USPSC Systems and Capacity Building Unit Lead

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USAID / OFDA
Published
August 30, 2019
Location
Washington, D.C.
Post Type
Experience (minimum)
5-10 Years
Education (minimum)
Bachelor's
Travel Required?
Not specified
Base Salary
Not specified

Description

SOLICITATION NUMBER: 720FDA19B00066

ISSUANCE DATE: August 30, 2019
CLOSING DATE AND TIME: September 24, 2019
12:00 P.M Eastern Time

Dear Prospective Offerors:

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 a Systems and Capacity Building Unit Lead 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. Offerors 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) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.
(d) U.S. Citizenship
(e) Optional: How did you hear about this opportunity? (FedBizOpps, 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. 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.

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

3. USPSC Application form AID 309-2. Offerors 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

Offerors can expect to receive a confirmation email when application materials have been received. Offerors 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 Systems and Capacity Building Unit Lead

1. SOLICITATION NO.: 720FDA19B00066

2. ISSUANCE DATE: August 30, 2019

3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: September 24, 2019 12:00 P.M. Eastern Time

4. POSITION TITLE: Systems and Capacity Building Unit Lead

5. MARKET VALUE:
GS-14 equivalent ($117,191- $152,352: includes locality pay). Final compensation will be negotiated within the listed market value based upon the offeror’s established salary history. Salaries over and above the top of the pay range will not be entertained or negotiated. Offerors who live outside the Washington, D.C. area will be considered for employment but no relocation expenses will be reimbursed.

6. PERIOD OF PERFORMANCE: One (1) year, with four (4) one-year options

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

8. 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.

2. 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.

3. 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.
4. 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.

5. 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.

6. 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 Overseas Administration Team (OAT) enhances and supports OFDA’s capacity to respond to disasters through operational and administrative support to disaster responses. It manages a cadre of humanitarian experts to provide surge support and operational and administrative support to field offices. OAT consists of the following four units: Field Operations Unit; Support Relief Group (SRG) Unit; Systems and Capacity Building Unit; and Operations Administration Unit. In addition, the Team Lead and Deputy Team Lead serve as the Responsible Unit for the Administrative Coordinator and Officer (AC/AO) positions for DARTs and RMTs, ensuring a qualified cadre of AC/AOs, who provide administrative and operational support on OFDA’s responses.

OAT manages a budget of around $30 million and provides operational and administrative support to field staff based in 30 countries, with the ability to expand as humanitarian needs dictate. The Systems and Capacity Building Unit helps develop the skills and knowledge of OAT staff, AC/AOs on DARTs and RMTs, and all staff supported by OAT via the development and implementation of toolkits, onboarding materials and additional resources. The unit ensures that systems and processes are in place to ensure consistency of support and enhances the team’s internal control mechanisms.

OBJECTIVE

The OAT requires the services of a Systems and Capacity Building Unit Lead to develop systems and processes to enhance the team’s internal controls and to provide OFDA with essential operational management, administrative and budgetary support to OFDA field operations at USAID Missions and U.S. Embassies worldwide.

9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY

DUTIES AND RESPONSIBILITIES

The Systems and Capacity Building Unit Lead will:
• Oversee and manage the day-to-day operations of the Systems and Capacity Building Unit, including the delegation of assignments and supervision of unit staff members;
• Provide expert advice on the development of systems and processes to control inherent management vulnerabilities that emanate from implementing new initiatives, such as establishing new field and DART offices, or deploying field humanitarian personnel. Ensure that risks are minimized and that basic management principles and internal controls are reflected in operations;
• Oversee the development of standard operating procedures and toolkits to enable OAT staff to more efficiently and effectively support its customers;
• Develop and enhance onboarding tools and resources for the team;
• Develop and maintain an online resource portal that serves as a central collection site for reference materials and a forum to provide information to field and SRG staff;
• Oversee the design and implementation of systems and processes that enhance the operational efficiency and effectiveness of the administrative response positions, including the development of handbooks and toolkits;
• Design and facilitate training sessions for team staff and for other internal customers as needed;
• Facilitate the Responsible Unit Position Task Book process for the Administrative Coordinator/Officer positions to ensure a cadre of qualified AC/AOs;
• Review actions for leadership clearance and/or approval;
• Support staff recruitment, on-boarding and staff orientation for positions across the office;
• As a core member of OAT leadership, provide relevant and timely feedback and recommendations to leadership to help facilitate discussion and decision-making on new initiatives and issues for the purpose of determining the priorities, strategies and the direction of the team’s operations;
• 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; and
• As needed, may serve on temporary details within the office to meet operational needs during staffing shortages, 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 USPSC will take direction from and will report to the Overseas Administration Team Lead or his/her designee.

SUPERVISORY CONTROLS:
Supervisor provides administrative directions in terms of broadly defined missions or functions. The USPSC independently plans, designs and carries out programs, projects, studies or other work. Results are considered authoritative and are normally accepted without significant change.

10. 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).

11. 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.

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

13. POINT OF CONTACT: See Cover Letter.

EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION
(Determines basic eligibility for the position. Offerors who do not meet all of the education and experience factors are considered NOT qualified for the position.)

Bachelor’s degree and a minimum of nine (9) years of relevant experience in public or business administration, management, or international relations, including experience in financial management and budget formulation for personnel or office operations; procurement or office space planning; and customer service. Experience must include at least two (2) years of work in administrative operations overseas or work in support of international programs.

OR

Master’s degree and a minimum of seven (7) years of relevant experience in public or business administration, management, or international relations, including experience in financial management and budget formulation for personnel or office operations; procurement or office space planning; and customer service. Experience must include at least two (2) years of work in administrative operations overseas or work in support of international programs.

SELECTION FACTORS
(Determines basic eligibility for the position. Offerors who do not meet all of the selection factors are considered NOT qualified for the position.)
• Offeror is a U.S. Citizen.
• Complete resume submitted. See cover page for resume requirements. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements.
• USPSC Application form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted.
• Supplemental document specifically addressing the Quality Ranking Factors (QRFs) submitted.
• Ability to obtain and maintain a Secret up to Top Secret/Sensitive Compartmented Information level clearance as provided by USAID.
• Ability to obtain a Department of State medical clearance.
• Must not appear as an excluded party in the System for Award Management (SAM.gov).
• Satisfactory verification of academic credentials.

QUALITY RANKING FACTORS (QRFs)
(Used to determine the competitive ranking of qualified offerors in comparison to other offerors. The factors below are of equal value. The evaluation of QRF will also take into consideration the quality of written responses. Aspects of written responses including, but not limited to typos, grammatical errors, spelling errors, and incomplete sentences will be factored into the evaluation process.)

QRF #1 Describe your experience managing a team focused on addressing time-limited, personnel-sensitive issues with high-stake results. Describe your ability to manage several tasks at once and meet goals, while planning for and anticipating contingency requirements.

QRF #2 Describe experience in leading efforts to design and implement systems-wide structures, processes and tool kits, including gaining the necessary stakeholder buy-in and leadership approval.

QRF #3 Describe your experience with customer service, including managing multiple requests with limited resources. Include your view of what customer service means, as well as examples of how you employ good customer service at work.

BASIS OF RATING: Offerors who meet the Education/Experience requirements and Selection Factors will be further evaluated based on scoring of the QRF responses. Those offerors determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.

Offerors are required to address each of the QRFs in a separate document describing specifically and accurately what experience, training, and/or education they have received as it pertains to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to address the selection factors and/or Quality Ranking Factors may result in not receiving credit for all pertinent experience, education, and/or training.

The most qualified offerors may be interviewed and required to provide a writing sample. OFDA will not pay for any expenses associated with the interviews. Professional references and academic credentials will be evaluated for offerors being considered for selection. Note: Please be advised that references may be obtained independently from other sources in addition to the ones provided by an offeror. OFDA reserves the right to select additional offerors if vacancies become available during future phase of the selection process.

The Offeror Rating System is as Follows:

QRFs have been assigned the following points:
QRF #1 – 10 points
QRF #2 – 10 points
QRF #3 – 10 points

Interview Performance – 50 points

Satisfactory Professional Reference Checks – 20 points
Total Possible Points: 100
APPLYING:

Applications must be received by the closing date and time at the address specified in the cover letter.
Qualified individuals are required to submit:

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) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.
(d) U.S. Citizenship
(e) Optional: How did you hear about this opportunity? (FedBizOpps, 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. 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.

2. Supplemental document specifically addressing the QRFs shown in the solicitation.

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

Additional documents submitted will not be accepted.

By submitting your application materials, you certify that all of the information on and attached to the application is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the application to be investigated. False or fraudulent information on or attached to your application may result in you being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.

To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any email.

DOCUMENT SUBMITTALS

Via email: recruiter@ofda.gov

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