Office Management Specialist

Position description

Social Impact, Inc. (SI) is a global development management consulting firm. We provide monitoring, evaluation, strategic planning, and capacity building services to advance development effectiveness. We work across all development sectors including democracy and governance, health and education, the environment, and economic growth. Since 1997 we have worked in over 100 countries for clients such as US government agencies, bilateral donors, multilateral development banks, foundations, and nonprofits.

Proposal Objective:

SI is pursuing a contract to support the DOS Bureau of Political-Military Affairs' Office of Security Assistance's capacity to provide effective program management, design, monitoring and oversight of security assistance. The PM Bureau’s need to provide consistent oversight of U.S. security assistance programs is vital. In a context of scarce resources, the need to demonstrate clear alignment with U.S. Foreign policy through effective program management is paramount. The Office is
composed of multiple regional teams and a dedicated Global Strategy and Oversight (team) that leads on policy, knowledge management and resource management. PM/SA staff includes Foreign Service Officers (FSOs), Civil Servants, third-party contractors, and military detailees.

Position Description:

SI is seeking a full-time Office Management Specialist (OMS) to serve as core member of the PM/SA team, ensuring smooth operations for the office. The OMS must be a self-starter, able to multi-task and prioritize competing assignments. Beyond serving as a travel arranger, Web Tatel timekeeper for the office, the OMS may be tasked with special projects (Ariba, IPP, on-boarding, office reporting) that arise based on the individual’s skills and interest, professional goals and existing workload.

This is a full-time position based in Washington, DC for duration of the contract, contingent upon contract award. This position requires U.S. citizenship and a security clearance is required.

The overall anticipated period of performance of this contract is as follows:

• Base Period: March 17, 2026 - March 17, 2027
• Option Period 1: March 17, 2027 - March 16, 2028
• Optional Option Period 2: March 17, 2028 - March 16, 2029
• Option Period 3: March 17, 2029 - March 16, 2030

While the Contract will be awarded for the Base and Option Periods, the exercise of the option periods is at the sole discretion of DOS.

Responsibilities:

• Assist PM/SA staff, including Contractor staff, to: obtain and transfer E2 accounts for office staff; visas, passports, and other documentation required for travel; initiate and
  process requests for travel authorization for all office staff, track authorizations to ensure airline tickets are purchased in a timely matter; complete travel vouchers and ensure
  accuracy; and assist with the preparation and submission of expense vouchers for local travel and expenses.
• Serve as a timekeeper for PM/SA staff using Web Tatel system, which includes the submission of bi-weekly time and attendance; presentation of the final report for each pay
  period including the appropriate signatures for approval; track compensatory time, over time, comp time for travel and troubleshoot discrepancies that arise for PM/SA staff
  (including Contractor staff).
• Assist the COR in tracking Contractor time and leave in a separate tracker.
• Assist with the arrival of visitors for the PM/SA Director, and their movement through security screening.
• Escort cleaning and maintenance staff throughout office.
• Work with facilities management to maintain office and conference rooms.
• Maintain file documentation and storage according to Department policy, as stated in the Foreign Affairs Manual.
• Scans, faxes, and shreds correspondence as appropriate.
• Ensure continuous operation of office equipment (printers, fax, copier).
• Prepare office correspondence and obtain proper approvals.
• Assist PM/SA with security clearances and building passes.
• Assist with records management consistent with best practices.
• Assist with onboarding of new or transferring personnel.
• Maintain office organizations charts, phone lists and supplies.
• Maintain a list of desk locations, laptop, and desktop names, including Contractor staff.
• Assist with requesting and coordinating issuance and installation of information technology, including desk phones (secure and non-secure), mobile devices, laptops and
  desktops, docking stations, and other needs.
• Assist with set-up for office-wide meetings and/or GSO’s monthly learning events.
• Carries out special projects as needed and directed by the COR.

Qualifications

• At least two (2) year college degree.
• One (1) to two (2) years in an administrative position within the federal government (preferably the U.S. Department of State).
• Able to work independently.
• Strong research and organization skills.
• Strong interpersonal skills.
• Excellent oral and written communication skills.
• Able to handle multiple tasks simultaneously.
• Strong organizational skills and attention to detail.
• Ability to manage multiple ongoing tasks and processes simultaneously.
• Skilled in data entry and computer keyboard commands.
• Must be able to quickly learn how to use proprietary applications and systems for processing administrative requirements such as travel, time and attendance, and
  procurement.
• Able to use Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Must possess ability to compose and staff office correspondence.

• Proficient in English.

   

Preferred Experience 

• Bachelor's Degree.
• Prior experience working within the Bureau of Political-Military Affairs and Security Assistance (PM/SA).

Required Security Clearance: U.S. Citizenship. Active Secret-level clearance. A Secret security clearance is required for this position; however, the individual may begin work with an interim Secret security clearance.

Application instructions

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