Program Management Coordinator

USAID/OFDA
  • Location
    Washington, D.C.
  • Sector
    Government
  • Experience
    Early Career
  • Posted
    Jul 29

Position description

Position Title: Program Management Coordinator
Solicitation Number: 720FDA19B00056
Salary Level: GS-10 Equivalent: $63,332 - $82,326
Issuance Date: July 26, 2019
Closing Date: August 16, 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 Program Management Coordinator (PMC) 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.


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 PMC will work closely with other members of the Strategic Communications Team to support efforts to increase awareness of, and appreciation for, OFDA and partner activities. The PMC will report to the Strategic Communications Team Leader but work closely with other teams within HPGE and OFDA. Duties and responsibilities are:

*The PMC must serve a minimum of two years at the GS-10 equivalent level, receive a performance rating that exceeds fully successful, and meet the minimum education and experience requirements for a GS-11 in order to be considered for promotion to the GS-11 position.

For the GS-10 Equivalent:

General Administrative

• Provide general administrative support such as scheduling and facilitating meetings, ensuring that action items are followed up, filing, correspondence control, and other administrative services as required;

• Review all outgoing correspondence/communications to ensure accuracy and proper formatting for OFDA senior staff clearance;

• Help maintain calendar for Strategic Communications Team activities;

• Coordinate travel requirements for the Strategic Communications Team; prepare travel itinerary, travel authorizations, visa applications, and country clearance requests in coordination with the office travel contractor;

• Manage logistics requirements for Strategic Communications Team;

• Manage Strategic Communication Team’s electronic and hard copy filing systems;

• Coordinate scheduling, logistics and administrative support requirements for all Teamhosted and/or Team-organized meetings and training sessions;

• Provide administrative back-up capacity to HPGE Division Director as needed;

• Provide administrative back-up capacity to OFDA Director as needed;

• Monitor training requirements for Strategic Communications Team;

• Assist with maintenance of personnel files and other databases of Strategic Communications Team personnel;

• Assist with tracking annual personnel evaluation requirements;

• Serve as the initial point of contact for onboarding new Strategic Communications Team employees, including coordinating logistics requirements for work station, network access, and badging;

• Assist with maintenance of office supplies ordering and storage;

• Assist with tracking of timesheets and vouchers; assist with processing of requests for reimbursements and other vouchers;

• Support overall USAID and OFDA projects and events; assist with organization of representational events;

• Assist in the development of effective tracking systems for Strategic Communications Team;

• Serve as the correspondence control officer for the Strategic Communications Team;

• Coordinate special Division projects with other HPGE Teams;

• Assist Strategic Communications Team staff with general office support, to include assistance with equipment issues (phones, computers, copiers and printers), processing necessary facilities and trouble ticket requests; ordering and storing supplies; and records management responsibilities (vital records, archiving files, etc.)

• As needed, serve on short-term assignments with other USAID offices or bureaus in direct support of HPGE programs;

• Sign-up for and serve as needed, on Washington-based 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 DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.

Team Specific

• Research and track the latest information and trends on social media and news sites, particularly for countries in which OFDA has active disaster responses;

• Assist in drafting social media;

• Participate in brainstorming sessions on OFDA public messaging campaigns;

• Work with Strategic Communications Team Leader to ensure that OFDA’s public information products (i.e. OFDA’s fact sheet, OFDA 101 PowerPoint) are up-to-date;

• Create and/or maintain team databases and trackers including those for media outreach, speaker outreach, and partner & media contacts; • Maintain OFDA’s photo repository, working closely with press officers to ensure images and information are up-to-date and accurate;

• Maintain Strategic Communications Team assets, including camera equipment, banners, and OFDA photo exhibit;

• Put together OFDA press kits and serve as team’s main point of contact for requests;

• Consolidate information for Strategic Communications Team and HPGE Division updates;

• Support OFDA’s Public Speaker Training program in close coordination with the Strategic Communications Team Leader;

• Participate in Team leadership opportunities and track team goals.

 

For GS-11 Equivalent (if the PSC is promoted during contract performance):

At the GS-11 level, PMC will complete the duties detailed at the GS-10 level as well as those listed below for a GS-11. At this level, the PMC will perform their duties with limited guidance from and limited supervision of the Strategic Communications Team Leader.

General Administrative

• Responsible for all Strategic Communication Team travel needs;

• Responsible for developing and tracking annual Strategic Communication Team budget, to include providing quarterly updates to HPGE senior staff;

• Represent Team, Division and OFDA during Agency workshops addressing staffing requirements, coordination and workflow issues;

• Provide administrative back-up capacity to DCHA Assistant Administrator as needed;

• Provide knowledge management support such as tracking documents, lessons learned, and best practices across Strategic Communication program; 

• When applicable, accompany Strategic Communication Team members on official travel and serve as control officer for their travel arrangements, scheduling and additional needs;

•  Evaluate established Strategic Communication Team administrative and support processes, and make recommendations to improve effectiveness within office policies and guidelines.

Team Specific

• Research media coverage of OFDA activities in close coordination with press officers;

• Assist the Strategic Communications Team in the creation and/or maintenance of information products in support of OFDA’s overall messaging efforts;

• Serve as main coordinator for OFDA’s Public Speaker Training Program and other Team-specific trainings;

• Identify and research new opportunities for OFDA speaking engagements;

• Work with OFDA Recruiting Team to draft social media on OFDA career opportunities;

• Represent Strategic Communications Team during Division, OFDA and Bureau meetings;

• Coordinate special projects, such as public messaging campaigns, for the Strategic Communications Team;

• Serve as primary coordination focal point for Team public messaging campaigns;

• Work closely with Strategic Communications Team Leader to manage and track team’s leadership goals.

SUPERVISORY RELATIONSHIP: The USPSC will take direction from and report to the Strategic Communication Team Leader 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

A Bachelor’s degree with three years of progressively responsible experience in an office setting.

OR

A Master’s degree with two years of progressively responsible experience in an office setting.

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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