Country: United States of America
Organization: US Agency for International Development
Closing date: 24 Mar 2022

The OTI Operations Specialist is a full-time Personal Services Contract (PSC) position at the GS-11 or 12 equivalent level and located in Washington, D.C. Offers for this position are due no later than March 24, 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 Specialist will be based in Washington, DC and will provide a range of administrative services in support of OTI program-funded staff in Washington and the field. The Operations Specialist will work within OTI’s Operations and Management Division (OMD) on one or more of the four OMD teams. Those four teams are Employee Services, Employee Relations, Travel, and Workforce Planning. The Operations Specialist’s team and supervisor will be determined upon hiring. Given the contingent, operational, and flexible nature of OTI’s work, the Operations Specialist may be required to relocate from one OTI team to another depending on the operational needs of the office. The Operations Specialist position requires individuals who are team players, are highly organized and motivated problem-solvers, and value administrative work and understand how this work directly impacts the mission of the office.

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, logistics, security, 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, templates, 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;

After an initial learning period, provide orientation, training and mentoring for other Operations Specialists and Assistants; 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 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 months requires CO approval.

At the GS-12 level:

Responsible for a variety of support functions, such as workforce planning and analysis; human resources; organizational development and training, security, 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;

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

Ensure 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);

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, and administrative support staff in OTI and 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 Operations Specialists and Assistants; 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 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 months requires CO approval.

MINIMUM QUALIFICATIONS: 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) Two (2) years of experience providing administrative support;

(3) Experience working with electronic travel, storage, procurement, and tracking systems (e.g. E2, Phoenix, ASIST, GLAAS) is preferred.

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) Three (3) years of experience providing administrative support;

(3) Experience working with electronic travel, storage, and tracking systems (e.g. E2, Phoenix, ASIST, GLAAS, etc.) is preferred.

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

How to apply:

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

Categories: NGO Jobs