USPSC Program Operations Assistant (Multiple Positions)

USAID/ Office of U.S. Foreign Disaster Assistance
  • Location
    Washington , D.C.
  • Sector
    Government
  • Experience
    Mid Career
  • Apply by
    Dec-21-2017
  • Posted
    Dec 05

Position description

Position Title:              Program Operations Assistant (Multiple Positions)

Solicitation Number:   720FDA18B00005

Salary Level:               GS-11 Equivalent: $66,510 - $86,460

Issuance Date:             November 9, 2017

Closing Date:              December 21, 2017 (Deadline Extended)

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 a Program Operations Assistant (POA) 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. 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. 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 302-3. Applicants are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted.

 

NOTE ABOUT THE DATA UNIVERSAL NUMBERING SYSTEM/SYSTEM FOR AWARD MANAGEMENT REQUIREMENTS

 

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 offer. 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. 

 

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: [email protected]

            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 Program Operations Assistant (Multiple Positions)

 

1.  SOLICITATION NO.: 720FDA18B00005

 

2.  ISSUANCE DATE: November 9, 2017

 

3.  CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: December 21, 2017 12:00 P.M. Eastern Time

 

4.  POSITION TITLE: Program Operations Assistant

 

5. MARKET VALUE:

GS-11 equivalent ($66,510 - $86,460 - includes locality pay). Final compensation will be negotiated within the listed market value based upon the candidate’s past salary, work history and educational background.  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.

 

6.  PERIOD OF PERFORMANCE:  Two (2) years, with three (3) 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.

 

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 Change Control Group (ACCG), Human Resources Management Team (HRM), 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 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, Interagency Training Team, Public-Private Engagement Team, and the United States Mission to the UN (USUN). 

INTRODUCTION

 

The BFIT Team is part of the PS Division within OFDA. The core functions of the BFIT Team are: financial management of international disaster assistance funds, IT program management, information management, and other general administrative services. The Budget and Finance Unit falls under the BFIT Team.  The core functions of the Budget and Finance Unit are: budget planning, justification, execution, and reporting; management of OFDA’s operating year budget; processing financial transactions, and financial analysis and reporting.  The Budget and Finance Unit plays a critical role in communicating with a wide range of stakeholders regarding OFDA’s annual appropriations and funding requests. 

 

OBJECTIVE

 

The Budget and Finance Unit requires the services of a Program Operations Assistant to strengthen its capability to provide prompt, effective service in the areas of budget formulation, budget execution, budget planning, transaction processing, and financial analysis and reporting.

 

9.  CORE FUNCTIONAL AREAS OF RESPONSIBILITY

 

DUTIES AND RESPONSIBILITIES

 

The Program Operations Assistant will assist in carrying out core functions of the Budget and Finance Unit in support of DCHA/OFDA’s worldwide operations and mandate.

 

Budget Formulation

  • Assist senior team members and leadership in the formulation of annual and supplemental program budget requests, narratives, and supporting materials for international disaster assistance (IDA) contingency funding based on historical trends, projected humanitarian needs, and knowledge of organizational and USG budgetary priorities.
  • Assist senior team members and leadership in the justification of IDA budget requests; research historical trends, and gather and analyze budgetary and financial data, as needed.
  • Maintain awareness of the appropriations process and appropriations legislation, including any special language or restrictions pertaining to OFDA’s funding that could impact OFDA’s humanitarian assistance programs.

 

 

Budget Execution – Strategic Planning

  • Support the planning and execution of a complex office budget that consists of reserves for unforeseeable disasters and emergencies, programs to address ongoing emergencies, disaster risk reduction programs, as well as program support and operational expenses.
  • Assist in analyzing humanitarian needs, trends, and available resources; prepare charts, graphs, and other analytical materials to illustrate such analysis.
  • Assist in the development of templates and analysis for the OFDA annual budget allocation process.
  • Support the annual OFDA budget allocation process, and help facilitate the allocation of budgets to divisions and teams once budgets are approved.

 

Budget Execution – Financial Processing and Tracking

  • Develop proficiency in all Agency corporate financial and procurement systems used to manage and program OFDA’s disaster assistance funding.
  • Assist in processing financial transactions using OFDA’s program management and reporting system along with the Agency’s financial and procurement systems; reconcile data between the systems to ensure accuracy.
  • Assist in monitoring and tracking funds distributions, commitments, and obligations.
  • Maintain budget and finance related records for OFDA’s disaster assistance program funds, including ensuring that funding memos, fund cite cables, inter-agency agreements, and miscellaneous obligating documents are properly routed, recorded, and stored.
  • Develop and update standard operating procedures for maintaining budget and finance related records.
  • Provide limited technical support to OFDA staff on the use of OFDA’s program management and reporting system, and Agency financial and procurement systems; help develop written procedures and guidelines for users, and train users to operate and retrieve financial information from the systems according to individual needs.

 

Budgetary and Financial Reporting

  • Assist in meeting basic and routine financial reporting requirements to OFDA’s financial stakeholders, as well as auditors.
  • Assist in preparing OFDA’s contributions to Department of State and USAID budget reports and exercises, such as the Operational Plan or ForeignAssistance.gov reporting.
  • Prepare reports in response to ad-hoc inquiries from OFDA staff and OFDA’s financial stakeholders, as needed.
  • Manipulate and query financial and program systems to produce standard reports and ad-hoc reports, utilizing Microsoft Excel as necessary.

 

Other Budgetary and Financial Management Duties

  • Assist in monitoring use of OFDA program funds by overseas USAID offices to ensure that resources are fully accounted for and utilized in accordance with the OFDA disaster assistance mandate and consistent with the accounts/appropriations provided to OFDA.
  • Support the coordination and monitoring of the accruals process on a quarterly basis and provide information and guidance, as necessary, to OFDA staff.
  • Support the quarterly and annual review of unliquidated balances, including researching and initiating de-obligations of unliquidated funds, as appropriate.
  • Support elements of OFDA’s internal control processes, especially as they relate to routine financial management aspects of OFDA’s disaster assistance program funds, and support the preparation of OFDA’s submission for the annual Federal Managers Financial Integrity Act exercise.
  • Develop proficiency in basic budgetary and financial management concepts including: principles of appropriations law, funds control violations, and pertinent USAID budgetary or financial policies.

 

Other OFDA Duties

  • Serve, as needed, as Program Support representative on technical evaluation panels for OFDA solicitations including U.S. Personal Services Contractors (USPSCs), Cooperative Agreements, Grants, and Contracts.
  • Serve, as needed, on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.
  • 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 OFDA after-hours duty officer on a rotational basis, for approximately one week every six months
  • 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 USPSC will take direction from and report to the BFIT Team Lead or his/her designee.

 

SUPERVISORY CONTROLS:

 

Supervisor sets overall objectives and resources available and works with the USPSC to develop deadlines, work to be done, and methodology.  The USPSC is responsible for carrying out assignments, and consults with the supervisor for policy interpretations. 

 

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.

Qualifications

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 and at least three (3) years of relevant work experience in a combination of finance, accounting, business administration, international relations, humanitarian assistance, legislative affairs, and/or a related field (preferably with the Federal Government).

 

OR

 

Master’s degree and at least two (2) years of relevant work experience in a combination of finance, accounting, business administration, international relations, humanitarian assistance, legislative affairs, and/or a related field (preferably with the Federal Government).

 

OR

 

At least five (5) years of relevant work experience in combination of finance, accounting, business administration, internal relations, humanitarian assistance, legislative affairs, and/or related field (preferably with the Federal Government).

 

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 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. 
  • 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 applicants in comparison to other applicants. The factors below are of equal value.)

 

QRF #1           Discuss your experience supporting the management of an organization's budget, including any knowledge or experience with coordinating detailed financial and/or budgetary tasks and record-keeping across multiple systems.  Please highlight specific experience with federal budgeting or financial procedures.

 

QRF #2           Describe a specific situation in which you provided outstanding customer service in the workplace and resolved a work-related problem.

 

QRF #3           Describe your experience with handling work-related projects or tasks from inception to completion with limited oversight from supervisors.  Provide examples of specific projects you have completed, and describe your role in the project and the steps you undertook to ensure the project’s success. 

 

QRF #4           Describe your general experience working with data in complex systems, software, databases, and Microsoft Excel.  Explain how you have analyzed information, including descriptions of the types of reports you have produced and the analysis you conducted to produce them.

 

QRF #5           Discuss how you generally approach working as a part of a team in a fast-paced dynamic environment in which you maintain flexibility, multi-task, manage competing priorities, and meet aggressive deadlines.  Also, please give specific examples of experience working with a team in this type of setting, focusing on your role.

 

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 – 7 points

QRF #2 – 7 points

QRF #3 – 7 points

QRF #4 – 7 points

QRF #5 – 7 points

 

Interview Performance – 35 points

 

Satisfactory Professional Reference Checks – 30 points

 

Total Possible Points: 100

Application instructions

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) 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.  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 QRFs shown in the solicitation.

 

  1. USPSC Application form AID 302-3. Applicants 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: [email protected]

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