- Position Title: Program Operations Specialist (Multiple Positions)
Solicitation Number: SOL-OFDA-16-000022
Salary Level: GS-12 Equivalent: $77,490 – $100,736
GS-13 Equivalent: $92,145 – $119,794
Issuance Date: January 26, 2016
Closing Date: March 4, 2016
Closing Time: 5:00 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 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 for each grade level(s) 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.
Supplemental document specifically addressing the Quality Ranking Factors (QRFs) shown in the solicitation.
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: 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 Reed
Contracting Officer
DUTIES AND RESPONSIBILITIES
*The POS must serve two consecutive years as GS-12 Program Operations Specialist position on the Resources Team and must receive an above satisfactory evaluation to move into the GS-13 Senior Program Operations Specialist position.
The Program Operations Specialist (POS) will be responsible for providing support for various operational aspects of the Program Support Division within the Office of U.S. Foreign Disaster Assistance. The POS will provide services in support of various functions related to procurement, management of contracts for program-funded personnel, program planning, budget/finance, office administration, and security.
§ Sign-up for and serve as needed, on Washington-based Response Management Teams (RMTs), which provides services and support to DARTs deployed in response to disasters. The duties on RMTs will be varied.
§ Serve as the OFDA after-hours duty officer on a rotational basis, for approximately one week every six months; and
§ As needed, serve on Disaster Assistance Response Teams (DARTs) which may require immediate (within 24 hours) deployment overseas for an extended period of time.
The POS will have primary responsibilities for some tasks and secondary responsibilities for others:
GS-12 Equivalent*:
§ Personal Services Contracts (PSCs) and Staffing – In conjunction with Resources Team Leader, serve as PSC/Staffing point of contact for OFDA and the institutional contractor that provides recruiting and contract management services. Ensure that all appropriate approvals for staffing actions are requested and received in a timely manner. Develop and maintain systems to track the flow of work related to recruitment and contract actions. Draft recurring reports based on collected data or formalized database. Process contract actions in agency procurement system and financial systems.
§ Develop and maintain system to track and manage flow of OFDA’s procurement actions to ensure sufficient procurement planning throughout the year. Analyzes where deficiencies are and works with technical offices and institutional contractors to ensure actions are adequately processed.
§ Facilitate communications between OFDA divisions and the Office of Acquisition and Assistance (OAA) for procurement actions.
§ Provide advice and guidance to assist OFDA regional and technical teams in development of contractible statements of work, procurement processes and procedures.
§ Demonstrates understanding of USAID policy and guidance on assistance. Participates in Award Change Control Group (ACCG) and provides recommendations as it pertains to streamlining assistance awards.
§ Assists with oversight of Division’s contracts by reviewing budgets before recommending approval and properly advising technical offices to ensure that their requirements are within the statement of work. May serve as Contracting Officer Representative (COR) for contract and/or task order.
§ Serve as back-up point of contact for security clearances. Ensure that security clearances and requests for security clearances meet the Agency standards and appropriate regulations. Advise office personnel regarding status of clearance and the necessary documentation required. Maintain documentation regarding status of security clearances, requests for clearances, and expirations of current clearances.
§ Recognize and resolve problems which impede the delivery of humanitarian assistance. Keep the Resources Team Leader informed at all times of the status of responses, and any potential problems which might arise that would require higher level intervention.
§ Draft a wide variety of assistance documentation, correspondence, and reports involving both technical and specialized terminology. Perform independent research and assemble background information as needed.
§ Assists in maintaining staffing tables for OFDA OE and program-funded staff documentation.
§ Provides budget and financial support for preparation of Resources Team budget by maintaining processes, preparing documentation to transfer funds and provides advice and guidance regarding appropriate use of funding mechanisms and commitment/obligation of funds.
§ Reviews, prepares budgets and oversees acquisition documentation especially for cases involving technical positions needed for high priority humanitarian assistance activities and which require in-depth research and documentation associated with deploying staff to overseas locations experiencing complex emergencies.
§ Become certified and continue to maintain Agreement Officer’s/Contracting Officer’s Representative (AOR/COR) Certification.
GS-13 Equivalent*:
The POS will work to support functions related to procurement, management of contracts for program-funded personnel, program planning, budget/finance, office administration, and policy review.
· The POS is expected to take initiative, act independently, and perform with minimal direction in providing services in support of various functions related to procurement, management of contracts for program-funded personnel, program planning, budget/finance, office administration, and security.
§ The POS provides expert advice on acquisition and assistance practices and policies, a range of workforce, organizational and human resource functions, contract management and procurement planning,. He/she provides procurement advisory services on matters such as interpretation of contracting policy and procedures, and as appropriate, prepares written communication to advise of current and updated policy and procedural changes.
§ The POS analyzes and applies complex policy to make recommendations for management consideration. Demonstrates comprehensive understanding of FAR, AIDAR, and relevant USAID policy as it pertains to acquisition and assistance mechanisms.
§ Demonstrates comprehensive understanding of USAID policy and guidance on assistance. Participates in Award Change Control Group (ACCG) and provides recommendations as it pertains to streamlining assistance awards.
§ In conjunction with the Team Leader, the POS coordinates and guides the work of other team members. Serves as the primary point of contact for review of actions for the Team Leader’s clearance and/or approval.
§ Advises and guides team members in the use of and application of federal laws, regulations and policy resources. Incumbent will guide the work of other staff in this area to ensure applicable regulations and/or policy is invoked and that the authority selected is appropriately interpreted especially in cases of deviation or exception from standard procedure.
§ Provides expert advice and guidance to assist OFDA regional and technical teams in the development of statements of work for requirements for personal services contracts, purchase orders or buy-ins to indefinite quantity contracts, including contracts requiring subcontracting. Manages the procurement planning process for PSC contracts and works with technical officials and teams so that sufficient procurement planning is conducted and is in compliance with Agency requirements. Reviews professional services contracts SOWs, Independent Government Cost Estimates and provides guidance as it pertains to humanitarian assistance programming.
§ Assists in providing guidance in managing contracts which may include but not limited to Blanket Purchase Agreements (BPA), Indefinite Quantity Contracts (IQC) and other acquisitions mechanisms.
§ Ensures that reports created and used to track the flow of work related to (but not limited to) recruitment, contract actions and security clearances are developed and maintained. Reviews reports for accuracy and that all necessary updated information and/or other required collected data is included especially as the data impacts other major processes and compliance requirements.
§ Performs analysis on reports, operating procedures, manuals and other related data to determine effectiveness and make recommendations for improvement of current procedures and processes.
§ Conducts various ad hoc analyses, prepares reports and compiles information from a variety of sources for management review in response to requests from Congress, Agency Senior Management, DCHA Bureau leadership, etc.
§ Serves as liaison with the Bureau for Management, Office of Acquisition and Assistance (M/OAA) as well as the M/OAA Policy Division, the Office of the General Counsel, managers and technical experts.
§ Independently reviews, prepares budgets and oversees acquisition documentation especially for cases involving technical positions needed for high priority humanitarian assistance activities and which require in-depth research and documentation associated with deploying staff to overseas locations experiencing complex emergencies.
§ Serves as the approving official/program manager for the processing of contract actions in USAID’s procurement and financial systems. Provides budget and financial analysis, prepares financial documentation and provides advice and guidance regarding appropriate use of funding mechanisms and commitment/obligation/de-obligation of funds.
§ Oversees all actions associated with recruitment and security, which are administered by other team members, for timeliness and appropriate approvals. Ensures security requests submitted by team members meet Agency standards, regulations and that all required documentation is included. Ensures contracting colleagues as well as OFDA personnel are advised of the status of security actions in a timely manner.
§ Provides guidance to team members in preparing market value determinations for proposed new positions so that relevant work at appropriate grade level is captured in the analysis. Reviews final documents prior to forwarding to the Contracting Officer.
§ Recognizes and resolves problems which may impede the delivery of humanitarian assistance. The Resources Team Leader is kept apprised at all times of the status of responses, and any potential problems which may arise and require higher level intervention.
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.)
A High School Diploma and at least nine (9) years of office experience in providing administrative or program support, and three (3) years must specifically be in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.
OR
A Bachelor’s Degree and at least five (5) years of office experience in providing administrative or program support, and two (2) years must be specifically in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.
OR
A Master’s Degree and at least four (4) years of office experience in providing administrative or program support, and one (1) year must be specifically in the areas of personnel recruitment or contracting, procurement of goods or services, database management, or budget review and analysis.
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.
· 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 Demonstrated general knowledge of rules, regulations and procedures governing
contracting operations in Federal Procurement; knowledge of contracting with personal services contractors is highly preferred.
QRF #2 Demonstrated ability to analyze and research policies or regulations to resolve problems, issues or concerns that are critical to the award of a contract or purchase order;
QRF #3 Demonstrated ability to perform a variety of tasks and functions concurrently, perform in high stress environments, and complete tasks with limited lead-time. Please provide an example of conflict resolution when dealing in a situation when one or more parties have unreal expectations; and
QRF #4 Demonstrated ability to communicate effectively in writing through the preparation of clear, concise reports, Statement of Work, memoranda, cables, and other official documents.
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 – 15 points
QRF #2 – 10 points
QRF #3 – 10 points
QRF #4 – 5 points
Interview Performance – 30 points
Timed Writing Test – 10 points
Satisfactory Professional Reference Checks – 20 points
Total Possible Points: 100
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