USPC - Administrative Program and Operations Assistant

Request for Personal Service Contractor USAID Office of Transition Initiatives Position Title: Administrative Program and Operations Assistant (Multiple Positions) Solicitation Number: SOL-OTI-13- 000047 Salary Level: GS-7 Equivalent: $42,209 - $54,875 Issuance Date: July 15, 2013 Closing Date: July 29, 2013 Closing Time: 5:00 P.M. EDT Dear Prospective Applicants: The United States Government (USG), represented by the U.S. Agency for International Development (USAID), is seeking applications from qualified U.S. citizens to provide personal services as an Administrative Program and Operations Assistant under a personal services contract, 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 overseas 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 and email) of your current and/or previous supervisor(s). (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. 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. Supplemental document specifically addressing: Each of the six (6) Evaluation Factors shown in the solicitation. NOTE: The Evaluation Factors are worth 70 out of 100 points. Applicants are required to address each of the Evaluation Factors in a separate document describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor. Additional documents submitted will not be accepted. Incomplete or late applications will not be considered. Your complete resume and the supplemental document addressing the EFs must be mailed, delivered, faxed, or emailed to: GlobalCorps 529 14th Street, NW, Suite 700 Washington, DC 20045 E-Mail Address: contact@example.gov Facs'mile: +1 (555) 000-0000 or +1 (555) 000-0000 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. Any questions on this solicitation may be directed to: Ian Reese or Anna Cowell Telephone Number: +1 (555) 000-0000 or +1 (555) 000-0000 E-Mail Address: contact@example.gov Website: www.globalcorps.com Facs'mile: +1 (555) 000-0000 or +1 (555) 000-0000 Sincerely, Cristina Sylvia Contracting Officer Solicitation for U.S. Personal Service Contractor (PSC) Administrative Program and Operations Assistant (Multiple Positions) 1. SOLICITATION NO.: SOL-OTI-13-000047 2. ISSUANCE DATE: July 15, 2013 3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: July 29, 2013, 5:00 pm EDT 4. POSITION TITLE: Administrative Program and Operations Assistant 5. MARKET VALUE: This position has been designated as a "ladder" position. The highest level of this position is a GS-10 ($56,857 - $73,917); however, USAID intends to fill this position at the entry GS-7 (salary range $42,209 - $ 54,875) equivalent level, at Washington, DC locality pay. The actual salary of the successful candidate will be negotiated within the pay range of the GS-7 level depending on qualifications, previous relevant experience and work history, salary 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. The title of the position at the GS-7 and GS-9 levels will be "Administrative Program and Operations Assistant." The title of the position at the GS-10 level will be "Administrative Program and Operations Specialist." Following at least one (1) year at the GS-7 equivalent grade, the candidate may have the opportunity for advancement to a GS-9 equivalent grade. Following at least one (1) year at the GS-9 equivalent grade the candidate may have the opportunity for advancement to the GS-10 level. In order to be advanced to the higher grade, the incumbent must meet the minimum qualifications of the higher grade, and receive an "Excellent" performance rating in the annual performance evaluation. The evaluation must include a statement by the supervisor that the employee is performing successfully at the current grade and is considered ready to perform at the higher grade level. Neither advancement nor extension of the contract is guaranteed. 6. PERIOD OF PERFORMANCE: Two years, with three one-year options 7. PLACE OF PERFORMANCE: Washington, D.C. 8. STATEMENT OF WORK POSITION DESCRIPTION BACKGROUND USAID's Office of Transition Initiatives (OTI) is seeking highly motivated, highly qualified individuals who want the opportunity to help support rapid international transition programs for priority conflict-prone countries. Created in 1994 as a distinct operating unit within USAID, OTI helps local, indigenous partners advance peace and democracy in priority conflict-prone countries by providing fast, flexible, short-term assistance targeted at key transition needs. Countries experiencing a significant political transition in the midst of a disaster or emerging from civil conflict have unique needs that cannot be fully addressed by traditional disaster relief. Timely and effective assistance to promote and consolidate peaceful, democratic advances can make the difference between a successful or a failed transition. OTI assists in securing peace by aiding indigenous local partners such as civil society groups (non-governmental organizations or informal community groups), local governments, private businesses, media groups, and others, through identification of quick-impact community self-help projects to meet urgent economic needs; development of initiatives to promote national reconciliation; re-integration of ex-combatants into civilian society; and aid to independent media outlets and community-based organizations to help promote informed debate and broaden public understanding and participation in their country's political process. To respond quickly and effectively and meet its program objectives and mandate OTI retains a group of high level professionals and experts under U.S. Personal Services Contracts (USPSCs). These knowledgeable and skilled professionals make up the vast majority of the OTI work force and are at its forefront implementing and achieving the office's programmatic goals and objectives. USPSCs are considered employees of USAID for all purposes except programs administered by the Office of Personnel Management (OPM) - such as federally sponsored health insurance, life insurance, and retirement benefits. However, there are several other similar benefits that USPSCs may participate in, such as partial reimbursement for health and life insurance costs, as well as full coverage of workers' compensation, among other benefits. For more complete information on USPSC benefits, please see page 15 of this solicitation. For more information about OTI and its country programs please see: http://usaid.gov/what-we-do/working-crises-and-conflict/promoting-peaceful-political-transitions INTRODUCTION The Administrative Program and Operations Assistant (APOA) will be based in Washington, DC, and will provide a range of administrative and/or program services in support of OTI program-funded staff in Washington and the field. The APOA will start work within OTI's Operations and Management Division (OMD). Given the contingent, operational, and flexible nature of OTI's political transition work overseas, the APOA may be required to move from one OTI division or team to another (including OMD, the Field Programs Division or the Program, Learning, and Innovation Division) depending on the operational and programmatic needs of the Office. With this solicitation, OTI intends to recruit APOAs to work with the OMD Human Resources and Administrative Support team. All APOA positions are comprised of administrative support tasks, though each APOA's duties may be concentrated in different areas related to the Scope of Work. It is expected that APOAs selected from this solicitation may begin their first year by assisting with logistics for OTI's new staff orientation trainings, organizing informational brownbag sessions, or providing general administrative support, for example. OBJECTIVE The purpose of this solicitation is to hire an Administrative Program and Operations Assistant within OTI's Operations and Management Division (OMD). 9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY DUTIES AND RESPONSIBILITIES The work of the Administrative Program and Operations Assistant (APOA) requires teamwork, the exercise of discretion, judgment, and personal responsibility. The Administrative Program and Operations Assistant must prioritize and follow up on his or her own actions without prompting, while also assisting a busy team or division leader in logging incoming requests for actions that need to be followed up. As a member of a highly operational office, the incumbent is willing and able to perform a wide range of administrative functions to help ensure programmatic success. The incumbent has a high level of integrity and attention to detail to ensure the use of OTI systems and procedures to maintain effective and efficient management of funds, programming, and monitoring and evaluation. The incumbent is highly flexible and willing to work under conditions of ongoing change, and remains professional and respectful of colleagues and authority in a diverse workforce. She or he places a premium on the building positive relationships with his or her respective team both in the field and in Washington, and with key stakeholders both in and outside of OTI. The incumbent is a team player, able to prioritize and follow up on their own actions without prompting, filling in gaps as needed to ensure the responsiveness of the team. The incumbent is highly responsible, service-oriented, organized, pays close attention to detail, and is able to receive and respond to constructive criticism in a professional manner. The Administrative Program and Operations Assistant will: At the GS-7 "Administrative Program and Operations Assistant" level: - Provide knowledge management support such as tracking documents, lessons learned, best practices across OTI programs and/or operations as required. Assist teams in the creation and/or maintenance of information products in support of political transition programs; - Participate as an active team member, providing technical support as necessary; - Assist in responding to requests for information and taskers regarding OTI programs; - After initial learning period, demonstrate an acquired knowledge on policies and procedures as relates to duties as assigned; - Assist with program finance and budget management and planning; - Assist in the preparation of Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities; - Coordinate closely between OTI's three divisions (Operations and Management Division, Field Programs Division, and the Program, Learning and Innovations division) on all issues (attend the respective team meetings, report out to the supervisor, ensure the supervisor's priorities are shared with other divisions/teams, etc.) Backstop other Admin and Program Assistants on other teams when required; - Provide personnel support for program funded staff, including but not limited to travel assistance, training logistics assistance, submitting personnel action requests; payroll support, maintaining working personnel files in hard copy and on-line, maintaining a staff hiring tracker and temporary duty (TDY) scheduler, drafting and tracking personnel memos, and other personnel support duties as required; - Provide general administrative support for the supervisor and program-funded staff such as: scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, tracking and ensuring action items are followed up, filing, correspondence control; and other administrative services as required; - After an initial learning period, provide orientation, training, and mentoring for new staff who have since on-boarded as delegated; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - Perform other duties and activities as required for the successful completion of country programs. At the GS-9 "Administrative Program and Operations Assistant" level: - Provide knowledge management support such as tracking documents, lessons learned, best practices across OTI programs and/or operations as required. Assist teams in the creation and/or maintenance of information products in support of political transition programs; - Participate as an active team member, providing technical support as necessary; - Assist in responding to requests for information and taskers regarding OTI programs; - Demonstrate an acquired knowledge on policies and procedures as relates to duties as assigned; - Provide program finance and budget management and planning; - Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities; - Coordinate closely between OTI's three divisions (Operations and Management Division, Field Programs Division, and the Program, Learning and Innovations division) on all issues (attend the respective team meetings, report out to the supervisor, ensure the supervisor's priorities are shared with other divisions/teams, etc.) Backstop other Admin and Program Assistants on other teams when required; - Provide personnel support for program funded staff, including but not limited to travel assistance, training logistics assistance, submitting personnel action requests; payroll support, maintaining working personnel files in hard copy and on-line, maintaining a staff hiring tracker and temporary duty (TDY) scheduler, drafting and tracking personnel memos, and other personnel support duties as required; - Provide general administrative support for the supervisor and program-funded staff such as: scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, tracking and ensuring action items are followed up, filing, correspondence control; and other administrative services as required; - Provide orientation, training, and mentoring for staff as delegated; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - Perform other duties and activities as required for the successful completion of country programs. At the GS-10 "Administrative Program and Operations Specialist" level: - Provide knowledge management support such as tracking documents, lessons learned, best practices across OTI programs and/or operations as required. Assist teams in the creation and/or maintenance of information products in support of political transition programs; - Participate as needed in implementation of new country program operations to include management, logistical, budget, administrative and contractual support; - At this level, possible field travel (not likely more than once a year) may be required to provide program support for OTI program-funded staff; - Participate as an active team member, providing technical support as necessary; - Respond to requests for information and taskers regarding OTI programs; - Demonstrate an acquired knowledge on policies and procedures as relates to duties as assigned; - Provide program finance and budget management and planning; - Prepare Acquisition and Assistance Requests and support documentation for the management and administration of procurement in support of OTI country program activities; - Coordinate closely between OTI's three divisions (Operations and Management Division, Field Programs Division, and the Program, Learning and Innovations division) on all issues (attend the respective team meetings, report out to the supervisor, ensure the supervisor's priorities are shared with other divisions/teams, etc.) Backstop other Admin and Program Assistants on other teams when required; - Provide personnel support for program funded staff, including but not limited to travel assistance, training logistics assistance, submitting personnel action requests; payroll support, maintaining working personnel files in hard copy and on-line, maintaining a staff hiring tracker and temporary duty (TDY) scheduler, drafting and tracking personnel memos, and other personnel support duties as required; - Provide general administrative support for the supervisor and program-funded staff such as: scheduling and facilitating meetings; drafting meeting minutes; tracking and ensuring action items are followed up; scheduling and meeting logistics preparation; filing; correspondence control; and other administrative services as required; - Provide orientation, training, and mentoring for staff as delegated; communicate with supervisor to recognize good performance and communicate where performance needs to be improved; - Perform other duties and activities as required for the successful completion of country programs. SUPERVISORY RELATIONSHIP: The Administrative Program and Operations Assistant will take direction from and will report to the one of OTI's Division Chiefs or Team Leaders in the Field Programs Division, the Operations and Management Division, or the Program, Learning, and Innovation Division or his/her designee. SUPERVISORY CONTROLS: The Supervisor will set overall objectives. The employee and the supervisor together will develop deadlines, projects, and work to be accomplished. The incumbent is expected to take initiative, act independently, and manage his/her tasks with minimal supervision. 10. PHYSICAL DEMANDS The work is generally sedentary and does not pose undue physical demands. During deployment on Assessment teams or 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. Overseas deployments are not required for this position. 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 education and experience factors are considered NOT qualified for the position. See detailed instructions for demonstrating Education/Experience under "Applying") At the GS-7 Administrative Program and Operations Assistant Level: (1) A Bachelor's Degree with a minimum of one (1) year of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including some experience with at least one of the following: program budgeting, program reporting, program operations support, or program design; OR An Associate's Degree with a minimum of two (2) years of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including some experience with at least one of the following: program budgeting, program reporting, program operations support, or program design; OR A high school diploma with a minimum of three (3) years of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including some experience with at least one of the following: program budgeting, program reporting, program operations support, or program design; AND Demonstrated knowledge of administrative concepts and practices, and ability to apply and adapt that knowledge to a specific office setting; AND (2) Demonstrated organizational skills showing attention to detail; AND (3) Demonstrated proof reading skills; AND (4) Demonstrated experience using Microsoft Office applications including Excel, Word, and PowerPoint. At the GS-9 Administrative Program and Operations Assistant Level: (1) A Bachelor's Degree with a minimum of two (2) years of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including at least one (1) year of experience with one or more of the following: budgeting, program design, program reporting, or program operations support; OR An Associate's Degree with a minimum of three (3) years of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; OR A high school diploma with a minimum of four (4) years of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; AND (2) Demonstrated knowledge of administrative concepts and practices, and ability to apply and adapt that knowledge to a specific office setting; AND (3) Demonstrated organizational skills showing attention to detail; AND (4) Demonstrated proof reading skills; AND (5) Demonstrated experience using Microsoft Office applications including Excel, Word, PowerPoint, Outlook, and Access. At the GS-10 Administrative and Program Operations Specialist Level: (1) A Bachelor's Degree with a minimum of three (3) years of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including at least two (2) years of experience with one or more of the following: budgeting, program design, program reporting, or program operations support; OR An Associate's Degree with a minimum of four (4) years of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; OR A high school diploma with a minimum of five (5) years of progressively responsible work experience performing a range of administrative or program support duties similar to those outlined in the scope of work above including experience with one or more of the following: program budgeting, program design, program reporting, or program operations support; AND (2) Demonstrated knowledge of administrative concepts and practices, and ability to apply and adapt that knowledge to a specific office setting; AND (3) Demonstrated organizational skills showing attention to detail; AND (4) Demonstrated proof reading skills; AND (5) Demonstrated experience using Microsoft Office applications including Excel, Word, PowerPoint, Outlook, and Access. 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. - Supplemental document specifically addressing how the candidate meets each of the Evaluation Factors submitted; - Ability to obtain a SECRET level security clearance (NOTE: Dual citizens may be asked to renounce second-country citizenship); - Satisfactory verification of academic credentials. A USAID Secret level security clearance required prior to issuance of the contract for this position. EVALUATION FACTORS (Used to determine the competitive ranking of qualified applicants in comparison to other applicants. The factors are listed in priority order from highest to least.) Factor #1 Demonstrated knowledge of administrative concepts and practices and ability to apply and adapt that knowledge to a specific office setting. Ability to apply sound, independent judgment in identifying management or administrative problems and proposing solutions to them. Applicants are encouraged to cite relevant examples of problem-solving in their application; Factor #2 Ability to effectively balance a wide variety of tasks and work independently under pressure, often with extremely short deadlines. Applicants are encouraged to cite relevant examples in their application; Factor #3 Demonstrated customer service in a professional setting and ability to provide information and assistance as appropriate in a high pressure environment. Applicants are encouraged to provide brief examples of past work and to describe unique approaches in providing excellent customer service; Factor #4 Demonstrated ability to prioritize and follow up on one's own workload actions without prompting, while also being able to track and prioritize actions that need to be followed up by a team or division leader. Applicants are encouraged to cite relevant examples in their application; Factor #5 Demonstrated ability to speak and write clearly and concisely. Applications (written and interviews) will be evaluated based on content as well as on the applicant's writing, presentation, and communication skills; Factor #6 Skill in establishing and maintaining effective relationships with a variety of groups and individuals, across organizational structures. Applicants are encouraged to cite relevant examples in their application. BASIS OF RATING: Applicants who clearly meet the Education/Experience Requirements and Selection Factors will be further evaluated based on scoring of the Evaluation Factor responses. Those applicants determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks. In the event that a candidate has fully demonstrated his/her qualifications and there are no other competitive applicants, OTI reserves the right to forego the interview process. Applicants are required to address each of the Evaluation Factors in a separate document 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 specifically address the Selection and/or Evaluation Factors may result in your not receiving credit for all of your pertinent experience, education, training and/or awards. The Applicant Rating System is as Follows: Evaluation Factors have been assigned the following points: Factor #1 - 20 Factor #2 - 15 Factor #3 - 15 Factor #4 - 10 Factor #5 - 5 Factor #6 - 5 Total Possible - 70 Points Interview Performance - 30 points Satisfactory Professional Reference Checks - Pass/Fail (no points assigned) Total Possible Points: 100 The Evaluation Factors are worth 70 out of 100 points. Be sure to fully respond to each of the Evaluation Factors and include all relevant experience, training, and/or education in your responses. Sample Evaluation Factors are provided on the GlobalCorps website at www.globalcorps.com. The most qualified candidates may be interviewed and required to provide a writing sample. OTI will not pay for any expenses associated with the interviews. In the event that a candidate has fully demonstrated his/her qualifications and there are no other competitive applicants, OTI reserves the right to forego the interview process. Professional references and academic credentials will be evaluated for applicants being considered for selection. 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 overseas 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 and email) of your current and/or previous supervisor(s). (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. 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. Supplemental document specifically addressing: Each of the six (6) Evaluation Factors shown in the solicitation. NOTE: The Evaluation Factors are worth 70 out of 100 points. Applicants are required to address each of the Evaluation Factors in a separate document describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor. Additional documents submitted will not be accepted. By submitting your application materials, 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 mail: GlobalCorps, 529 14th Street, NW, Suite 700, Washington, D.C. 20045 Via facs'mile: +1 (555) 000-0000 or +1 (555) 000-0000 Via email: contact@example.gov Please note in your document submittal where you heard about this position. NOTE: If a temporary or full secret security clearance is not obtained within four months after offer acceptance, the offer may be rescinded. 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 UNIV...