Job Title: OTI Operations Assistant/Specialist – Washington, DC – UNGO Jobs

Country: United States of America
Organization: US Agency for International Development
Closing date: 16 May 2022

The OTI Operations Assistant/Specialist is a full-time Personal Services Contract (PSC) position at the GS-9/10 equivalent level and located in Washington, DC. Offers for this position are due no later than May 16, 2022 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 Operations Assistant/Specialist will be based in Washington, D.C. and will provide a range of administrative services in support of OTI program-funded staff in Washington, D.C. and the field. The Operations Assistant/Specialist will start work within one of the following OTI divisions: Operations and Management Division (OMD) or the Program Learning and Innovation (PLI) Division. The Operations Assistant/Specialist’s supervisor will be determined upon hiring. Given the contingent, operational, and flexible nature of OTI’s political transition work overseas, the Operations Assistant/Specialist may be required to relocate from one OTI division or team to another, depending on the operational needs of the office. The Operations Assistant/Specialist position requires individuals who are team players, highly organized, motivated, problem-solvers, and enjoy administrative work and understand how this work directly impacts the mission of the office.

DUTIES AND RESPONSIBILITIES:

At the GS-9 “Operations Assistant” Level:

  • Provide knowledge management support including but not limited to tracking documents, lessons learned, and best practices across OTI operations as required;

  • Provide general administrative support including but not limited to scheduling and facilitating meetings, drafting meeting minutes, drafting and tracking memos, ensuring that action items are followed up, filing, and correspondence control;

  • Assist in the development of effective tracking systems for personnel action requests for program-funded staff, including travel assistance, training logistics, and payroll support;

  • Draft and track personnel memos, maintain personnel files, and monitor recruitment/contracts trackers;

  • Respond to requests for information on OTI programs from other teams, divisions, and/or USAID regional offices, within established office guidelines;

  • Coordinate closely with colleagues across OTI’s three (3) divisions – Operations and Management Division (OMD), Field Programs Division (FPD), and Program Learning and Innovation (PLI) Division by way of attending meetings and providing reports to the supervisor, as well as ensuring that the supervisor’s agenda is shared with other divisions and teams;

  • Evaluate established program operational support processes and make recommendations to improve effectiveness within office;

  • Provide orientation, training, and mentoring for new staff;

  • Backstop other Operations Assistant/Specialists across teams; and,

  • Serve on temporary details within OTI, other USAID bureaus/offices, or other U.S. Government (USG) agencies under this scope of work for a period not to exceed six (6) months. Duties performed while on detail must be directly related to the scope of work. Contracting Officer (CO) approval is required for the temporary detail. Any extension past the six (6) months requires CO approval.

At the GS-10 “Operations Specialist” Level:

  • Manage knowledge management efforts across OTI operations and assist with knowledge dissemination efforts;

  • Provide general administrative support including but not limited to facilitating meetings, drafting meeting minutes, drafting and tracking memos, ensuring that action items are followed up, filing, and correspondence control;

  • Develop effective tracking systems for personnel action requests for program-funded staff, including travel assistance, training logistics, and payroll support;

  • Draft and track personnel memos, maintain personnel files, and monitor recruitment/contracts trackers;

  • Facilitate the development of Scopes of Work (SOW) and directly assist OTI teams in addressing staffing needs;

  • Serve as Contracting Officer’s Representative (COR) or COR Backstop, if needed, for acquisition and assistance actions;

  • Respond to requests for information on OTI operations from other teams, divisions, and/or USAID regional offices, within established office guidelines;

  • 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, templates, handbooks, etc.);

  • Coordinate closely with OTI’s three (3) divisions – Operations and Management Division (OMD), Field Programs Division (FPD), and Program Learning and Innovation (PLI) Division by way of attending meetings and providing reports to the supervisor, as well as ensuring that the supervisor’s agenda is shared with other divisions and teams;

  • Evaluate established operational support processes and propose adjustments to improve effectiveness within office/agency policies and guidelines;

  • Provide orientation, training, and mentoring for new staff;

  • Backstop other Operations Assistant/Specialists across teams; and,

  • Serve on temporary details within OTI, other USAID bureaus/offices, or other USG agencies under this scope of work for a period not to exceed six (6) months. Duties performed while on detail must be directly related to the scope of work. Contracting Officer (CO) approval is required for the temporary detail. Any extension past the six (6) months requires CO approval.

MINIMUM QUALIFICATIONS:

At a minimum, the offeror must have:

At the GS-9 level:

(1) A Bachelor’s Degree with two (2) years of work experience;

OR

An Associate’s Degree with three (3) years of work experience;

OR

A High School Diploma with four (4) years of work experience;

AND

(2) One (1) year of experience performing a range of administrative or program support duties similar to those outlined in the scope of work;

(3) Demonstrated experience drafting and proofreading meeting minutes, written reports, and/or presentations.

At the GS-10 level:

(1) A Bachelor’s Degree with three (3) years of work experience;

OR

An Associate’s Degree with four (4) years of work experience;

OR

A High School Diploma with five (5) years of work experience;

AND

(2) Two (2) years of experience performing a range of administrative or program support duties similar to those outlined in the scope of work;

(3) Demonstrated experience drafting and proofreading meeting minutes, written reports, and/or presentations.

Please direct questions about this position or the offer process to the OTI Recruitment Team at otijobs@usaid.gov.

How to apply:

For full information about this position, as well as instructions on how to apply, please visit www.OTIjobs.net.