United States of America: USPSC Support Relief Group Administrative Specialist

Organization: US Agency for International Development
Country: United States of America
Closing date: 19 Aug 2019

Position Title: Support Relief Group Administrative Specialist (Multiple Positions)

Solicitation Number: SOL-OFDA-17-000083

Salary Level: GS-14 Equivalent: $88,136- $114,578

Issuance Date: September 25, 2017

Closing Date: Open and continuous through August 19, 2019 with six (6) Review Periods closing on:

October 16, 2017 at 12:00 P.M. Eastern Time

February 5, 2018 at 12:00 P.M. Eastern Time

May 28, 2018 at 12:00 P.M. Eastern Time

September 17, 2018 at 12:00 P.M. Eastern Time

January 7, 2019 at 12:00 P.M. Eastern Time

April 29, 2019 at 12:00 P.M. Eastern Time

August 19, 2019 at 12:00 P.M. Eastern Time

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 Support Relief Group (SRG) Administrative Specialist 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. 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.

2. 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 must be emailed to:

OFDA Recruitment Team

E-Mail Address: recruiter@ofda.gov

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 Support Relief Group Administrative Specialist (Multiple Positions)

1. SOLICITATION NO.: SOL-OFDA-17-000083

2. ISSUANCE DATE: September 25, 2017

3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: This solicitation is open and continuous until August 19, 2019. The following are the closing dates for each review period:

October 16, 2017 at 12:00 P.M. Eastern Time

February 5, 2018 at 12:00 P.M. Eastern Time

May 28, 2018 at 12:00 P.M. Eastern Time

September 17, 2018 at 12:00 P.M. Eastern Time

January 7, 2019 at 12:00 P.M. Eastern Time

April 29, 2019 at 12:00 P.M. Eastern Time

August 19, 2019 at 12:00 P.M. Eastern Time

Candidates not selected during a previous review period must reapply in order to be considered for positions available in subsequent review periods. A review period may be cancelled at OFDA’s discretion.

4. POSITION TITLE: Support Relief Group Administrative Specialist

5. MARKET VALUE:

GS-14 equivalent ($88,136 – $114,578 – not eligible for 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: One (1) year with four (4) one-year options.

STATEMENT OF LIMITATIONS ON PERIOD AND PLACE OF PERFORMANCE:

The purpose of this contract is to establish an employee/employer relationship with the contractor to perform services on a temporary, on-call basis as part of the Support Relief Group. OFDA intends to contract for these services for a maximum of 250 days per calendar year. Activation days vary but will not exceed 250 days during each contract year.

The level of effort anticipated under this contract will be provided within the terms of this contract at times mutually agreed to by OFDA and the contractor. Upon identification of a temporary need within the scope of work, OFDA will contact the contractor and provide the following information:

  1. Date contractor is needed to report to OFDA or assignment in the field

  2. Duration of Assignment

  3. Place of Performance

The contractor will notify OFDA within 24 hours of availability. At the time the contractor accepts the assignment, he/she is expected to commit for the duration of the assignment. While the contractor will be required to commit to a certain time period, it is understood that the exigencies of a disaster may require the assignment to be extended (not to exceed 250 days). The contractor shall notify OFDA at the time of commitment if his/her existing schedule would preclude an extension. Notification of schedule conflicts shall not necessarily disqualify the contractor from the assignment but will simply assist OFDA in recruiting a replacement. Subsequently, if the contractor agrees to an extension of the duration of a particular assignment, thereafter, the contractor will be required to give OFDA 10 days’ notice for release from the assignment.

7. PLACE OF PERFORMANCE: Worldwide

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

The Support Relief Group (SRG) is a program developed by OFDA to satisfy its growing need for surge capacity. The primary roles of SRG contactors include intermittent backfill for permanent staff overseas, covering vacancies domestically, and responding to numerous disasters worldwide in a timely manner. Currently, about half of all SRG activations are domestic and half are overseas in various capacities.

The SRG program brings on board select candidates who work for discrete periods, on an intermittent basis for no more than 250 days per calendar year, and can be deployed within hours to facilitate OFDA’s response to disasters, or to backfill staff in Washington and other locations. SRG staff can be used for as little as a day or up to several months at a time. SRG positions are contracted for an initial period of one year with the option to extend up to five years.

The SRG program is managed by OAT in OFDA’s Operations Division. This team maintains information for all SRG personnel, providing information to the rest of OFDA on their availability, skills and previous OFDA experience. OAT assists the program offices within OFDA in choosing the best qualified SRG for any specific task, and provides administrative and personnel support to existing SRG. Each SRG incumbent will provide enhancement to the OFDA team according to his/her skills. He/she will be considered part of OFDA/Washington resources that can be deployed worldwide.

OBJECTIVE

OFDA needs to maintain a roster of SRG personnel to meet its surge capacity objectives. Each SRG is deployable to backfill Washington positions, to be assigned to field offices for staff enhancement, to serve on various response teams, both domestically and overseas as disaster response demands, and to assess critical situations as warranted.

9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY

DUTIES AND RESPONSIBILITIES

SRG Administrative Specialists will backfill for permanent staff or vacancies either in Washington, D.C. or overseas and respond to humanitarian emergencies – natural, technological and conflict-related disasters, as required. As needed, the contractor will be required to travel on short notice as a critical component of a USG disaster and humanitarian response.

The SRG Administrative Specialist may perform the following tasks as needed by OFDA:

● Provide expert level administrative support to OFDA operations and serve as a backfill to OFDA domestic and field staff.

● Provide guidance on entitlements and allowances for field USPSCs and prepare written communication on updated policy and procedural changes.

● Analyze and apply complex policies to make recommendations for senior management consideration, as they relate to administrative operations in OFDA’s field offices.

● Provide expert advice to resolve difficult and complex administrative issues; interpret policies and regulations; facilitate the functionality of administrative operations in OFDA field offices and represent the interest of OFDA and the USG with interagency counterparts.

● Independently perform periodic reviews of all overseas locations for operational effectiveness; to assess local administrative support needs; and to ensure that OFDA resources are being properly utilized.

● Negotiate memoranda of understanding (MOUs) with USAID Missions and U.S. Embassies; meet with senior-level mission staff, such as Deputy Mission Directors, Supervisory Executive Officers, and Comptrollers, to negotiate a range of administrative support services that would be made available to new OFDA field staff and offices. This includes reviewing and approving International Cooperative Administrative Support Services (ICASS) and other shared-cost agreements.

● Develop criteria for determining appropriate funding levels for administrative costs for each overseas office. Review field administrative budgets and recommend funding levels for the field offices throughout the fiscal year, including analysis of pipeline balances. Provide funding to overseas offices using USAID and OFDA systems and advise on the de-obligation of funds.

● Perform various financial tasks using USAID and OFDA financial and planning systems (Abacus, GLAAS and Phoenix) such as completing PSC procurement actions, sending funding cables, and reviewing and approving budgets.

● Analyze SRG qualifications to determine the best fit for each activation request and identify which SRG staff member will be activated or deployed for specific assignments.

● Deploy to a regional or program office as an Administrative Officer/Coordinator, as necessary; assess local administrative support capabilities; assist with local procurement, and establish procedures whereby the OFDA staff interacts seamlessly with USAID/Embassy personnel for the establishment of any overseas activity.

● Provide expert advice on acquisition and assistance practices and policies; a range of workforce, organizational and human resource functions; contract management and procurement planning.

● Ensure that reports are developed and maintained to track the flow of work related to (but not limited to) recruitment, contract actions and security clearances.

● Conduct various ad hoc analyses, prepare reports and compile information from a variety of sources for management review in response to requests from Congress, Agency Senior Management, DCHA Bureau leadership, etc.

● Provide budget and financial analysis, prepare financial documentation and provide advice and guidance regarding appropriate use of funding mechanisms and commitment/obligation/de-obligation of funds.

● Provide expert advice on HR policies (USAID and Office of Personnel Management) and best practices in the industry. Implement ad hoc projects including, but not limited to, the following subject areas: reorganizations, staffing issues, disaster surge authority, and premium pay.

● Independently plan, design and carry out programs, projects, studies or other work.

● May 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.

● May serve on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.

● 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.

SUPERVISORY RELATIONSHIP:

In general, the USPSC will take direction from and report to the OAT Leader or his/her designee. When activated, the USPSC will take direction from his/her staffing authorization supervisor.

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.

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 and nine (9) years of relevant experience in public or business administration, management, or international relations, including experience providing administrative support, personnel management, and financial management. Experience must include two (2) years of work in administrative operations overseas.

OR

Master’s degree and seven (7) years of relevant experience in public or business administration, management, or international relations, including experience providing administrative support, personnel management, and financial management. Experience must include two (2) years of work in administrative operations overseas.

OR

At least twelve (12) years of progressively responsible experience providing administrative support, personnel management, and financial management. Experience must include two (2) years of work in administrative operations overseas.

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.

● 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.

APPLICANT RATING SYSTEM

The applicant rating system factors are used to determine the competitive ranking of qualified applicants in comparison to other applicants. Applicants must demonstrate the rating factors outlined below within their resume, as they are evaluated strictly by the information provided. The rating factors are as follows:

Professional Experience (10 points)

· Experience in policy and regulation, research and analysis, and providing guidance to key stakeholders based upon that analysis and interpretation.

  • Experience in personnel support, procurement, and office space planning, as it directly relates to office management and operations, which includes multiple office locations or international/field offices.
  • Experience in financial management as it relates to budget projection and analysis for personnel and office operations, including funds tracking and reconciliation.
  • Experience in travel arrangement involving multiple stakeholders and travel policy.
  • Experience in analyzing and coordinating intermittent staff resources to meet critical needs.

Skills and Abilities (10 points)

  • Demonstrated experience responding to an internal customer base on a daily basis, and an ability to manage relationships in a demanding environment.
  • Experience conducting a needs assessment to identify administrative and management problems and applying sound, independent judgment in the development of proposed solutions.
  • Demonstrated proficiency in database and systems management.

Representational/Leading Teams Experience (10 points)

  • Demonstrated experience leading teams in administrative and operational settings, particularly with varied nationalities and cultural backgrounds.
  • Demonstrated interpersonal and representational skills in order to effectively work with key senior U.S. Government stakeholders in order to establish operational and administrative support structures in the midst of humanitarian crisis situations.

Interview Performance (50 points)

Satisfactory Professional Reference Checks (20 points)

Total Possible Points: 100

BASIS OF RATING: Applicants who meet the Education/Experience requirements and Selection Factors will be further evaluated in accordance with the Applicant Rating System. 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 factor of the Applicant Rating System in their resume, describing specifically and accurately what experience, training, education and/or awards 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 Applicant Rating System factors may result in not receiving credit for all pertinent experience, education, training and/or awards.

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.

How to apply:

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. 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 SUBMITTALSVia email**: recruiter@ofda.gov

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