USPSC Senior Program Operations Specialist

USAID/OFDA
  • Location
    Washington , D.C.
  • Sector
    Government
  • Experience
    Mid Career
  • Apply by
    Aug-13-2019
  • Posted
    Jul 22

Position description

Position Title:              Senior Program Operations Specialist 

Solicitation Number:   720FDA19B00067

Salary Level:               GS-13 Equivalent: $99,172 - $128,920

Issuance Date:             July 22, 2019

Closing Date:              August 13, 2019

Closing Time:              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 Senior Program Operations Specialist (SPOS) 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. 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. 

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

 

DUTIES AND RESPONSIBILITIES

The SPOS provides critical analysis on programming with PIOs, manages a complex multi-million dollar portfolio of grants, serves as an office-wide resource on grant-making and procurement regulations as they pertain to PIOs, and interfaces regularly with the Disaster Response Divisions regarding funding to PIOs. The SPOS will also work with other parts of the DCHA bureau, with the Office of General Counsel, and with the Office of Acquisition and Assistance (OAA) to ensure grant-making processes are functioning in an effective manner. The SPOS will also anticipate and prepare documents and briefing memos on humanitarian issues for important meetings and events. 

The SPOS administers a diverse multi-million dollar portfolio of globally-funded OFDA programs, many of which are implemented by UN agencies and other PIOs. In addition to managing a discrete portfolio, the SPOS works with the Global Programs Team Leader to provide critical guidance on OFDA’s relationship with PIOs, as well as guidance on internal USAID regulations and policies impacting these relationships.

Under the guidance of the Global Programs Team Leader, the SPOS will also manage critical issues with the UN and NGO community on behalf of OFDA, DCHA offices, and other USG agencies. The SPOS will provide expert analytical and advisory support on a wide range of humanitarian issues for the planning, development and execution of U.S. foreign policy objectives within a broad and complex environment. 

Contacts will be within the USG, as well as personnel at U.S. posts worldwide, senior analysts and officials in international organizations and other agencies, experts, and representatives of non-governmental organizations.  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 country and at global level - is required.  

The SPOS is part of the Global Programs Team and reports directly to the Global Programs Team Leader.

The SPOS’s duties and responsibilities will include the following:

Award Portfolio Management:

  • Become certified and serve as the Contracting Officer’s Representative (COR) and Agreement Officer’s Representative (AOR), for awards managed by the HPGE Team. This includes ensuring adequate Continuous Learning Points to maintain AOR/COR certification.
  • Prepare all documentation to obtain timely award approval.  This will involve properly inputting data into office and agency administrative and financial tracking systems for transmittal to OAA. 
  • Review program reports to ensure that program objectives are achieved. Provide grantees with feedback on reports, and share reports with appropriate team members. 
  • Ensure consistency in our grant management process across partner agencies.
  • Train and mentor new HPGE Global Programs Team staff.

Award 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.
  • Participate on Agency-wide working groups to ensure award consistency across all levels.
  • Develop expertise on the interagency agreement process.

External Relations:

  • Work with the Global Programs Team Leader to organize the annual NGO Partners Conference, including facility procurement and liaising with different OFDA Divisions on agenda development.
  • 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. 
  • Coordinate 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.
  • Work with the Global Programs Team Leader to coordinate visits of senior UN officials engaged in programmatic responses to ongoing humanitarian crises.

 Internal Coordination: 

  • Serve as the back-stop for the Global Programs Team Leader and/or Deputy Team Leader.
  • 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 Global Programs Team Leader, to ensure timely grant processes.
  • Assist the Global Programs Team Leader in formulating the HPGE Team’s internal budget, including drafting narrative justifications and budget revisions.

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; and
  • As needed, serve on DARTs, which may require immediate (within 24 hours) deployment overseas for an extended period of time.
  • 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.

The Senior Program Operations Specialist will be required to be available for deployments up to 30% of the year.

SUPERVISORY RELATIONSHIP:

The USPSC will take direction from and report to the Global Programs Team Leader 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.

 

Qualifications

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 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 seven (7) years of progressively responsible experience working in emergency relief and humanitarian assistance and on humanitarian policy issues, and two (2) years working for the USG, IO, or NGO on humanitarian assistance and/or international development.

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 five (5) years of progressively responsible experience working in emergency relief and humanitarian assistance and on humanitarian policy issues, two (2) years working for the USG, IO, or NGO on humanitarian assistance and/or international development.

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 are listed in priority order from highest to least. The evaluation of QRF responses 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           Proven ability in 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.  A high degree of diplomatic and leadership skills with a demonstrated ability to work with a diverse array of individuals and organizations. 

QRF #2           Proven experience in providing expert guidance in the area of humanitarian assistance with regard to the different implementation, policy and program approaches utilized by public international organizations and non-governmental organizations. Detailed knowledge, based on hands-on experience of humanitarian action and a thorough on-the-ground knowledge of the international humanitarian system concepts and issues is required.

QRF #3           Demonstrated ability to consistently and independently perform in a high visibility, high-pressure environment and accurately represent the USG policy positions. Demonstrated representational skills, as well as the ability to initiate, develop and manage multiple projects simultaneously.

QRF #4           Demonstrated knowledge and experience with U.S. policy and regulations for responses to natural disasters and complex emergencies and a demonstrated understanding of U.S. humanitarian assistance programming and approaches.

QRF #5           Demonstrated skill in oral and written communication, preparing and presenting analysis, providing guidance, soliciting sensitive information, reviewing proposals, and negotiating agreements.

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 – 15 points

QRF #2 – 10 points

QRF #3 – 10 points

QRF #4 – 8 points

QRF #5 – 7 points

Interview Performance – 30 points

Satisfactory Professional Reference Checks – 20 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. 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? (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 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: [email protected]

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