US Agency for International Development (USAID)

Program Operations Specialist (Tandem/Ladder)(Multiple Positions)

US Agency for International Development (USAID)

Job Description

The OTI Program Operations Specialist (Tandem/Ladder)(Multiple Positions) is a full-time Personal Services Contract (PSC) position at the GS-11/12 equivalent levels and located in Washington D.C. Offers for this position are due no later than September 21, 2020 at 1:00pm Eastern Time. For full information about this position, as well as instructions on how to apply, please read the entire solicitation at www.OTIjobs.net. INTRODUCTION: The OTI Program Operations Specialist is a key position in an exciting and busy office that responds rapidly to crisis situations overseas. For the Bureau for Conflict Prevention and Stabilization (CPS)/OTI to implement its rapid response strategy, it is essential that CPS/OTI personnel receive prompt support. The incumbent must maintain a high level of confidentiality, attention to detail, proficient writing ability and demonstrate excellent customer service skills. The incumbent must possess the ability to maintain flexibility in a fast-paced dynamic environment while managing sensitive staffing issues, competing priorities and meeting aggressive deadlines. Providing knowledgeable, rapid response using standard operating procedures and making recommendations for improvements or innovations to increase effectiveness and efficiency is critical to successful implementation of OTI’s programs and fulfillment of OTI’s mandate. DUTIES AND RESPONSIBILITIES: At the GS-11 Level:
  • Responsible for a variety of support functions, such as workforce planning and Analysis; Human Resources; organizational development and training, finance, budget, logistics, security, Information Technology, Knowledge Management, travel, general administrative services, contracting officer representative (COR, or backstop COR) for an administrative operations and/or Technical Support contract, and similar functions;

  • Serve as a subject matter expert on a wide variety of administrative functions. Examples of tasks may include: Developing and maintaining confidential personnel filing systems; supporting a complex portfolio of program funded staff (such as US Personal Service Contracts) in a high pressure environment; serving as a principal point of contact for processing contract and/or travel actions for short or long periods of time, tracking and analyzing operations reports to determine trends and variances and identify areas for positive change;

  • Serve as a liaison between OTI teams and divisions, as well as USAID bureaus and offices (such as the Office of Acquisition and Assistance, Office of Management Services, Office of Support Services, Office of Security and others). Maintain understanding of the global context of the work and how it supports office requirements. Build and maintain professional relationships with colleagues, and anticipate office-wide operational and staffing needs, impacts, or actions;

  • Develop and update existing administrative resources and guidance documents, working closely with colleagues to maintain up-to-date policies and procedures for Office knowledge management (for example, OTI’s Knowledge Management website, job-aids, handbooks, etc.);

  • 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 maintain effective administrative practices, and seek out innovative ways of conducting business to improve efficiency and effectiveness;

  • As appropriate, for cross-training purposes to enhance operational awareness, may serve on temporary details, not to exceed six months, within the office. Duties performed, while on detail, will be directly related to the duties and responsibilities outlined in the scope of work; and,

  • After an initial learning period, provide orientation, training and mentoring for other Program Operations Specialists and Assistants.

At the GS-12 level:
  • Responsible for a variety of support functions, such as workforce planning and analysis; human resources; organizational development and training, finance, budget, logistics, security, information technology, knowledge management, travel, general administrative services, contracting officer representative (COR, or backstop COR) for an administrative operations and/or technical support contract, and similar functions. Administers benefits, contract Administration, travel policy, and general administrative oversight;

  • Guides employees through all human resources, administrative, and/or travel procedures and answering questions about policies. The Program Operations Specialist will handle any associated questions or problems, although some specialists may focus more on strategic planning and instead of administrative duties;

  • Ensures all policy, procedures, and OTI functions comply with federal, state, and agency regulations;

  • Serve as a subject matter expert on a wide variety of administrative functions. Examples of tasks may include: Performing market value analysis and justifications for contract positions; monitoring and evaluating the effectiveness of recruitment and on-boarding processes and provide recommendations to the supervisor; redesigning personnel policies as necessary; developing and maintaining confidential personnel filing systems; supporting a complex portfolio of program funded staff (such as US Personal Service Contracts) in a high pressure environment; serving as a principal point of contact for processing contract and/or travel actions for short or long periods of time, tracking and analyzing operations reports to determine trends and variances and identify areas for positive change;

  • Serve as a liaison between OTI teams and divisions, as well as USAID bureaus and offices (such as the Office of Acquisition and Assistance, Office of Management Services, Office of Support Services, Office of Security and others). Maintain understanding of the global context of the work and how it supports office requirements. Build and maintain professional relationships with colleagues, and anticipate office-wide operational and staffing needs, impacts, or actions. Develop and maintain effective relationships with institutional contractors, implementing partners, and administrative support staff in other USAID offices sharing procedures and systems to review good administrative practices and seek out innovative ways of doing business to improve efficiency and effectiveness;

  • Collaborate with hiring managers and Team Leaders to identify staffing and operations needs; define responsibility and required qualifications and draft position descriptions or new policies for recruitment, and; liaise with Senior Leadership to direct recruitment efforts in relation to office staffing priorities;

  • 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 maintain effective administrative practices, and seek innovative ways of doing business to improve efficiency and effectiveness;

  • Develop and update existing administrative resources and guidance documents, working closely with colleagues to maintain up-to-date policies and procedures for Office knowledge management (for example, OTI’s Knowledge Management website, job-aids, handbooks, etc);

  • After an initial learning period, provide orientation, training and mentoring for other Program Operations Specialists and Assistants;

  • As appropriate, for cross-training purposes to enhance operational awareness, may be required to serve on temporary details, not to exceed six months, within the office. Duties performed while on detail will be directly related to the duties and responsibilities outlined in this scope of work; and,

  • Perform services under this scope of work at physical locations other than Washington, D.C. OTI headquarters, including within other USAID offices, bureaus or other United States government (USG) agencies for a period not to exceed six months.

MINIMUM QUALIFICATIONS: At a minimum, the offeror must have: ** At the GS-11 level:
  1. A Master’s Degree with three (3) years of relevant work experience;

OR A Bachelor’s Degree with four (4) years of relevant work experience OR A High School diploma with six (6) years of relevant work experience At the GS-12 level: A Master’s Degree with four (4) years of relevant work experience; OR A Bachelor’s Degree with five (5) years of relevant work experience OR A High School Diploma with seven (7) years of relevant work experience Please direct questions about this position or the offer process to the OTI Recruitment Team at otijobs@usaid.gov.
Apply Now