Mozambique, Operations Coordinator, PSC

The Department of Health and Human Services, Centers for Disease Control and Prevention, is seeking applications from qualified applicants for a Operations Coordinator position located in Maputo, Mozambique. The resultant contract shall be a Personal Services Contract (PSC). See PL 109-149, Section 215(1), Reference 22U.S.C.2669(c). SOLICITATION NUMBER: 2008-N-10717 POSITION NUMBER: MZ-PSC-06 ISSUANCE DATE: August 14, 2008 CLOSING DATE/TIME: September 3, 2008 at 3:00PM Eastern Standard Time POSITION TITLE: Operations Coordinator VALUE: $51,095 to $88,015 per year -- Final compensation will be based on individual salary history, work experience, and educational background. PERIOD OF PERFORMANCE: One Base Year and Four Option Years PLACE OF PERFORMANCE: Maputo, Mozambique SECURITY CLEARANCE: NACI (Non-sensitive) AREA OF CONSIDERATION: United States Citizens and residents and third country nationals. Citizens and permanent residents of the host country are not eligible for this position. Duties and Responsibilities: Incumbent serves as senior advisor to the Deputy Director, CDC-Mozambique on all matters concerning office and project management. This is a professional position, providing advice and guidance on a variety of business, management, and operational functions, such as procurement and supply, maintenance, human resources, accounting and fiscal control, and property management through supervision of LE Staff (all of whom are employed via PSA) office staff, including secretaries, accountant, administrative assistants, HR specialist, and motor pool dispatcher) who perform these and other operational functions essential to the overall smooth functioning of the CDC/Mozambique office. Incumbent also is responsible for assuring that office security systems are in compliance with Embassy RSO requirements, keeping the office abreast of emergency procedures. Incumbent provides office continuity, particularly during changeover of U.S. direct-hire management personnel, but without having signatory authority or exercising any functions that would be considered "inherently governmental" in nature. Incumbent attends all CDC senior staff and administrative section meetings, as well as Embassy administrative meetings, in the absence of the Deputy Director, during which period incumbent is directly supervised by the Director. Duties require the exercise of initiative and independent judgment in devising, installing, monitoring and revising, as necessary, new work methods, subject to FTE supervisory approval, and in applying complex rules, procedures and regulations. Major Duties of this position include: Monitors the redirection of personnel and other resources, as necessary to accomplish program objectives. Conducts or develops and oversees delivery of training sessions for CDC/PEPFAR staff and implementing partners on issues related to administrative and management activities, and recommends appropriate staff training to meet program goals. Provides guidance on controlling standard operating procedures, administrative guidance, regulations and statutory provisions to staff at all levels within the CDC/GAP Mozambique office on administrative matters. Works closely with the Deputy Director to arrange for staff to attend appropriate seminars, workshops, and training courses to enhance their skill in planning and conducting CDC GAP operational activities. Guides and assists CDC/GAP senior staff to assure that CDC administrative and management policies and practices conform, insofar as is required, to local and Government of Mozambique law, regulation, and prevailing practice. Directly supervises eleven administrative LE Staff employees (all of whom are employed via PSA). Participates in screening and selecting as well as recommending LE Staff job candidates for hire, and trains staff to help accomplish CDC/GAP administrative and operational support activities. Prepares annual employee Performance Appraisal Reports for those staff members directly supervised. Coordinates personnel issues with LE Staff subordinates, such as leave requests and approvals, prior to submission to FTE staff for approval. Assists Deputy Director in developing and monitoring the CDC portion of the PEPFAR Management and Staffing budget within the Country Operational Plan (COP). Advises and assists PEPFAR Senior Management, including CDC Director, CDC Deputy Director, and technical staff, in the development and timely issuance of funding opportunity announcements. Assists in the development of fiscal year budgets for all central office administrative and operational activities, including reviewing activities to determine the funding requirements as well as the initiation and administration, award, monitoring, evaluation, coordination, and close-out of a variety of contracts issued for administrative and operational activities. Projects financial needs of each administrative program area and forecasts future needs for both financial and human resources, maintains a system for budget tracking, reviews all expenditures for accurate documentation to assure that they are in accordance with USG regulations, supervises administrative staff who handle funds (sub-cashiers, voucher examiners, and other staff designated by the Deputy Director), recommends alternatives for accomplishing and meeting program objectives and makes recommendations for approval of authorized expenditures and fund appropriations by Deputy Director. Performs a full range of personnel functions within the CDC/GAP office. Assists in implementing the existing personnel management program, to include position classification, recruitment and deployment of locally employed staff (LE Staff) within the personnel ceiling, as well as organizing the incentive awards program. Incumbent works closely with Embassy HR Office to: 1) prepare personnel action documents, including preparation of a LES Staff severance plan: 2) assure that new employees complete required documents and follow established administrative procedures; 3) assure that personnel evaluation report forms for all LE Staff are distributed to appropriate units and returned on a timely basis; 4) interpret and apply regulations found in the FSN Employee Handbook; and, 5) review time and attendance reports for accuracy of entries and compliance with established timekeeping and payroll procedures. Within the CDC office, incumbent: 1) supervises preparation and updating of staffing patterns for both American, TCN and LE Staff; 2) assists various CDC supervisors and technical staff with preparation of Position Descriptions; 3) plays an active role in recruitment and training, assuring all LE Staff enjoy equal opportunity for professional growth; 4) supervises the preparation of documentation required for issuance of work permits, as needed; 5) interprets regulations pertaining to the allowance system for American employees and supervises preparation of application for transfer allowances, education allowances and home leave; and 6) evaluates staff under his/her supervision and recommends promotions, awards, and/or disciplinary action, as warranted. Provides leadership to and coordinates the full range of procurement activities for the CDC office, including assuring that requisitions, purchase orders, contracts and petty cash expenditures are processed in a timely manner and according to USG and local Mozambique regulations and procedures. Serves as CDC point of contact with Embassy General Services Office to assure smooth operation of local procurement and contracting activities, including preparation of requisitions and purchase orders, and provision of prompt customs clearances and delivery on all shipments from abroad, such as for unaccompanied baggage (UAB) and household effects (HHE). Supports Deputy Director and Embassy Contracting Officer in providing advice on requirements of, in developing requests for, and in negotiating contracts. Reviews all procurement documents for accuracy as to amounts and other details prior to approval for payment by the Deputy Director Coordinates a wide range of administrative and operational activities within the CDC office to assure their smooth functioning. Assures that travel for CDC/AP staff and invitational travel for others functions efficiently and within USG guidelines, by supervising the preparation of travel orders for all project travel, ascertaining that travel orders are authorized and comply with travel regulations, that GTRs are prepared for official travel, and that travel of CDC-supported travelers is reviewed for completeness, accuracy of per diem computation and other reimbursable expenses. Maintains and assures timely implementation of replacement schedules for household and office equipment, appliances, furniture and furnishings, as prescribed by applicable USG regulation, including 6 FAM. Coordinates documentation of property acquisition and disposal (including disposal of vehicles, as authorized by CDC) and preparation of periodic reports, subject to FTE supervisory approval. Assures that all official and privately owned vehicles (GOVs and POVs) are registered and that registration documents are valid and current. Assists the Embassy RSO in providing security briefings for all TDY CDC staff assigned to Mozambique and provides routine security training updates for all CDC staff, as required. Assures that security procedures are well publicized and that all CDC staff is aware of the role they must play to assure a safe work environment. Conducts routine security reviews at the CDC office to assure proper storage and maintenance of security equipment, such as gas masks and fire extinguishers. Conducts follow-up for security incidents or accidents that involve official CDC staff or cars. Incumbent checks on official cables -- which requires access to the secure area of the Embassy -- for obtaining timely information needed by the program in order to implement and respond to official cables or other important and timely messages. Responsibilities: Participates in discussions to determine additional staff needed and revision of organization charts and structure with Deputy and Director. Directly supervises eleven administrative LE Staff employees and provides guidance on administrative matters to staff at all levels within the CDC GAP office. Participates in screening and selecting, recommends for hire, and trains staff to help accomplish CDC GAP administrative and operational support activities. Prepares annual Performance Appraisal Reports for those LE Staff members directly supervised. Participates in HR activities as the lead person to coordinate all documents and any revisions needed, facilitates with review and selection of applicants for interview, assists with arranging and conducting interviews, coordinates selection process and notification of related CDC staff and negotiation of start dates. Incumbent is often called upon to coordinate short-term projects that may require a good deal of attention for several hours a day, for a few days and involve 4-6 persons; may also be involved in the oversight of renovation projects which might go on for several months. Such projects might be in collaboration with the MOH or other collaborative PEPFAR partners with 10-15 staff involved, or the CDC office renovation that will involve 2-4 managers and supervisory level staff, and 20-30 construction workers. Incumbent provides technical oversight and guidance to contractors involved in CDC activities to ensure that contract provisions are being followed. Requests quotations from contractors for CDC activities, recommends which contractors to select, monitors contractors activities. Incumbent also directs the work of short-term surveillance contractors (10-15 per year) during the initial assessment and start-up phase when activities are not yet clearly defined. Responsible for monitoring progress of all work and quality of supplies selected and used (including electrical, plumbing and structural work) and for identifying and suggesting resolution to problems involving related cost issues and modifications with the contractors. Routinely conducts staff briefings and training on new security or administrative procedures. May be required to develop materials and make presentations to selected small groups, staff, or embassy personnel regarding CDC projects, procedures or practices. Trains approximately 50 individuals annually. Regularly coordinates numerous administrative and logistics functions that must be integrated with other technical components of the CDC office so as to complement the overall goals of PEPFAR HIV/AIDS projects. Examples might include coordinating the pickup and delivery of lab specimens from a PMTCT clinic to transfer them to a testing facility, which must be accomplished in a time-sensitive manner; or, processing claims for the reimbursement of study participants for transportation costs so as to encourage them to continue to attend and participate in a study sample. These administrative or operational activities must be closely coordinated with clinical administrative staff, medical teams and laboratory personnel, at a minimum, to ensure successful outcomes. Operates office equipment such as PC, computer notebook, cellular phone and telephone. Frequently uses printer, photocopier, fax scanner and fax machines. Personal use valued at US$5,000 Coordinates all work of the CDC administrative office staff and the purchase-order-receipt of all office and project-related supplies for staff of almost 50 people through procurement channels. Ensures that all supplies are purchased in accordance with proper procedures and received for use in a timely manner so as not to disrupt the activities of numerous projects. This requires a great deal of coordination, planning ahead and securing cooperation of numerous levels of staff from CDC, the U.S. Embassy and various other organizations. The total value of services and procurements at post in FY 2008 is approximately $300,000. Ensures that CDC offices and CDC residential housing receive required or appropriate maintenance or upgrades, where required. Serves as direct point of contact for contractors. Plays an integral role in locating and assessing additional office space or project facilities. Is the lead person in initiating office renovations, including layout, design and major modifications, subject to FTE supervisory approval. Supervises and conducts audits of the sub-cashier, subject to FTE supervisory approval. Recommends authorization / approval for all petty cash expenditures. Petty cash amount is $3,000. Assists Deputy Director in the preparation and management of the post portion of the annual Country Operational Plan (COP) Management and Staffing budget, approximately $2,300,000 in FY 2008. Resources used are the U.S. Government Management publications, Foreign Affairs Manuals, ICASS Handbook, FSN Employee Handbook, HHS and CDC procedure manuals. Must also ensure Embassy Admin Notices, Security Updates, pay schedules, insurance changes and similar information are received and distributed to all affected CDC staff. Incumbent is expected to make recommendations on the purchase of a particular piece of equipment, the use of a specific design, or on contracting with a reputable vendor or firm, for example. Recommends approval for contracted out goods and services up to the amount of $2,500 and plays the lead role in locating, negotiating and contracting of service suppliers and local vendors. Supervises CDC LE Staff involved with procurement and oversees all office procurement actions; Incumbent is directly supervised by, and reports to, the Deputy Director. Has a great deal of discretion in making decisions about how to resolve issues and who to contact within the organization, as well as with external organizations. Regularly phones or meets with U.S. Embassy officers and staff, up to and including the Senior Management Officer, on financial, staffing or security issues. Also regularly contacts senior-level staff at USAID, PEPFAR partners, MOH, or participating NGOs. An important part of the responsibilities of this position is problem resolution and determining the best approach to take individually or as a group to resolve problems or situations encountered. Most of this position's duties are directly related to dealing with problems and resolving them in the most efficient, beneficial way from the CDC-perspective. Must deal with CDC personnel and staffing issues on a daily basis and, in the course of a normal day, meet with staff on a wide range of problems and issues, from payroll to procurement to operational difficulties. This position is the established conduit for resolving these problems with the Embassy or with local vendors that may demand a great deal of ingenuity or persistence. A significant amount of time is devoted to problem resolution, which often must be documented in detail, and if it involves a problem with an LE Staff employee, for example, it must be dealt with according to Embassy guidelines. Other problems that may arise with a contractor also may need to be clearly documented, in the event that there are performance stipulations or time-sensitive delivery of goods requirements in the contract that could result in assessment of penalties or default of discounts. The duties of incumbent, including project oversight, require working closely with in-house staff and multiple partners external to the organization (e.g., USG- and non-USG-funded agencies, other multi- and bilateral donors.) Incumbent does not control the overall management or implementation of projects, though the sphere of influence and range of assistance provided to individuals and numerous agencies is significant. Incumbent provides advice on the work flow of daily activities throughout the office, and is often called upon to work out issues arising in projects across the board for operational concerns, logistics, flow of supplies, and compliance with regulations. Incumbent is regularly called upon for technical consultations and to assure compliance with pertinent regulations by all other sections of CDC and project management of other participating partners. Incumbent also consults with staff from the Embassy, USAID, and other major donor and partner agencies on procedural and operational questions related to program design, development and implementation. Incumbent routinely participates, with other members of senior staff, in reaching major operational decisions. Normally takes the lead role for CDC with new Embassy initiatives and revised procedures, in terms of attending meetings, understanding operational plans and their details so as to convey them to CDC staff by organizing internal meetings or training sessions, as needed. Also may develop plans and budgets for such activities and submit them to the CDC Director for final approval. Plans and budgets submitted to the Director must be of high quality and will require no more than minimal modification. Additionally, incumbent provides guidance and at times plays a lead role in the development of annual COP and other CDC plans, including annual and multi-year strategic plans. Plays a major role in the development and planning for introduction of new administrative or operational programs. Serves as a key member of the senior staff team, who not only participates in strategic planning activities for a wide range of complex issues, but is often required to develop initial ideas and plans by gathering relevant information and organizing other office staff to put together packets or a series of phased materials to reach longer-term program planning. Incumbent provides a great deal of highly technical and strategic advice on a regular basis to PEPFAR colleagues, MOH and implementing partners related to administration for and budgeting of PEPFAR programs. Assists in formulation of annual and strategic plans for overall program direction. Develops and provides guidance for technical documents, policies, protocol manuals, etc., related to administrative and procedural operations. Advice and recommendations are provided not only on the general work flow, but on the specifics of sometimes complex operational arrangements. Consultations are regularly conducted with other sections of CDC, MOH and implementing partners. Advice is provided on a daily basis to U.S. Embassy offices providing services to CDC, to senior staff designing or modifying PEPFAR projects, and to individual staff members on work performance and even personal issues. Incumbent also consults with staff from major donor and partner agencies on logistics issues related to program design and implementation. Incumbent provides routine informational updates, proposes alternative solutions and offers interpretative judgments to CDC senior staff, Deputy Director and Director for decision-making on staffing, operational and sometimes programmatic issues. Gathers and documents information to support a given position or decision. Incumbent is regularly relied upon to provide sound advice that has a direct impact on important decisions related to CDC operations. Incumbent provides regular progress reports to the CDC/GAP Country Director, Deputy Director and senior staff in the office. These progress reports allow staff to assess the degree to which CDC and PEPFAR will be able to evaluate the impact of their programs. Incumbent provides support within the organization to facilitate the implementation of PEPFAR projects, as well as others working on related projects connected with CDC-funding and/or partner agencies. Incumbent works closely with CDC senior staff across all technical areas to assist with operational issues that often results in an improved level of services in all component areas. Incumbent provides specific and relevant advice and recommendations, as well as information on changes to administrative management procedures. Incumbent must coordinate work actions successfully through Embassy officers and section heads ranging from the GSO, B&F Officer, Senior Management Officer, the RSO, DCM, and in some cases, the Charg d'Affaires on behalf of technical sections of CDC. This position also works closely with technical sections to develop HR documents to hire staff to work on projects and studies in collaboration with MOH and between public and private health care sectors to translate proposals into program implementation. A major responsibility of the position is to work closely with and provide support to technical staff working with external partners in each of the individual projects. Incumbent provides specific and relevant advice and recommendations, as well as information on changes to administrative requirements. Incumbent spends time and works closely with CDC-funded PEPFAR project staff and with other organizations connected to the numerous PEPFAR projects. Usually works with technical officer-level professional staff, administrative officers, deputy directors and directors of these organizations and the MOH. The success of these collaborative activities is highly dependent on the ability of job holder to secure staff, develop numerous other support services and contracts, so as to forge links that positively impact PEPFAR-funded CDC cooperative agreement activities. Incumbent is called upon throughout the life of these projects to supplement and support daily work activities so as to increase service provision and overall growth of the programs, to provide staff from various disciplines where needed, and to constructively influence the work ethic of staff working on these projects as well as to increase their level of knowledge. Knowledge: Essential Knowledge of management principles, fiscal databases, international budget requirements, generally accepted good management practices, and personnel management. Must have working knowledge of all facets of U.S. Embassy offices including: GSO, Financial Management, Procurement procedures and timeframes, ICASS, Security and clearances, housing, cables, TDY procedures, LE Staff personnel procedures - such as hiring and evaluations - and general diplomatic protocol. Must also relate to USAID and its partner organizations in coordinating activities and events. Must have good background knowledge of the Country Operational Plan (COP) planning process and budget development. Knowledge and skill to supervise and manage professional and support staff engaged in activities which impact directly on guidelines, fiscal and operational directives, etc. Bachelor's degree in business administration or management is preferred, but progressively responsible directly related work experience with U.S. Embassy personnel, U.S. Embassy procurement, and/or U.S. Embassy security systems may be substituted at the rate of two years of experience for one year of formal academic training. Incumbent is expected to possess the necessary technical training and skills required to perform the duties and responsibilities of the position. This includes training in managing budget spreadsheets, embassy finance procedures, writing DOS cables, procurement processes, and training in security and emergency response procedures. Necessary post-entry training, as needed, will be provided on-site or at Regional or Atlanta-based facilities. No professional affiliations are required. Five years of progressively responsible U.S. Embassy and/or other USG personnel and procurement systems experience, such as in health services administration and management of programs with financial responsibility. Three years of the above experience must be in supervising subordinate personnel. Must have excellent (Level IV ) fluency in English; must have demonstrable Level 3 fluency in written and verbal Portuguese Must be able to write DOS cables and complex reports in excellent English (in final draft form for high-level officials); written documents in Portuguese must be at a level for ordinary business communications. Strong interpersonal communication and negotiation skills. Ability to readily analyze, understand, and discuss new surveillance program design, management, and implementation approaches. U.S. citizen required so that U.S. security clearance may be obtained. Intermediate computer level skills at a minimum, and a good grasp of commonly used software programs, word processing and spread sheets, etc. Demonstrated ability to identify priority actions and to generate and complete work plans within short time frames. Skills necessary to write clear and concise documents, including DOS cables, reports, program and policy guidelines, directives, articles for peer review; skill and ability to orally present programmatic matters clearly to an audience. Desired Knowledge of vendors and local procurement practices in Mozambique. Experience in developing countries and with HIV/AIDS work and with MOH health related projects. Knowledge of routine health information systems in developing countries, and knowledge of HIV reporting systems. A knowledge of HIV in sub-Saharan Africa and Mozambique is desirable Knowledge of relevant cultural context and local beliefs that may affect and/or facilitate general MOH strategies, guidelines and procedures for HIV programs in sub-Saharan Africa is desirable. Other related certificates or training in management or finance completed Two years of experience in security procedures and applications is strongly preferred. Experience working in clinics or HIV/AIDS project work is desirable. Will be able to translate documents from Portuguese to English and vice versa. Excellent overall computer skills is desirable Skill with software programs for drafting, designing or illustrating architectural changes or modifications for office, laboratory or other CDC-funded facility renovations to improve serviceability. Intellectual Skills: Incumbent must have broad knowledge of a wide range of subjects in order to effectively manage the work, which is complex, covering a multitude of projects undertaken by different implenting partners as well as many aspects of the CDC office. Incumbent must be familiar with and have an understanding of specialized, technical areas of public health and USG/embassy procedures. At a minimum, incumbent must have a thorough grasp of the guidelines listed below, for example, and is required to oversee enforcement of them as well: 1. Procedures, policies and practices of the U.S. Embassy, its General Services Office's procurement procedures as well as of USG procurement regulations(LE Staff), purchase orders and contracts for services; and of Finance Management Office approval procedures for travel, home leave and R&R, and payment of leases and utilities; 2. Embassy and CDC personnel guidelines, FSN (LE Staff) Employee Manual and the Foreign Affairs Manual (FAM), insofar is it impacts CDC operations; 3. CDC office practices and guidelines regarding daily operations, such as working hours, phone usage, computer practices, use of office vehicles, etc.; and, 4. Policies on HIV service delivery at the international and national levels. The work is complex, covering a multitude of projects undertaken by different implenting partners. Within an established framework that provides high-level prevention, care and treatment activities, incumbent must interact with a widely diverse staff in a large, well-developed office environment. Incumbent is expected to develop creative solutions to problems that arise and must be able to recognize when a given framework is inadequate. In-depth analysis and determination of best options is a significant feature of the work. Ability to develop innovative interventions and work creatively is an important aspect of this position. Problems encountered by incumbent may vary significantly among a range of projects, and considerable judgment and analysis is required to reach appropriate resolutions. Incumbent must, for example, assist the MOH and partners who encounter difficulties implementing administrative procedures required by PEPFAR. Must have excellent "people skills" and the ability to convince others of a particular course of action. Most common problems encountered: late submissions of requests for supplies or services by technical staff, thereby creating a crisis within the admin office; when office electricity goes off; or when an office vehicle has been involved in an accident. Must be able to understand a variety of complicated factors in a large problem situation and to weigh all related issues. Most difficult problems encountered: When U.S. Embassy and CDC policy conflict and a clear way forward is not apparent; when there is need to respond quickly to changing situations and urgent situations, as when, for example, the office floods over the weekend . Overall work, in terms of budget and major objectives to be accomplished, is planned one year in advance. Training for office staff is planned quarterly. Day-to-day work is planned one week in advance, but the professional and technical nature of this position requires the ability to adjust priorities frequently, so as to enable response to unanticipated requests requiring short turnaround. The planning of activities will be constantly adjusted based on feedback from the PEPFAR partners. Office facilities management is long-term and may require a period of months to years to identify, assess potential, and gain approval at local, headquarters and central (Washington) levels, from the aspect of cost, availability, security and location. Incumbent is expected to proactively seek opportunities for program improvements that may include the development and implementation of new or revised strategies and interventions. Incumbent is expected to keep abreast of new developments and innovations in the field and is expected to contribute new ideas and adapt techniques and procedu...