PROGRAM OPERATIONS SPECIALIST

8. STATEMENT OF WORK Program Operations Specialist Introduction The U.S. Agency for International Development's Office of Food for Peace (FFP) manages the Title II food aid grant program, which provides over $2.0 billion in food aid most years and employs a staff of over 50 in Washington. FFP provides food aid grants to private voluntary organizations (PVOs) and the UN World Food Program (WFP) to address short-term emergency needs and longer-term development problems. Emergency programs aim to address natural disasters, such as floods or droughts, and complex emergencies often characterized by a combination of insecurity and population displacement. Development programs support activities, such as small farm agriculture production, maternal child health and nutrition, food for education and micro enterprises, that address chronic food insecurity. Information on FFP is available at: http://www.usaid.gov/our_work/humanitarian_assistance/ffp/. The incumbent will be assigned to FFP's Program Operations Division (POD), which is responsible for commodity issues, logistics, and budget and finance for the office. The Program Operations Specialist is primarily responsible for program cost estimates and supply chain management of emergency food aid. The incumbent will have demonstrated the ability to perform analytical and evaluative work associated with program activities and financial accounting. The position requires the analytical skills to prepare commodity and financial tracking, briefing materials, and reports. It also requires the analytical skills to understand pertinent statistical, accounting, and budget principles in order to establish, review, and administer emergency commodity and transportation accounts with WFP and PVOs. The work requires a high degree of independence, initiative, and judgment to ensure effective implementation of Food for Peace programs. The incumbent must have the ability to interact with a broad range of internal and external partners and clients and function successfully as a member of multi-functional teams. The incumbent must also have demonstrated initiative and the ability to manage competing work priorities. The incumbent works closely with the Operations Team Leader, the Program Operations Division Chief, other FFP divisions, the Office of Acquisition and Assistance, Department of Agriculture staff, WFP, and PVOs. Period of Performance: Two (2) years with an option to renew for up to three (3) additional years. Place of Performance: Washington, D.C. with possible overseas and domestic travel Duties and Responsibilities: 1) Cost Estimates Provide financial analysis for food aid programs, recommending appropriate levels of commodities based on commodity and transport prices. Develop, regularly update, and communicate commodity price estimates. Review program budgets for appropriate use of Title II-specific funding categories. Provide financial management technical assistance to WFP and PVOs based on commodity price and transport estimates and appropriate use of Title II-specific funding categories. 2) Food Aid Supply Chain Management Manage the emergency food aid prepositioning process, to include overseeing facilities, allocating commodities from facilities to programs, and restocking facilities. Coordinate with inter- and intra-agency colleagues to manage and oversee the procurement of emergency food aid, including expedited procurement and the diversion of vessels to meet emergency food aid needs. Uses web-based IT procurement system to procure commodities. Ensure commodity procurements are accomplished and that commodity quality and safety problems are identified and resolved. Advise managers on commodity procurement matters. Serve as an expert in analyzing the impact of existing or proposed procurement standards, regulations, and policies. Develop and implement new policies and procedures relating to commodity procurement and quality assurance. 3) Additional Responsibilities Prepares reports related to operational and logistics issues. Travel to prepositioning facilities and elsewhere to address logistics and operational problems. Provide technical input on funding priorities, review specific appeals and proposals, and serve on proposal review panels. Draft updates and memoranda, provide briefings on commodity procurement issues, and represent FFP in meetings and working groups with other USAID colleagues and representatives from other agencies. Complete other duties as assigned. Supervision The Program Operations Specialist works under the supervision of the Operations Team Leader, who provides day-to-day guidance. Guidelines Pertinent sources of information consist of the Title II laws and legislative initiatives, FFP-issued guidelines and information bulletins, and USAID Agency and bureau rules and regulations, which govern U.S. food assistance programs. The incumbent is expected to use initiative and resourcefulness in developing new methods and proposed policy changes. Work Environment and Physical Demands Work is primarily performed in an office setting. The requirement for field trip assignments to consult with Mission and grant awardees may expose the successful candidate to difficult working surroundings and security risks during the course of travel. Minimum Requirements for the Position Applicants must possess the minimum qualifications for the position. Applicants who do not meet all of education and experience factors are considered NOT qualified for the position. A. Education/Experience At the GS-13 level the incumbent will have a Bachelor's degree from an accredited U.S. or internationally recognized institution with significant study in, but not limited to, budget and finance; accounting; quantitative, financial, or statistical analysis; human nutrition; international development, or other related field. The incumbent will have a total of at least seven (7) years of progressively responsible experience in humanitarian assistance and/or international development. B. Selection Factors U.S. citizenship Two (2) years of overseas professional experience is preferred. Willingness to travel overseas to potentially remote locations or in challenging conditions. Intermediate level computer skills and experience using web-based IT systems. Ability to obtain an interim or final SECRET level security clearance as provided by USAID within a six-month period. Ability to obtain a Department of State medical clearance. Complete and hand-signed federal form OF-612 and OF-612 continuation sheets submitted (Note: All applicants must submit complete dates (months/years) and hours per week for all positions listed on the OF-612 to allow for adequate evaluation of your related and direct experience. Experience that cannot be quantified will not be counted towards meeting the experience requirements.) Supplemental documentation from the applicant specifically addressing the Quality Ranking Factors (QRFs) Quality Ranking Factors (QRFs) The following quality ranking factors and required skills are listed below and will be the basis for the evaluation of all applications. All applications will be evaluated and scored based on the documentation submitted with the application and the following factors. Candidates may also be evaluated based on performance in an interview. Demonstrated experience with pertinent statistical, accounting, and budget principles to accurately review and analyze financial information and budgets. (50 points) Experience in logistics, operations, or supply chain management. (15 points) Demonstrated capacity to communicate effectively both orally and in writing. (20 points) Experience working internationally, either through overseas assignments or through U.S. based assignments that required frequent international travel or liaison with organizations working overseas. (15 points) Basis of Rating: Applicants who meet the Education/Experience requirements and Selection Factors will be further evaluated based on scoring of the Quality Ranking Factor (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 on a separate sheet describing specifically and accurately what experience, training, education, and/or awards they have received that are relevant 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 and/or Quality Ranking Factors may result in your not receiving credit for all of your pertinent experience, education, training, and/or awards. The most qualified candidates may be interviewed and required to provide a writing sample. DCH/FFP will not pay for any expenses associated with the interviews. USAID may evaluate the applicant's professional references and academic credentials. NOTE: USAID's offer of employment is contingent upon the candidate obtaining a secret-level security clearance within six months after the extension of the offer. AS A MATTER OF POLICY, AND AS APPROPRIATE, A USPSC BASED IN USAID/WASHINGTON IS NORMALLY AUTHORIZED THE FOLLOWING: BENEFITS Employee's FICA Contribution Contribution toward Health & Life Insurance Pay Comparability Adjustment Annual Increase Eligibility for Worker's Compensation Annual and Sick Leave LIST OF REQUIRED FORMS FOR PSCs to complete if selected for the position: 1. Contractor Physical Examination (AID Form 1420?62) **2. Questionnaire for Sensitive Positions (for National Security (SF86) or **3. Questionnaire for Non?Sensitive Positions (SF?85) **4. Finger Print Card (FD?258) NOTE: Form 4 is available from the requirements office * Standardized Regulations (Government Civilians Foreign Areas) ** The forms listed 1 through 4 shall only be completed upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. NOTE REGARDING GOVERNMENT OBLIGATIONS FOR THIS SOLICITATION This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the application. NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS All individuals contracted as US PSCs are required to have a DUNS Number. USAID will provide a generic DUNS Number and PSCs are not required to register with CCR. For general information about DUNS Numbers, please refer to FAR Clause 52.204-6, Data Universal Numbering System (DUNS) Number (10/2003) http://acquisition.gov/comp/far/current/html/52_200_206.html#wp1137568 LIST OF REQUIRED FORMS FOR PSCs Forms outlined below can found at: http://www.usaid.gov/forms/ or at http://www.forms.gov/bgfPortal/citizen.portal 1. Optional Form 612. 2. Medical History and Examination Form (DS-1843). ** ** Shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. CONTRACT INFORMATION BULLETINS (CIBs) and ACQUISITION & ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING TO PSCs CIBs and AAPDs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to http://www.usaid.gov/business/business_opportunities/cib/subject.html#psc to determine which CIBs and AAPDs apply to this contract. AAPD 06-10 - PSC MEDICAL PAYMENT RESPONSIBILITY AAPD No. 06-10 is hereby incorporated as Attachment 1 to the solicitation. BENEFITS/ALLOWANCES: As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: BENEFITS: Employer's FICA Contribution Contribution toward Health & Life Insurance Pay Comparability Adjustment Annual Increase Eligibility for Worker's Compensation Annual & Sick Leave ALLOWANCES (if Applicable).* (A) Temporary Lodging Allowance (Section 120). (B) Living Quarters Allowance (Section 130). (C) Post Allowance (Section 220). (D) Supplemental Post Allowance (Section 230). (E) Separate Maintenance Allowance (Section 260). (F) Education Allowance (Section 270). (G) Education Travel (Section 280). (H) Post Differential (Chapter 500). (I) Payments during Evacuation/Authorized Departure (Section 600), and (J) Danger Pay (Section 650). * Standardized Regulations (Government Civilians Foreign Areas). FEDERAL TAXES: USPSCs are required to pay Federal Income Taxes, FICA, and Medicare ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT FACTOR. ATTACHMENT 1 Acquisition & Assistance Policy Directive (AAPD) No. 06-10 PSC Medical Expense Payment Responsibility General Provision 22, MEDICAL EXPENSE PAYMENT RESPONSIBILITY (OCTOBER 2006) (a) Definitions. Terms used in this General Provision are defined in 16 FAM 116 available at http://www.foia.state.gov/REGS/fams.asp?level=2&id=59&fam=0 . Note: Personal Services Contractors are not eligible to participate in the Federal Employees Health Programs. (b) The regulations in the Foreign Affairs Manual, Volume 16, Chapter 520 (16 FAM 520), Responsibility for Payment of Medical Expenses, apply to this contract, except as stated below. The contractor and each eligible family member are strongly encouraged to obtain health insurance that covers this assignment. Nothing in this provision supersedes or contradicts any other term or provision in this contract that pertains to insurance or medical costs, except that section (e) supplements General Provision 25. "MEDICAL EVACUATION (MEDEVAC) SERVICES." (c) When the contractor or eligible family member is covered by health insurance, that insurance is the primary payer for medical services provided to that contractor or eligible family member(s) both in the United States and abroad. The primary insurer's liability is determined by the terms, conditions, limitations, and exclusions of the insurance policy. When the contractor or eligible family member is not covered by health insurance, the contractor is the primary payer for the total amount of medical costs incurred and the U.S. Government has no payment obligation (see paragraph (f) of this provision). (d) USAID serves as a secondary payer for medical expenses of the contractor and eligible family members who are covered by health insurance, where the following conditions are met: (1) The illness, injury, or medical condition giving rise to the expense is incurred, caused, or materially aggravated while the eligible individual is stationed or assigned abroad; (2) The illness, injury, or medical condition giving rise to the expense required or requires hospitalization and the expense is directly related to the treatment of such illness, injury, or medical condition, including obstetrical care; and (3) The Office of Medical Services (M/MED) or a Foreign Service medical provider (FSMP) determines that the treatment is appropriate for, and directly related to, the illness, injury, or medical condition. (e) The Mission Director may, on the advice of M/MED or an FSMP at post, authorize medical travel for the contractor or an eligible family member in accordance with the General Provision 10, Travel and Transportation Expenses (July 1993), section (i) entitled "Emergency and Irregular Travel and Transportation." In the event of a medical emergency, when time does not permit consultation, the Mission Director may issue a Travel Authorization Form or Medical Services Authorization Form DS-3067, provided that the FSMP or Post Medical Advisor (PMA) is notified as soon as possible following such an issuance. The contractor must promptly file a claim with his or her medevac insurance provider and repay to USAID any amount the medevac insurer pays for medical travel, up to the amount USAID paid under this section. The contractor must repay USAID for medical costs paid by the medevac insurer in accordance with sections (f) and (g) below. In order for medical travel to be an allowable cost under General Provision 10, the contractor must provide USAID written evidence that medevac insurance does not cover these medical travel costs. (f) If the contractor or eligible family member is not covered by primary health insurance, the contractor is the primary payer for the total amount of medical costs incurred. In the event of a medical emergency, the Medical and Health Program may authorize issuance of Form DS-3067, Authorization for Medical Services for Employees and/or Dependents, to secure admission to a hospital located abroad for the uninsured contractor or eligible family member. In that case, the contractor will be required to reimburse USAID in full for funds advanced by USAID pursuant to the issuance of the authorization. The contractor may reimburse USAID directly or USAID may offset the cost from the contractor's invoice payments under this contract, any other contract the individual has with the U.S. Government, or through any other available debt collection mechanism. (g) When USAID pays medical expenses (e.g., pursuant to Form DS-3067, Authorization for Medical Services for Employees and/or Dependents), repayment must be made to USAID either by insurance payment or directly by the contractor, except for the amount of such expenses USAID is obligated to pay under this provision. The Contracting Officer will determine the repayment amount in accordance with the terms of this provision and the policies and procedures for employees contained in 16 FAM 521. When USAID pays the medical expenses, including medical travel costs (see section (e) above), of an individual (either the contractor or an eligible family member) who is covered by insurance, that individual promptly must claim his or her benefits under any applicable insurance policy or policies. As soon as the individual receives the insurance payment, the contractor must reimburse USAID for the full amount that USAID paid on the individual's behalf or the repayment amount determined by the Contracting Officer in accordance with this paragraph, whichever is less. If an individual is not covered by insurance, the contractor must reimburse USAID for the entire amount of all medical expenses and any travel costs the contractor receives from his/her medevac provider. (h) In the event that the contractor or eligible family member fails to recover insurance payments or transfer the amount of such payments to USAID within 90 days, USAID will take appropriate action to collect the payments due, unless such failure is for reasons beyond the control of the USPSC/dependent. (i) Before departing post or terminating the contract, the contractor must settle all medical expense and medical travel costs. If the contractor is insured, he or she must provide proof to the Contracting Officer that those insurance claims have been submitted to the insurance carrier(s) and sign a repayment agreement to repay to USAID any amounts paid by the insurance carrier(s).