Organization: US Agency for International Development
Country: United States of America
Closing date: 11 Sep 2015
Position Title: Program Operations Specialist (Multiple Positions)
Solicitation Number: SOL-OFDA-15-00075
Salary Level: GS-12 Equivalent: $76,378 – $99,296
Issuance Date: August 21, 2015
Period closing on: September 11, 2015
Closing Time: 5:00 P.M. EST
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 a Program Operations Specialist (POS) 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:
- 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.
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
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 302-3. Applicants are required to complete and sign the form.
Additional documents submitted will not be accepted.
Incomplete or late applications will not be considered. OFDA reserves the right to select additional candidates if vacancies become available during future phases of the selection process.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:
Website:
www.OFDAjobs.netAny questions on this solicitation may be directed to OFDA Recruitment Team via the information provided above.
Sincerely,
Renee Reed
Contracting Officer
DUTIES AND RESPONSIBILITIES
The POS’s primary responsibility would be to help manage a portfolio of globally-funded OFDA programs. In this capacity, the POS would help manage the process of awarding large HPGE-funded awards with Public International Organizations (PIOs), NGOs and contractors. He/she is expected to serve as Agreement Officer Representative (AOR) or Alternate AOR for a number of awards. The POS may also be asked to help review and refine internal OFDA business processes.
The POS also provides critical analysis on programming with PIOs and NGO partners, and also serves as an office-wide resource on grant-making and procurement regulations as they pertain to PIO and NGO partners. He/She will also work with other parts of the DCHA bureau, with the Office of General Counsel, and with the Office of Acquisition and Assistance to ensure grant-making processes are functioning in an effective manner. He/She will also anticipate and prepare documents and briefing memos on humanitarian issues for important meetings and events.
The role requires strong diplomatic and communication skills to accurately represent U.S. positions in a complex multilateral setting, based on guidance from Washington. The position requires a thorough understanding of the international humanitarian assistance environment, operations, related policies, regulations, and inter-relationships among the USG, donor and other international organizations. Detailed knowledge of humanitarian operations and partner programming, at the country and global level, is required.
Grant Portfolio Management:
Become certified and serve as the Contracting Officer’s Representative (COR) and Agreement Officer’s Representative (AOR), as appropriate, for awards managed by the HPGE Team.
Prepare all documentation to obtain timely award approval. This will involve properly inputting data into Office/Agency administrative and financial tracking systems for transmittal to the Office of Acquisition and Assistance.
Ensure that all steps involved in managing a grant portfolio are performed, i.e., data entry, file maintenance, and close communication with relevant OFDA or other USAID staff, as needed.
Track program reports from grantees and ensure reports are received in a timely manner.
Review program reports to ensure that program objectives are achieved. Provide grantees with feedback on reports, and share reports with appropriate team members.
Design and maintain internal grant tracking mechanisms.
Ensure consistency in our grant management process across partner agencies.Grant Guidelines and Regulations:
Promote uniform policies and procedures for relating to partner agencies on grant management.
Brief partner agencies, conduct trainings as needed and help disseminate information on OFDA grants guidelines.
Conduct quality assurance on OFDA awards.
Upon request, help develop policies and provide guidance on OFDA core business processes.
External Relations:
Develop and maintain communications and relationships with partner organizations/offices, both within and outside the U.S. Government (USG), to ensure essential coordination of actions and information exchanges. Respond to inquiries, perform outreach services, and facilitate their access to OFDA staff.
Assist in the organization of monthly, quarterly and annual consultations with partner agencies and organizations.
Assist in the coordination of OFDA’s participation in and input to the monthly meeting on specific disaster response areas conducted by InterAction. Participate in discussions related to the work of the current emergency responses when requested. Take notes and produce meeting summaries to ensure program policy consistency.
Internal Coordination:
Coordinate tasks and activities with OFDA colleagues well as with DCHA’s Office of Food for Peace (FFP).
Liaise with the Office of General Counsel and the Office of Acquisition and Assistance, under the general guidance of the HPGE Program Team Leader, to ensure timely grant processes.
Administrative and Other General Duties and Responsibilities:
Participate in the preparation of memoranda and briefing papers, where input from the HPGE Team is required.
Assist in any follow-up actions regarding ongoing and current emergency programs.
Draft routine responses to partner or staff inquiries and participate in making recommendations to resolve issues, as appropriate.
Sign-up for and serve as needed, on Washington-based RMTs, which provide services and support to DARTs deployed in response to disasters. The duties on RMTs will be varied.
Serve as the USAID/OFDA after-hours duty officer on a rotational basis, for approximately one week every six months.
As needed, serve on DARTs, which may require immediate (within 24 hours) deployment overseas for an extended period of time.
EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION
(Determines basic eligibility for the position. Applicants who do not meet all of the education and experience factors are considered NOT qualified for the position.)
Bachelor’s degree with significant study in or pertinent to the specialized field (including but not
limited to international relations, human rights, economics, public health, disaster management,
public policy or a related field) plus five (5) years of progressively responsible professional
experience working in emergency relief and humanitarian assistance and on humanitarian policy
issues, two (2) years working directly on response issues. Experience working for the USG or
with an international organization strongly preferred.
OR
Master’s degree with significant study in or pertinent to the specialized field (including but not
limited to international relations, human rights, economics, public health, disaster management,
public policy or a related field) plus four (4) years of progressively responsible professional
experience working in emergency relief and humanitarian assistance, including two (2) years working directly on humanitarian response issues. Experience working for the USG or with an international organization strongly preferred.
SELECTION FACTORS
(Determines basic eligibility for the position. Applicants who do not meet all of the selection factors are considered NOT qualified for the position.)
Applicant 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 302-3. Applicants are required to complete and sign the form.
Supplemental document specifically addressing the Quality Ranking Factors (QRFs) submitted.
Ability to obtain and maintain a Secret up to Top Secret level clearance.
Ability to obtain a Department of State medical clearance.
Satisfactory verification of academic credentials.
QUALITY RANKING FACTORS (QRFs) (Used to determine the competitive ranking of qualified applicants in comparison to other applicants. The factors are listed in priority order from highest to least.)
QRF #1 Proven ability in all aspects of international grant management in the humanitarian sector, including proven experience in the identification, analysis, and management of global humanitarian response, broad sectoral and research initiatives and programs; developing detailed program budgets; and developing and supporting grant management processes.
QRF #2 Direct experience with USAID programs, U.S. policy and regulations for responses to natural disasters and complex emergencies, and overall experience with U.S. Government systems and structure.
QRF #3 Excellent written communication skills as demonstrated through the preparation of concise, clear, and grammatically sound documents describing a position, situation, or policy. Excellent oral communications skills as demonstrated by public speaking experience.
QRF# 4: Proven experience in the field of humanitarian assistance and a thorough knowledge of the international humanitarian system concepts and issues. Demonstrated knowledge of the structures, mandates, and policies of the actors within the international humanitarian architecture.
QRF #5 Demonstrated ability to consistently and independently perform in a high-pressure environment. Strong worth ethic and ability to initiate, develop and manage multiple projects simultaneously. A high degree of diplomatic skills. Excellent personal organization, facilitation, meeting planning, and team skills.
BASIS OF RATING:
Applicants who meet the Education/Experience requirements and Selection Factors will be further evaluated based on scoring of the QRF responses. Those applicants determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.Applicants 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 candidates 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 applicants 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 applicant. OFDA reserves the right to select additional candidates if vacancies become available during future phase of the selection process.
The Applicant Rating System is as Follows: QRFs have been assigned the following points:
QRF #1 – 12 points
QRF #2 – 12 points
QRF #3 – 8 points
QRF #4 – 10 points
QRF #5 – 8 points
Interview Performance – 30 points
Satisfactory Professional Reference Checks – 20 points
Total Possible Points: 100
How to apply:
APPLYING:
Applications must be receivedby the closing date and time at the address specified in the cover letter.Qualified individuals are requiredto 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) 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
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 302-3. Applicants are required to complete and sign the form.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
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