USPSC OTI Program Operations Advisor (Intermittent, Multiple Positions)

Request for Personal Service Contractor USAID Office of Transition Initiatives Position Title: Program Operations Advisor (Intermittent, Multiple Positions) Solicitation Number: SOL-OTI-14-000042 Salary Level: GS-11 Equivalent: $63,091 - $82,019 GS-12 Equivalent: $75,621 - $98,305 Issuance Date: August 11, 2014 Closing Date: August 25, 2014 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 a Program Operations Advisor 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 for each grade level(s) for which you are applying. 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 four (4) Evaluation Factors shown in the solicitation. Responses must be limited to 500 words per factor. Any additional words above the limit will neither be read nor scored. 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 807 Washington, DC 20045 E-Mail Address: progopsad@globalcorps.com Facs'mile: (202) 403-3911 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: Travis Axton or Anna Cowell Telephone Number: (202) 706-6115 or (202) 706-6114 E-Mail Address: progopsad@globalcorps.com Website: www.globalcorps.com Facs'mile: (202) 403-3911 Sincerely, Cristina Sylvia Contracting Officer Solicitation for U.S. Personal Service Contractor (PSC) Program Operations Advisor (Intermittent, Multiple Positions) 1. SOLICITATION NO.: SOL-OTI-14-000042 3. ISSUANCE DATE: August 11, 2014 3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: August 25, 2014, 5:00 pm EDT 4. POSITION TITLE: Program Operations Advisor 5. MARKET VALUE: This position has been designed as a "tandem" position that, depending on the qualifications of the candidate, can be filled at either the GS-11 ($63,091 - $82,019 per annum) or GS-12 ($75,621 - $98,305 per annum) equivalent level, DC-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 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. NOTE: Applicants who submit an application for the GS-12 grade level, but do not meet the minimum qualifications as outlined in this solicitation and as reviewed by the Technical Evaluation Committee (TEC), will not be considered for the GS-11 positions if they have not submitted a separate application for the GS-11 level. Similarly, applicants who apply for the GS-11 position even though they might meet the minimum qualifications for the GS-12 position will not be considered for the higher graded position if they have not submitted a separate application for the GS-12 position. Applicants who are unsure of which grade level they meet the minimum qualifications for should submit a separate application for each grade level. 6. PERIOD OF PERFORMANCE: One year, with four one-year option periods The Personal Services Contractor hired under this contract will provide up to a maximum of 250 workdays of services on an annual basis. The specific projects, as well as dates, number of days and locations to be worked, will be determined by mutual agreement between the contract employee and his/her supervisor according to the programmatic needs of OTI. There is no obligation by OTI to provide assignments for a minimum number of days, and the contractor is free to provide "blackout" dates during which he or she will not be available to accept assignments. This recruitment is for an intermittent USPSC. Therefore, if a candidate is selected at the GS-11 grade, they do not have the opportunity for advancement to the GS-12 grade. However, once the candidate reaches the minimum qualifications of the GS-12 grade, they may apply for a GS-12 position if re-solicited by DCHA/OTI in the future. Extension of the contract is not guaranteed. 7. PLACE OF PERFORMANCE: Washington, DC with field travel as stated in the position description 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 partners advance peace and democracy in conflict-prone countries. Seizing critical windows of opportunity, OTI works on the ground to provide 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, mostly non-governmental, civil society and media organizations. OTI uses such mechanisms as support for re-integration of ex-combatants into civilian society; development of initiatives to promote national reconciliation; identification of quick-impact community self-help projects to meet urgent economic needs; and aid to independent media outlets and community-based organizations to help promote informed debate and broaden public participation. 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. Some of these USPSCs serve on intermittent contracts and are referred to in OTI as "bullpenners," providing support in a surge capacity. Those serving in the bullpen must be prepared to work both in Washington and the field, often with little time for preparations. 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 14 of this solicitation. For more information about OTI and its country programs please see: http://www.usaid.gov/political-transition-initiatives ? INTRODUCTION Bureau for Democracy, Conflict, and Humanitarian Assistance (DCHA)/OTI is an exciting, fast-paced, operational office within USAID. Program and Operations staff work as a team to ensure that country programs are started, managed, and closed efficiently and effectively. For DCHA/OTI to implement its rapid response strategy, it is essential that OTI USPSC staff are deployed and supported expeditiously, and programs started quickly, often with little or no lead time. The Program Operations Advisor is a key position in a busy office that responds rapidly to crisis situations. It is essential that DCHA/OTI personnel receive prompt support. To achieve this, OTI requires a Program Operations Advisor who has the capacity to work well within a team environment, provide necessary support to a team, and anticipate the needs of a complex organizational unit. A common characteristic among OTI staff is that they are operationally-minded, enjoy working in a fast-paced environment, and seek innovative ways to improve efficiency and effectiveness of operations support and programs. The Program Operations Advisor is experienced in the multitude of functions that comprise program operations for USAID's Office of Transition Initiatives programs, and provides services that require professionalism, knowledge, diplomacy, and operational expertise in administrative support. This individual must be readily available to provide the required services on an intermittent basis, often on short notice with little time for preparation. While most of the work will be performed in Washington, there may be requirements for field travel. OTI field offices are located in countries with complex problems, often in difficult and harsh environments, with some offices located in countries with no other USAID presence. OBJECTIVE The purpose of this solicitation is to hire a Program Operations Advisor within OTI's Operations Management Division (OMD). 9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY DUTIES AND RESPONSIBILITIES The work of the Program Operations Advisor requires teamwork, the exercise of discretion, judgment, and personal responsibility. 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 of positive relationships with his or her respective team both in the field and in Washington, and with key stakeholders both in and outside of USAID. 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 incumbent is able to prioritize and complete tasks without follow up by the supervisor, while also filling in gaps as needed to ensure the responsiveness of the team. The Program Operations Advisor is a strategic thinker, articulates innovative ideas, presents solutions, and is a positive role model for colleagues both in and outside of OTI. Under the direct supervision of the Chief of OTI's OMD or his/her designee, the Program Operations Advisor will perform the following duties: At the GS-11 level: - 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; - Prepare Acquisition and Assistance requests, security clearances/transfers, badge revalidation requests, Global Acquisition and Assistance System (GLAAS) requests, and other time-sensitive tasks; - Assist with the management and administration of procurement in support of OTI country program activities; - Perform other duties and activities as required for the successful completion of country programs; - Respond to requests for information and tasks regarding OTI programs; - Fill ad hoc critical administrative/operations support staffing needs in Washington, DC and the field, in support of program funded staff and program operations, in areas such as administrative support (e.g. records management, correspondence control, logistics assistance, other general administrative support), personnel and human resources support (e.g. payroll, awards, drafting personnel memos, etc.), information and technology, and travel and finance support; - When required, provide ad hoc operations support for new OTI country program start-ups, country program management and close-outs. Provide on-call technical assistance; - As required, initiate and maintain effective relationships with institutional contractors, implementing partners, other agencies, and administrative support staff in other USAID offices sharing procedures and systems in order to review good administrative practices, and seek out innovative ways of doing business to improve efficiency and effectiveness; - 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; - Coordinate closely with OTI's three divisions (Operations and Management Division, Field Programs Division, and the Program Learning and Innovation Division) on all issues/tasks. 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. At the GS-12 level: Perform the same duties as the GS-11 level but with less supervision, greater decision-making authority, and greater independence of action. - 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; - Prepare Acquisition and Assistance requests, security clearances/transfers, badge revalidation requests, Global Acquisition and Assistance System (GLAAS) requests, and other time sensitive tasks; - Assist with the management and administration of procurement in support of OTI country program activities; - Perform other duties and activities as required for the successful completion of country programs; - Respond to requests for information and tasks regarding OTI programs; - Participate in the selection of program implementers, such as grantees, contractors, and personal services contractors. If required, serve as COR (Contracting Officer Representative) or COR Backstop for contracts or agreements; - Fill ad hoc critical administrative/operations support staffing needs in Washington, DC and the field, in support of program funded staff and program operations, in areas such as administrative support (e.g. records management, correspondence control, logistics assistance, other general administrative support), personnel and human resources support (e.g. payroll, awards, drafting personnel memos, etc.), information and technology, and travel and finance support; - When required, provide ad hoc operations support for new OTI country program start-ups, country program management and close-outs. Provide on-call technical assistance; - Serve as technical advisor on the operations program-funded bullpen team, a group of intermittent USPSC advisors providing program operations support in Washington and overseas. Provide evaluation processes and guidance on approach and methodology to the operations bullpen team; - As required, initiate and maintain effective relationships with institutional contractors, implementing partners, other agencies, and administrative support staff in other USAID offices sharing procedures and systems in order to review good administrative practices, and seek out innovative ways of doing business to improve efficiency and effectiveness; - Develop, interpret and assure implementation of administrative management policies, regulations and procedures, with latitude for exercise of independent judgment. Maintain a constant awareness of compliance with regulatory requirements affecting administrative management services; - 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; - Coordinate closely with OTI's three divisions (Operations and Management Division, Field Programs Division, and the Program Learning and Innovation Division) on all issues/tasks. 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. SUPERVISORY RELATIONSHIP: The Program Operations Advisor reports to the Chief of OTI's OMD or his/her designee. SUPERVISORY CONTROLS: The supervisor will set overall objectives and resources available, and works with the employee to develop deadlines, projects and work to be accomplished. The employee is responsible for planning and carrying out of assignments, resolving most conflicts, coordinating with others, and interpreting policy in terms of established objectives. Keeping the supervisor informed of progress, the employee may be expected to determine the approach to be taken and the methodology to be used. Completed work is reviewed only from an overall standpoint in terms of feasibility, compatibility with other work, or effectiveness in meeting requirements. 10. PHYSICAL DEMANDS The work is generally sedentary and does not pose undue physical demands. During deployment to the field (if required), there may be 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 performed in an office setting, primarily in Washington, DC. Overseas deployments may not be required and if they are, they would be on a case-by-case basis for short-term durations (and very rarely for 2-6 months). 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. See detailed instructions for demonstrating Education/Experience under "Applying") The Program Operations Advisor must be an individual with sound judgment and excellent communication, interpersonal and analytical skills. The successful candidate must have a strong interest in program operations support, and be able to accomplish a wide range of assignments on short notice. The individual will be someone who is highly flexible and willing to work under conditions of ongoing change. At a minimum, the applicant must have: At the GS-11 Level: (1) A Master's Degree with two (2) years of work experience; OR A Bachelor's Degree with four (4) years of work experience; AND (2) A minimum of two (2) years of experience in administrative support, including liaising with both personnel and senior level managers; (3) A minimum of one (1) year of experience providing program operations support for a large international assistance organization, including some overseas experience providing operational support; (4) Demonstrated experience drafting and proofreading administrative memos; and, (5) Demonstrated experience using Microsoft Office applications including Excel, Word, and Access Database. At the GS-12 Level: (1) A Master's Degree with three (3) years of work experience; OR A Bachelor's Degree with five (5) years of work experience; AND (2) A minimum of three (3) years of experience in administrative support, including liaising with both personnel and senior level managers; (3) A minimum of two (2) years of experience providing program operations support for a large international assistance organization, including some overseas experience providing operational support; (4) Demonstrated experience drafting and proofreading administrative memos; and, (5) Demonstrated experience using Microsoft Office applications including Excel, Word, and Access Database. 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); - Ability to obtain a Department of State medical clearance; - Satisfactory verification of academic credentials. A USAID Secret level security clearance is required prior to issuance of the contract for this position. NOTE: If a full security investigation package is not submitted by the selected within 30 days after it is requested, the offer may be rescinded. If a security clearance is not able to be obtained within four months after the selected submits the initial security clearance documentation, the offer may be rescinded. NOTE: The incumbent must obtain Department of State medical clearance within six months after the contract is issued. If a medical clearance is not obtained within this period, USAID may terminate the contract at the convenience of the government. 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.) Applicants should cite specific, illustrative examples for each factor. Responses must be limited to 500 words per factor. Any additional words above the limit will neither be read nor scored. Factor #1 Demonstrated experience providing administrative support in multiple office settings, including experience identifying administrative problems and proposing solutions; Factor #2 Demonstrated experience prioritizing and balancing a wide variety of tasks under pressure, often with extremely short deadlines and minimal supervision; Factor #3 Demonstrated attention to detail and ability to conduct financial management, including analysis, planning, tracking and scheduling; and, Factor #4 Demonstrated experience establishing and maintaining effective relationships with a variety of groups and individuals across organizational structures. 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 - 20 Factor #3 - 15 Factor #4 - 15 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 addition, applications (written materials and interviews) will be evaluated based on content as well as on the applicant's writing, presentation, and communication skills. 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 for each grade level(s) for which you are applying. 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 four (4) Evaluation Factors shown in the solicitation. Responses must be limited to 500 words per factor. Any additional words above the limit will neither be read nor scored. 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 807, Washington, D.C. 20045 Via facs'mile: (202) 403-3911 Via email: progopsad@globalcorps.com Please note in your document submittal where you heard about this position. 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 Federal Acquisition Regulation (FAR) Clause 52.204-6, Data Universal Numbering System (DUNS) Number (10/2003) https:/acquisition.gov/far/current/html/52_200_206.html LIST OF REQUIRED FORMS FOR PSCs Forms outlined below can found at: http://www.usa.gov/Topics/Reference-Shelf/forms.shtml or at http://www.usaid.gov/forms/ 1. Federal Employment Application (OF-612). 2. Declaration for Federal Employment (OF-306). 3. Medical History and Examination Form (DS-6561). 4. Questionnaire for Sensitive Positions (for National Security) (SF-86), or Questionnaire for Non-Sensitive Positions (SF-85). 5. Finger Print Card (FD-258). Forms 1 through 5 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/work-usaid/aapds-cibs#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. FAR 52.222-50 - COMBATING TRAFFICKING IN PERSONS FAR Clause 52.222-50 is hereby incorporated as Attachment 2 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 (pending a satisfactory performance evaluation) 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 Allowanc...