USPSC Humanitarian Officer/Specialist (Multiple Positions)

USAID/BHA
  • Location
    Washington, D.C.
  • Sector
    Government
  • Experience
    Early Career
  • Apply by
    Sep-28-2021
  • Posted
    Sep 07

Position description

SOLICITATION NUMBER:          720BHA21R00071                         

ISSUANCE DATE:                          September 7, 2021                 

CLOSING DATE AND TIME:       September 28, 2021, 12:00 P.M. Eastern Time                              

SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC)

Dear Prospective Offerors:

The United States Government (USG), represented by the U.S. Agency for International Development (USAID) Office of Global Policy, Partnerships, Programs, and Communications (G3PC) is seeking offers from qualified U.S. citizens to provide personal service as a Humanitarian Officer/Specialist (HO/HS) under a United States Personal Services Contract (USPSC), as described in the 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 offer, 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. Failure to identify an academic discipline will result in disqualification.

(d) U.S. Citizenship

(e) Optional:  How did you hear about this opportunity? (beta.SAM.gov, BHA Jobs, Career Fair, etc.).

Your resume must contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation for each grade level for which you are applying. This information must 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. USPSC Offeror 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. AID 309-2 is available at http://www.usaid.gov/forms. 

 

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 offer materials have been received. Offerors should retain for their records copies of all enclosures which accompany their offers. Your complete resume must be emailed to:

 

            G3PC Recruitment Team

            E-Mail Address: [email protected]

            Website: www.BHAjobs.net

Any questions on this solicitation may be directed to the G3PC Recruitment Team via the information provided above.

 

 

                                                            Sincerely,

                                                           

 

 

Sonja Stroud-Gooden

Contracting Officer

 

DUTIES AND RESPONSIBILITIES

The primary responsibility of the Humanitarian Officer/Specialist will be to help manage a portfolio of BHA programs, policy initiatives and practices related to BHA’s engagement with key institutional partners, particularly as it relates to BHA’s equities within the international humanitarian system. The position requires a thorough understanding of the international humanitarian assistance environment, operations, related policies, regulations, and inter-relationships among the USG, donors, and other international organizations.

The Humanitarian Officer/Specialist’s duties and responsibilities include the following:

At the GS-11 Equivalent Level:

Award Portfolio Management:

  • Provide award-making and award management support, including contributing to application review, preparation of application review and award package documentation, data entry into Office and Agency administrative and financial tracking systems, file maintenance, and communication with relevant BHA or other USAID staff, as needed.
  • Track program reports from grantees and ensure reports are received in a timely manner.
  • Assist with reviewing program reports to ensure that program objectives are achieved and share reports with appropriate team members. Provide grantees with feedback on program reports, as appropriate.
  • Assist in supporting the quarterly accruals process.
  • Support the design of humanitarian capacity strengthening activities, develop appropriate program guidance, and provide technical assistance.

Award Guidelines and Regulations:

  • Assist in serving as a Bureau-wide resource on pertinent regulations and guidelines in awarding grants to Public International Organizations (PIOs) and NGOs.
  • Help to develop and promote uniform BHA policies and procedures on PIO and NGO grant management.

External Relations:

  • Provide support for BHA’s engagement in PIO executive board or governance meetings, including event planning, agenda development, and note-taking.
  • Assist in the organization of regular and ad hoc meetings with partner organizations, humanitarian donors, and the U.S. Interagency.
  • Under the guidance of the Team Leader or Deputy Team Leader, develop and maintain communications and relationships with key stakeholders—partner organizations/offices within and outside of the U.S.—to facilitate information exchange and coordination.
  • Participate in discussions with key stakeholders and produce meeting summaries.
  • Respond to inquiries, perform outreach services, and facilitate key stakeholder access to BHA staff.

Internal Coordination:

  • Facilitate communications between BHA offices and with various offices within USAID for Team-specific workstream developments and activities through information products and engagement.
  • Coordinate tasks and activities with G3PC colleagues as well as other BHA and USAID staff related to PIO and NGO policy development, implementation, and practice.
  • Assist with ensuring that all steps involved in managing humanitarian coordination files and relationships are performed, i.e., data entry, file maintenance, and close communication with relevant BHA or other USAID staff, as needed.

Policy Engagement:

  • Track key issues, trends, and developments relating to PIO and NGO performance, the humanitarian system, and U.S. policy priorities.
  • Support the review and analysis of PIO, NGO, U.S. Interagency, policies, guidance, and related documents.
  • Support preparation for PIO executive board or governance meetings or principal level meetings, informal consultations with NGO, donor meetings or consultations, interagency policy coordination meetings, and U.S. Interagency or Congressional points of contact, and other key meetings.
  • Assist in conducting background research and drafting memoranda for BHA and other parts of USAID on humanitarian workstreams.

Administrative and Other General Duties and Responsibilities:

  • Assist in promoting and cultivating team morale and workplace collaboration in a diverse, equitable, and inclusive work environment.
  • Contribute to the implementation of Division and Teamwork plans.
  • Support the development of a variety of correspondence, documentation, and reports, including memoranda and briefing papers on humanitarian issues for meetings and events.
  • Assist in managing Team files, including data entry and file maintenance.
  • Assist in responding to inquiries, perform outreach services, and facilitate their access to BHA staff. Prepare background information to address requests for information on BHA programs from internal and external sources.
  • Provide support to G3PC for a wide range of administrative functions.
  • Consistently model behaviors that demonstrate a commitment to fostering a non-hostile work environment free of discrimination, bias, unfairness, exclusion, offensive behaviors and harassment of any kind.
  • Contribute to a collaborative, respectful, and professional work environment by demonstrating partnership and teamwork to accomplish team, office, and Bureau objectives.
  • Participate in G3PC office-wide efforts to advance diversity, equity, inclusion, and accessibility (DEIA), including those related to Bureau programs, partners, staffing, professional development, and other key areas.
  • Sign up for and serve, as needed, on Washington-based Response Management Teams (RMTs), which provide services and support to Disaster Assistance Response Teams (DARTs) deployed in response to disasters. The duties on RMTs will vary.
  • As needed, serve on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.
  • Serve as the BHA after-hours duty officer on a rotational basis for approximately one week every six months.
  • As needed, may serve on temporary detail within the Bureau to meet operational needs during staff shortages. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities and will be directly related to the scope of work provided.
  • Become certified and serve as an Agreement Officer’s Representative/Contracting Officer’s Representative (AOR/COR), as assigned. The AOR/COR provides financial and programmatic oversight of all aspects of managing the agreement or contract; this includes but is not limited to reviewing invoices, requests for approvals, program/project deliverables (i.e., work plans, annual reports, month status reports), travel requests, key personnel requests, and financial/budget reports. They are responsible for drafting and submitting the annual contractor performance evaluation in Contract/Assistance Performance Assessment Review System (CPARS/APARS). They prepare and review contract/assistance modifications documentation and assist the Contracting/Agreement Officer to ensure performance is compliant with the terms and conditions of the contract/agreement, the Federal Acquisition Regulation (FAR), and USAID policy. AOR/CORs are responsible for all related requirements set forth in the COR designation letter and the AOR designation letter.

At the GS-12 Equivalent Level:

Award Portfolio Management:

  • Support program management for humanitarian leadership initiatives in the broader humanitarian system working in close partnership with other G3PC Divisions, who manage related activities.
  • Prepare all documentation to obtain timely award approval. This will involve properly inputting data into Office and Agency administrative and financial tracking systems for transmission to USAID’s Office of Acquisition and Assistance (M/OAA).
  • Assist in coordinating across BHA to ensure timely awards to partners that consolidate funding across multiple offices/country responses and are managed by G3PC.
  • Ensure that all steps involved in managing a grant portfolio are performed, i.e. data entry, file maintenance, and close communication with relevant BHA 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 BHA staff members.
  • Ensure consistency in BHA and G3PC grant management processes across partner agencies.
  • Support the quarterly accruals process.

Award Guidelines and Regulations:

  • Serve as a Division and Bureau-wide resource on pertinent regulations and guidelines in awarding grants to PIOs and NGOs.
  • Help develop and promote uniform policies and procedures on PIO or NGO grant management.
  • Conduct quality assurance of BHA awards managed by G3PC.
  • Support AOR/CORs to ensure adherence to award management policies and procedures.

External Relations:

  • Develop and maintain communications and relationships with partner organizations/offices, both within and outside the USG, to ensure essential coordination of actions and information exchanges. Respond to inquiries, perform outreach services, and facilitate access to BHA staff.
  • Assist in the organization of meetings with partner organizations and the U.S. Interagency.
  • Participate in discussions related to the work of the current emergency responses when requested and produce meeting summaries to ensure program policy consistency.
  • Provide support for BHA’s engagement with The Office for the Coordination of Humanitarian Affairs (OCHA), including the OCHA Donor Support Group.
  • Provide support for BHA’s engagement in executive board or governance meetings of PIO and NGO partners, including event planning, agenda development, and note-taking.
  • Represent USG positions in a complex multilateral setting based on guidance from USAID Washington, D.C. Headquarters.

Internal Coordination:

  • Facilitate communications between BHA offices and with various offices within USAID for Team-specific workstream developments and activities through information products and engagement.
  • Coordinate tasks and activities with G3PC colleagues, as well as other BHA and USAID staff, related to award policy development, implementation, and practice.
  • Liaise with the USAID Office of General Counsel and the OAA, under the general guidance of your supervisor, to ensure timely and consistent grant processes for partners.

Policy Engagement:

  • Support review and analysis of partner PIO and NGO policies, guidance, and related documents.
  • Track key issues and developments relating to PIO or NGO partners and the U.S. Interagency performance and policy priorities.
  • Support preparation for PIO executive board or governance meetings, informal consultations with NGO and USG Interagency or Congressional points of contact, and other key meetings.

Administrative and Other General Duties and Responsibilities:

  • Assist in the preparation of memoranda and briefing papers. Anticipate and prepare documents and briefing memos on humanitarian issues for meetings and events.
  • Draft routine responses to PIO and NGO partner or staff inquiries and participate in making recommendations to resolve issues, as appropriate.
  • Assist in promoting and cultivating team morale and workplace collaboration in a diverse, equitable, and inclusive work environment.
  • Consistently model behaviors that demonstrate a commitment to fostering a non-hostile work environment free of discrimination, bias, unfairness, exclusion, offensive behaviors and harassment of any kind.
  • Contribute to a collaborative, respectful, and professional work environment by demonstrating partnership and teamwork to accomplish team, office, and Bureau objectives.
  • Participate in G3PC office-wide efforts to advance DEIA, including those related to Bureau programs, partners, staffing, professional development, and other key areas.
  • 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 vary.
  • Serve as the BHA 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.
  • As needed, may serve on temporary detail within the Bureau to meet operational needs during staff shortages. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities and will be directly related to the scope of work provided.
  • Become certified and serve as an AOR/COR, as assigned. The AOR/COR provides financial and programmatic oversight of all aspects of managing the agreement or contract; this includes but is not limited to reviewing invoices, requests for approvals, program/project deliverables (i.e., work plans, annual reports, month status reports), travel requests, key personnel requests, and financial/budget reports. They are responsible for drafting and submitting the annual contractor performance evaluation in CPARS/APARS. They prepare and review contract/assistance modifications documentation and assist the Contracting/Agreement Officer to ensure performance is compliant with the terms and conditions of the contract/agreement, the FAR, and USAID policy. AOR/CORs are responsible for all related requirements set forth in the COR designation letter and the AOR designation letter.

SUPERVISORY RELATIONSHIP:

The USPSC will take direction from and report to the designated Division Chief or his/her designee, with guidance from the Office Director or his/her designee.

SUPERVISORY CONTROLS:

Supervisor sets overall objectives and resources available. The USPSC consults with his/her supervisor to develop deadlines, projects, and work to be done. The USPSC is responsible for planning and carrying out assignments, and for planning approaches or methodology to be used in carrying out assignments.

12. 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).

13. 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.

14. START DATE: Immediately, once necessary clearances are obtained.

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.)

For the GS-11 Equivalent Level:

Bachelor’s degree with significant study in, or pertinent to the specialized field (including, but not limited to: international relations, human rights, political science, economics, public health, disaster management, public policy, or a related field) plus three (3) years of relevant work experience with the USG, Private Voluntary Organization (PVO)/NGO, PIO, or United Nations (UN) Agency.

OR

Master’s Degree with significant study in, or pertinent to the specialized field (including, but not limited to: international relations, human rights, political science, economics, public health, disaster management, public policy, or a related field) plus two (2) years of relevant work experience with the USG, PVO/NGO, PIO, or UN Agency.

For the GS-12 Equivalent Level:

Bachelor’s degree with significant study in, or pertinent to the specialized field (including, but not limited to: international relations, human rights, political science, economics, public health, disaster management, public policy, or a related field) plus five (5) years of work experience with the USG, PVO/NGO, PIO, or UN Agency, with direct experience working in emergency relief, humanitarian assistance, development or a related field, including one (1) year working on grants or award management or one (1) year working on humanitarian issues or complex emergencies.

OR

Master’s degree with significant study in, or pertinent to the specialized field (including, but not

limited to: international relations, human rights, political science, economics, public health, disaster management, public policy, or a related field) plus four (4) years of work experience with the USG, PVO/NGO, PIO, or UN Agency, with direct experience working in emergency relief, humanitarian assistance, development, or a related field, including one (1) year working on grants or award management or one (1) year working on humanitarian issues or complex emergencies.

Application instructions

IV. SUBMITTING AN OFFER

Offers 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 offer, 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. Failure to identify an academic discipline will result in disqualification.

(d) U.S. Citizenship

(e) Optional:  How did you hear about this opportunity? (beta.SAM.gov, BHA Jobs, Career Fair, etc.).

Your resume must 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 must 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. USPSC Offeror 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. AID 309-2 is available at http://www.usaid.gov/forms. 

Additional documents submitted will not be accepted.

By submitting your offer materials, you certify that all of the information on and attached to the offer is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the offer to be investigated. False or fraudulent information on or attached to your offer 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 offers for the intended position, please reference the solicitation number on your offer, and as the subject line in any email.

DOCUMENT SUBMITTALS

Via email: [email protected]