USPSC USAID/CPS/AMS Administrative Specialist – Washington, D.C. (GS-9/11) (Tandem/Ladder) At US Agency for International Development

The USAID/CPS/AMS Administrative Specialist – Washington, D.C. (Tandem/Ladder) is a full-time/intermittent Personal Services Contract (PSC) position at the GS-9/11 equivalent level and located in Washington, D.C. Offers for this position are due no later than June 23, 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:

This position is located within the Bureau for Conflict Prevention and Stabilization, Office of Administrative Services (CPS/AMS). The office is charged with providing advisory, documentation andsupport services to aid in the achievement of strategic objectives as set forth by the Bureau, the Agency and the Congress. The incumbent of this position serves as an Administrative Specialist on the Administrative Services Team responsible for providing administrative support and guidance to staff focusing primarily on support for program funded staff in the CPS bureau in Washington and in the field (administration, logistics, human resources allocation, performance appraisals, security, information management, training and awards). This involves an in-depth knowledge of the goals and objectives of CPS and the role of the AMS staff in ensuring that support services are well maintained to achieve those goals and objectives.

CMC, CVP, OTI and PO are operational contingency offices that must respond quickly and effectively and meet their program objectives and mandates. These offices retain several hundred high level professionals and experts under program funded U.S. Personal Services Contracts (USPSCs) in Washington and the field. These professionals make up the vast majority of the CPS work force and are at the forefront in implementing and achieving their organizations’ 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 Section VI of this solicitation.

The Administrative Specialist will be based in Washington, DC, and will provide a range of administrative services in support of program-funded staff working within the CPS Bureau in Washington and the field. The Administrative Specialist will work directly with office team members and the AMS Director and or their designee.

DUTIES AND RESPONSIBILITIES:

DUTIES AND RESPONSIBILITIES

The work of the Administrative Specialist requires teamwork, self-motivation, the exercise of discretion, judgment, strong customer service skills and the ability to work well in a fast-paced environment under tight deadlines. The Administrative Specialist manages a small portfolio and must prioritize and follow up on their own actions without prompting. As a member of a highly supportive, customer-service oriented office, you are willing and able to perform a wide range of administrative functions to help ensure programmatic success. You have a high level of integrity and attention to detail to ensure the use of CPS systems and procedures to maintain effective and efficient procedures are followed, management of funds, programming, and monitoring and evaluation. You are highly flexible and willing to work under conditions of ongoing change and remain professional and respectful of colleagues and authority in a diverse workforce. You place a premium on the building of positive relationships with their respective team and with key stakeholders both in and outside of the Bureau. You are highly responsible, service-oriented, organized, pays close attention to detail, and are able to receive and respond to constructive criticism in a professional manner. You are a strategic thinker, articulates innovative ideas, presents solutions, and are a positive role model for colleagues both in and outside of CPS. You are also committed to upholding USAID/OTI’s Diversity, Equity, Inclusion, and Accessibility (DEIA) Vision and Values as outlined in the background.

Under the direct supervision of the Washington-based CPS bureau’s Administrative Management Office Director or their designee, the Administrative Specialist will perform the following duties:

At the GS-9 Administrative Specialist level:

Note: Duties and responsibilities are listed in order of importance for this position

After initial learning period, demonstrate an acquired knowledge on policies and procedures as relates to duties as assigned;
Serve as a contact person concerning administrative human resources issues for primarily program funded staff in the Office of Civilian-Military Cooperation (CMC), the Center for Conflict and Violence Prevention (CVP), the Office of Transition Initiatives (OTI) and the Program Office (PO);
Provide general administrative support for primarily program-funded staff such as: scheduling and facilitating meetings, drafting correspondence, recording meeting minutes, drafting and tracking memos, tracking and ensuring action items are followed up, notifying CPS staff of important requirements and events, filing, correspondence control, and other administrative services as required;
Assist in responding to requests for information and taskers regarding CPS programs;
Assist in performing a variety of administrative support functions for primarily program funded staff in CMC, CVP, OTI and PO. Ensure accuracy of information and provide administrative support by assembling and preparing charts, data, reports, and analyzing program budgetary and fiscal data;
Provide personnel support for primarily program funded staff, including but not limited to building credential access, security clearances and revalidations, e-QIP system management and document processing, network account creation, facilities and property management, purchase card program activities (supply purchases), submitting personnel action requests; maintaining personnel lists and databases, and other personnel support duties as required;
Provide backstop support/guidance on Human Resources matters involving leave administration, employee relations and employee development;
Provide support and updated information to managers and employees on questions and requests related to the administrative services provided which may include, but not limited to, liaising with offices outside of CPS;
Assist in developing, interpreting, and implementing procedures and guidance for organizational services provided;
After an initial learning period, provide orientation, training, and mentoring for new staff as delegated; 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-11 Administrative Specialist level:

Perform the same duties as the GS-9 level but with less supervision, greater decision-making authority, and greater independence of action.

Note: Duties and responsibilities are listed in order of importance for this position

Serve as an expert on policies and procedures as relates to duties as assigned;
Serve as a contact person concerning administrative human resources issues for primarily program funded staff in the Office of Civilian-Military Cooperation (CMC), the Center for Conflict and Violence Prevention (CVP), the Office of Transition Initiatives (OTI) and the Program Office (PO);
Provide general administrative support for primarily program-funded staff such as: scheduling and facilitating meetings, drafting correspondence, recording meeting minutes, drafting and tracking memos, tracking and ensuring action items are followed up, notifying CPS staff of important requirements and events, filing, correspondence control, and other administrative services as required;
Respond to requests for information and taskers regarding CPS programs;
Perform a variety of administrative support functions for primarily program funded staff in CMC, CVP, OTI and PO. Ensure accuracy of information and provide administrative support by assembling and preparing charts, data, reports, and analyzing program budgetary and fiscal data;
Provide personnel support for primarily program funded staff, including but not limited to building credential access, security clearances and revalidations, e-QIP system management and document processing, network account creation, facilities and property management, purchase card program activities (supply purchases), submitting personnel action requests; maintaining personnel lists and databases, and other personnel support duties as required;
Provide backstop support/guidance on Human Resources matters involving leave administration, employee relations and employee development;
Provide support to managers and employees on questions and situations related to the administrative services provided which may include, but not limited to, liaising with offices outside of CPS;
Develop, interpret, and implement procedures and guidance for organizational services provided;
Provide orientation, training, and mentoring for new staff as delegated; 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.