USPSC Senior Program Operations Specialist

USAID/OFDA
  • Location
    Washington, D.C.
  • Sector
    Government
  • Experience
    Mid Career
  • Apply by
    Sep-13-2017
  • Posted
    Aug 30

Position description

Position Title:              Senior Program Operations Specialist

Solicitation Number:   SOL-OFDA-17-000075

Salary Level:               GS-13 Equivalent: $94,796- $123,234

Issuance Date:             August 9, 2017

Closing Date:              September 13, 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 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. 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:  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 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,

                                                           

 

 

Renee Newton

Contracting Officer

 

 

Solicitation for USPSC Senior Program Operations Specialist

 

1.  SOLICITATION NO.: SOL-OFDA-17-000075

 

2.  ISSUANCE DATE: August 9, 2017

 

3.  CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: September 13, 2017 at 12:00 P.M. Eastern Time

 

4.  POSITION TITLE: Senior Program Operations Specialist

 

5. MARKET VALUE:

GS-13 equivalent ($94,796 - $123,234 - 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) one-year options

 

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 Food Security 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

 

HPGE serves as the principal focal point for humanitarian policy development, engagement and institutional relationships with international organizations and other donor governments.  The Global Programs Team develops and manages a portfolio of diverse programs designed to build the capacity of key UN humanitarian agencies, other Public International Organizations (PIOs), and NGOs; provide leadership on key programmatic policy initiatives; strengthen leadership capacity in the humanitarian system; and fund critical research through academic institutions, think tanks, and other humanitarian stakeholders.

 

The Senior Program Operations Specialist (SPOS) position serves as an integral part of the Global Programs team and closely coordinates with other parts of the USG community on humanitarian issues.  The SPOS manages a multi-million dollar program portfolio of grants to PIOs, as well as a strategic portfolio of global policy and research-oriented grants to a range of NGOs. The SPOS assists the Global Programs Team Leader and Deputy Team Leader in strengthening institutional relationships with International Organizations (IOs), NGOs and think tanks, and also serves as an office-wide resource on issues pertaining to funding of PIOs.

 

OBJECTIVE

 

OFDA requires the services of a SPOS in order to meet its objectives of programming, coordinating with other donors, and managing institutional relationships with partner organizations.

 

9.  CORE FUNCTIONAL AREAS OF RESPONSIBILITY

 

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 Office of Acquisition and Assistance (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 OAA, 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.
  • As appropriate, for cross-training purposes to enhance operational awareness, may serve on temporary details, not to exceed six months, within the office. Duties performed, while on detail, will be directly related to the duties and responsibilities outlined in the scope of work. 
  • As needed, may serve on temporary details within the office to meet operational needs during staff shortages, 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.
  • 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.
  • The Senior Program Operations Specialist will be required to be available for deployments up to 30% of the year.

 

SUPERVISORY RELATIONSHIP:

The incumbent 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.  Applicants 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.  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. 
  • 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 applicants in comparison to other applicants.  The factors are listed in priority order from highest to least.)

 

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; and

 

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: 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 – 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. 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:  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 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]

follow us on Twitter