRG qualifications to determine the best fit for each activation request and identify which SRG will be activated or deployed for specific assignments;
  • Support staff recruitment, on-boarding and staff orientation for positions across the office;
  • Serve on RMTs, which provide services and support to DARTs deployed in response to disasters. The duties on RMTs will be varied;
  • Serve on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time;
  • Twice annually, serve as OFDA Duty Officer;
  • The USPSC is responsible for planning approach or methodology to be used in carrying out assignments independently;
  • As needed, may serve on temporary details within the office, not to exceed six months. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities as well as directly related to the scope of work provided.

 

SUPERVISORY RELATIONSHIP:

The Overseas Operations Specialist will take direction from and will report to the Overseas Administration Team Leader or his/her designee.

 

SUPERVISORY CONTROLS:

Supervisor sets overall objectives and resources available.  The USPSC consults with supervisor to develop deadlines, projects and work to be done.  The USPSC is responsible for planning and carrying out assignments.  The USPSC is responsible for planning approach or methodology to be used in carrying out assignments.

 

  1. PHYSICAL DEMANDS

 

The work is generally sedentary and does not pose undue physical demands.  During deployment on DARTs (if required), and during site visits, there may be some additional physical exertion including long periods of standing, walking over rough terrain, or carrying of moderately heavy items (less than 50 pounds).

 

  1. WORK ENVIRONMENT

 

Work is primarily performed in an office setting.  During deployment on DARTs (if required), and during site visits, the work may additionally involve special safety and/or security precautions, wearing of protective equipment, and exposure to severe weather conditions.

 

  1. START DATE: Immediately, once necessary clearances are obtained.

 

  1. POINT OF CONTACT: See Cover Letter.

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