USPSC Program Management Coordinator – Strategic Communications Team

USAID/OFDA
  • Location
    Washington, D.C.
  • Sector
    Government
  • Experience
    Early Career
  • Apply by
    Mar-29-2017
  • Posted
    Mar 10

Position description

Position Title:              Program Management Coordinator – Strategic Communications Team

Solicitation Number:   SOL-OFDA-17-000039

Salary Level:               GS-10 Equivalent: $60,538- $78,703

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

Issuance Date:             March 8, 2017

Closing Date:              March 29, 2017

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 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. 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:  Where you heard about this job (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,

                                                           

 

 

Artaveya J. Carter

Contracting Officer

 

 

Solicitation for USPSC Program Management Coordinator – Strategic Communications Team

 

1.  SOLICITATION NO.: SOL-OFDA-17-000039

 

2.  ISSUANCE DATE: March 8, 2017

 

3.  CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: March 29, 2017 at 12:00 P.M. Eastern Time

 

4.  POSITION TITLE: Program Management Coordinator

 

5. MARKET VALUE:

If the candidate meets the GS-10 qualifications, the initial grade level of this position will be the equivalent of a GS-10 with the opportunity for advancement to the GS-11 equivalent after at least one year at the GS-10 level, if the individual receives a recommendation from the supervisor for advancement along with an excellent performance evaluation.  Advancement to the GS-11 level is not guaranteed.

 

GS-10/11 equivalent ($60,538 - $78,703/ $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) option years

 

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

Program Management Coordinators (PMCs) play a central role in OFDA’s work by supporting the HPGE division’s efforts in humanitarian policy and global engagement. PMCs assist HPGE by supporting the various efforts of the division either in support of specific teams or the division as a whole.

This PMC will support the Strategic Communications Team which executes OFDA’s strategic communications plan, the objective of which is to effectively communicate OFDA’s story to a variety of audiences. In addition to the seven teams outlined above, HPGE also houses the Information Support Unit (ISU), which works closely with the Strategic Communications team and provides current information and mapping for program and field operations. HPGE also houses the Center for International Disaster Information (CIDI), which educates the American public on best practices in the donations arena.

 

This PMC position serves as an integral part of the Strategic Communications Team. 

 

OBJECTIVE

 

The Strategic Communications Team requires the services of a PMC in order to meet the team’s objective of coordinating with other parts of the USG on media and messaging issues related to OFDA’s humanitarian activities and to communicate OFDA’s global leadership in the field of humanitarian assistance.  

 

9.  CORE FUNCTIONAL AREAS OF RESPONSIBILITY

 

DUTIES AND RESPONSIBILITIES

 

This 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 Communications PMC will report to the Strategic Communications Team Leader but work closely with other teams within HPGE and OFDA. Specific responsibilities include:

 

* The PMC must serve a minimum of one year 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 Team-hosted 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;
  • As needed, serve on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.
  • As needed, on a temporary basis not to exceed 6 months may perform in an alternative role based on operational needs of the Division upon request of the Team Lead or Division Director.
  • As appropriate, for cross-training purposes to enhance operational awareness, may serve on temporary details within the office.

 

 

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.
  • The USPSC is responsible for carrying out assignments, and consults with the supervisor for policy interpretations. 
  • As needed, on a temporary basis not to exceed 6 months may perform in an alternative role based on operational needs of the Division upon request of the Team Lead or Division Director.
  • As appropriate, for cross-training purposes to enhance operational awareness, may serve on temporary details within the office.

 

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

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.)

 

A Bachelor’s degree with three (3) years of progressively responsible experience in an office setting.

 

OR

 

A Master’s degree with two (2) years of progressively responsible experience in an office setting.

 

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 are listed in priority order from highest to least.)

 

QRF #1           Demonstrated experience in administrative tasks such as preparing documentation, maintaining tracking systems to monitor and update status of actions or documents, supporting staff on travel and procurements, and maintaining electronic databases and files;

 

QRF #2           Demonstrated ability to multitask and perform a variety of tasks and functions concurrently while maintaining attention to detail, in high stress environments, completing tasks within limited timeframes and with limited direction;

 

QRF #3           Demonstrated ability to communicate effectively in person and in writing through the preparation of clear and concise reports, memorandums, meeting notes, and other official documents;

QRF #4           Demonstrated ability to work in a team environment to conceptualize communications products across a variety of media forms, including print, video, online, infographics, etc. (provide specific examples); and

 

QRF #5           Ability to create clear and concise strategic communications products in a variety of media forms, including print, video, online, infographics, etc. (provide specific examples).

 

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 – 8 points

QRF #2 – 8 points

QRF #3 – 8 points

QRF #4 – 8 points

QRF #5 – 8 points

 

Interview Performance – 40 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. 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:  Where you heard about this job (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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