USPSC Program Operations Assistant

USAID/OFDA
  • Location
    Washington , D.C.
  • Sector
    Government
  • Experience
    Mid Career
  • Apply by
    Jun-12-2019
  • Posted
    May 22

Position description

Position Title:              Program Operations Assistant

Solicitation Number:   720FDA19B00048

Salary Level:               GS-11 Equivalent: $69,581 - $90,461

Issuance Date:             May 22, 2019

Closing Date:              June 12, 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 Operations Assistant 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? (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 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 Program Operations Assistant will assist in carrying out core functions of the Budget and Finance Unit in support of DCHA/OFDA’s worldwide operations and mandate.

Budget Formulation

  • Assist senior team members and leadership in the formulation of annual and supplemental program budget requests, narratives, and supporting materials for IDA funding based on historical trends, projected humanitarian needs, and knowledge of organizational and USG budgetary priorities.
  • Assist senior team members and leadership in the justification of IDA budget requests; research historical trends, and gather and analyze budgetary and financial data, as needed.
  • Maintain awareness of the appropriations process and appropriations legislation, including any special language or restrictions pertaining to OFDA’s funding that could impact OFDA’s humanitarian assistance programs.

Budget Execution – Strategic Planning

  • Support the planning and execution of a complex office budget that consists of reserves for unforeseeable disasters and emergencies, programs to address ongoing emergencies, disaster risk reduction programs, as well as program support and operational expenses.
  • Assist in analyzing humanitarian needs, trends, and available resources; prepare charts, graphs, and other analytical materials to illustrate such analysis.
  • Assist in the development of templates and analysis for the OFDA annual budget allocation process.
  • Support the annual OFDA budget allocation process, and help facilitate the allocation of budgets to divisions and teams once budgets are approved.

Budget Execution – Financial Processing and Tracking

  • Develop proficiency in all Agency corporate financial and procurement systems used to manage and program OFDA’s disaster assistance funding.
  • Assist in processing financial transactions using OFDA’s program management and reporting system along with the Agency’s financial and procurement systems; reconcile data between the systems to ensure accuracy.
  • Assist in monitoring and tracking funds distributions, commitments, and obligations.
  • Maintain budget and finance related records for OFDA’s disaster assistance program funds, including ensuring that funding memos, fund cite cables, inter-agency agreements, and miscellaneous obligating documents are properly routed, recorded, and stored.
  • Develop and update standard operating procedures for maintaining budget and finance related records.
  • Provide limited technical support to OFDA staff on the use of OFDA’s program management and reporting system, and Agency financial and procurement systems; help develop written procedures and guidelines for users, and train users to operate and retrieve financial information from the systems according to individual needs.

Budgetary and Financial Reporting

  • Assist in meeting basic and routine financial reporting requirements to OFDA’s financial stakeholders, as well as auditors.
  • Assist in preparing OFDA’s contributions to Department of State and USAID budget reports and exercises, such as the Operational Plan or ForeignAssistance.gov reporting.
  • Prepare reports in response to ad-hoc inquiries from OFDA staff and OFDA’s financial stakeholders, as needed.
  • Manipulate and query financial and program systems to produce standard reports and ad-hoc reports, utilizing Microsoft Excel as necessary.

Other Budgetary and Financial Management Duties

  • Assist in monitoring use of OFDA program funds by overseas USAID offices to ensure that resources are fully accounted for and utilized in accordance with the OFDA disaster assistance mandate and consistent with the accounts/appropriations provided to OFDA.
  • Support the coordination and monitoring of the accruals process on a quarterly basis and provide information and guidance, as necessary, to OFDA staff.
  • Support the quarterly and annual review of unliquidated balances, including researching and initiating de-obligations of unliquidated funds, as appropriate.
  • Support elements of OFDA’s internal control processes, especially as they relate to routine financial management aspects of OFDA’s disaster assistance program funds, and support the preparation of OFDA’s submission for the annual Federal Managers Financial Integrity Act exercise.
  • Develop proficiency in basic budgetary and financial management concepts including: principles of appropriations law, funds control violations, and pertinent USAID budgetary or financial policies.

Other OFDA Duties

  • Serve, as needed, as Program Support representative on technical evaluation panels for OFDA solicitations including U.S. Personal Services Contractors (USPSCs), Cooperative Agreements, Grants, and Contracts.
  • Serve, as needed, on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.
  • 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.
  • Serve as the OFDA after-hours duty officer on a rotational basis, for approximately one week every six months
  • 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.

SUPERVISORY RELATIONSHIP:

The USPSC will take direction from and report to the BFIT Team Lead 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. Offerors who do not meet all of the education and experience factors are considered NOT qualified for the position.)

Bachelor's degree and at least three (3) years of relevant work experience in a combination of finance, accounting, business administration, international relations, humanitarian assistance, legislative affairs, and/or a related field.

OR

Master’s degree and at least two (2) years of relevant work experience in a combination of finance, accounting, business administration, international relations, humanitarian assistance, legislative affairs, and/or a related field.

OR

At least five (5) years of relevant work experience in a combination of finance, accounting, business administration, internal relations, humanitarian assistance, legislative affairs, and/or related field.

SELECTION FACTORS

(Determines basic eligibility for the position. Offerors who do not meet all of the selection factors are considered NOT qualified for the position.)

  • Offeror 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 309-2. Offerors 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 offerors in comparison to other offerors. The factors below are of equal value. The evaluation of QRF responses and writing tests will also take into consideration the quality of written responses. Aspects of written responses including, but not limited to typos, grammatical errors, spelling errors, and incomplete sentences will be factored into the evaluation process.)

QRF #1           Discuss your experience supporting the management of an organization's budget, including any knowledge or experience with coordinating detailed financial and/or budgetary tasks and record-keeping across multiple systems. Please highlight specific experience with federal budgeting or financial procedures.

QRF #2           Describe a specific situation in which you provided outstanding customer service in the workplace and resolved a work-related problem.

QRF #3           Describe your experience with handling work-related projects or tasks from inception to completion with limited oversight from supervisors. Provide examples of specific projects you have completed, and describe your role in the project and the steps you undertook to ensure the project’s success.

QRF #4           Describe your general experience working with data in complex systems, software, databases, and Microsoft Excel. Explain how you have analyzed information, including descriptions of the types of reports you have produced and the analysis you conducted to produce them.

QRF #5           Discuss how you generally approach working as a part of a team in a fast-paced dynamic environment in which you maintain flexibility, multi-task, manage competing priorities, and meet aggressive deadlines. Also, please give specific examples of experience working with a team in this type of setting, focusing on your role.

BASIS OF RATING: Offerors who meet the Education/Experience requirements and Selection Factors will be further evaluated based on scoring of the QRF responses. Those offerors determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.

Offerors 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 offerors 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 offeror. OFDA reserves the right to select additional candidates if vacancies become available during future phase of the selection process.

The Offeror Rating System is as Follows:

QRFs have been assigned the following points:

QRF #1 – 6 points

QRF #2 – 6 points

QRF #3 – 6 points

QRF #4 – 6 points

QRF #5 – 6 points

Interview Performance – 35 points

Writing Test – 15 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. 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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