Roving Regional MO Advisor Statement of Work.docx

STATEMENT OF WORK

Roving Regional Management and Operations Advisor

1. Background

a. Summary

The Roving Regional Management and Operations (M&O) Advisor (RA) is a dynamic position that provides expert guidance, support, and leadership to overseas operations, and collaborates across Peace Corps’ countries’ administrative units to develop a body of knowledge, practices, and procedures. The role of the RA is to provide administrative support on an as needed basis to Peace Corps overseas posts and the assigned Region. The RA may be assigned to an overseas post’s administrative team during staffing gaps, for training purposes, for special assignments (post assessments, new country entry, crisis/emergency management, post closure, etc.), and/or for other purposes as determined by Peace Corps. The RA identifies and shares best practices across the Region, participates in posts’ staff regional communication, working groups, and projects, and facilitates the exchange of knowledge and adoption of Standard Operating Procedures (SOPs).

The RA is a senior staff member actively involved in all aspects of Peace Corps’ overseas operations, including programming and training, ensuring overall Volunteer support, and responding to emergencies to protect the health and well-being of Volunteers, staff, and property.

The RA provides support and mentoring to an administrative unit composed of host country national staff that may include a Deputy Director of Management and Operations (DDMO); Financial Manager, Specialist, and/or Assistant (FM/FS/FA); Cashier; Administrative Assistant(s) (AAs); General Services Manager and/or Assistant (GSM/GSA); Information Technology Specialist and/or Assistant (ITS/ITA); Drivers; and/or Guards.

The RA provides training and guidance to all staff, including post leadership, on topics such as time management, federal budget processes, best practices for customer service, personnel management, travel policies, occupational safety and health, financial management, and budget development and execution.

The RA provides support for post administrative operations including budget formulation and execution, human resource management, procurement, contracts management, property management, information systems administration, and all aspects of general services support including vehicle fleet management.

The RA maintains and develops responsive and effective administrative procedures and ensures ongoing evaluation of their effectiveness.

The RA also provides technical advice and guidance to staff and Volunteers on a variety of policy and post management issues.

The RA reports to, and is supervised by, the Regional Chief Administrative Officer (CAO). The duties will be carried out in consultation with the CAO, as well as Country Directors (CDs), Directors of Management Operations (DMOs), FMs/FSs/FAs, GSMs, and ITSs/ITAs at overseas posts. The RA will be expected to submit a detailed report to the CAO, CD, and DMO (and others, as directed) after each assignment.

b. Location of Assignment

The Contractor will be assigned to various posts throughout the EMA or AF Region on an as-needed basis under the direct supervision of the CAO of EMA or AF Region.

The RA will be assigned to a post for all working days of their contract. The RA must travel to the post of assignment and will be expected to physically be present in the commuting area of that post of assignment for the length of that assignment. The PSC will not be assigned to work at/from the United States. The Contractor will not be assigned to work at/from the Peace Corps post/facility in their country of citizenship, if one exists.

This is not a remote work position. Any Peace Corps telework policy that applies to other personal services contractors in the country of assignment also applies to the Contractor.

c. Reference Materials US Government-wide and Peace Corps-specific laws, regulations, rules, policies, procedures, and guidance. This includes the Peace Corps Manual and associated referenced documents and other guidance published on the Peace Corps Intranet such as the Overseas Financial Management Handbook (OFMH) and Overseas Contracting Handbook (OCH).

All Peace Corps-post specific documents applicable to the position, which may include Post Policies or Post Management Notices, operational plans, post-awarded personal services contracts (including the Benefits Attachment), Peace Corps Post Staff Handbooks, and Volunteer Service Handbooks.

Additional materials applicable to the position include the US Department of State’s Foreign Affairs Manual (FAM) and Foreign Affairs Handbook (FAH), the US Embassy’s Local Compensation Plan (LCP), Chief of Mission (COM) policies, and US Embassy Management Notices.

2. Major Duties and Responsibilities

Core Functions: Including but not limited to Management and Operations Support, Budget Formulation and Execution, Procurement/Contracts Management, Human Resources Management, Property Management, Information Systems Administration, and General Services Support.

Management and Operations Support:

As a senior staff member at post, provides input and works on tasks affecting overall post management and the success of the Peace Corps program.

Serves as a technical expert, providing advice and guidance in M&O administrative policy and process areas that require extensive interpretation affecting office operations, management of staff, and support to volunteer personal safety and security, cultural sensitivity for host country people and culture, etc.

Evaluates management and operations activities to ensure compliance with Peace Corps Policies and Procedures as outlined in the Peace Corps Manual, Foreign Affairs Manual (FAM) and other guidance, and serves the needs of the Post.

Collects best practices and provides feedback to CAO and/or CD on areas of improvement (procedures, policies, staff development). Recommends and/or implements adjustments to management and operations procedures as required.

Gathers, reviews, and/or disseminates SOPs from posts as available.

Proficiently uses Peace Corps Information Technology (IT) systems and software, to include the Intranet, Microsoft 365 (Microsoft Word, Excel, Outlook, Teams, OneDrive, etc.), Hyperion, OdyWeb, FORPost, VICA, Personnel Tracking System (PTS), Sunflower, Vehicle Management Information System (VMIS), etc. as they carry out their duties.

Budgetary and Financial Program Management:

Serves as a financial expert on budgeting and financial management issues and activities. Monitors post expenditures against budget by maintaining up-to-date Post records. Directs the disbursement of funds in accordance with established regulations. Provides financial advice and guidance on reprogramming funds and unfunded requests. Ensures that an adequate system of internal controls is in place for post's fiscal operations.

Procurement/Contracts Management:

Reviews contracting operations, policies, procedures, and/or practices at post and recommends updates and/or improvements, where needed, to Overseas Contracting Officers (OCOs) and others involved in the procurement process.

Provides on-the-job training and/or assistance to staff involved in the procurement process who are either new to their role or need additional guidance on how to complete their assigned duties.

Functions as an OCO during the following periods under an OCO Warrant delegated by the Senior Procurement Executive (SPE):

· When on an assignment where there are either zero or one post OCOs present (e.g. the DMO is present, but the DDMO or FM is on leave or that position is vacant)

· When on an assignment at a New Country Entry post At all other times, carries out tasks related to procurement/contracts management under the direction and leadership of an OCO.

Performs the pre-contract award, contract administration, and contract close-out phases of the procurement process at post related to the following contract types:

· Personal Services Contracts

· Supplies and/or Equipment Contracts

· Services Contracts

· Leases

· Construction Contracts

· Micro-Purchases

Carries out all contracting-related duties following applicable overseas contracting requirements per the Peace Corps Manual, the Overseas Contracting Handbook, and related policies, procedures, templates, and guidance from OCFO/ACM and other authoritative sources.

Human Resources Management:

Provides guidance and advice to post US Direct Hire (USDH) staff on human resources (HR)-matters (e.g. which allowances and/or benefits to which they may be entitled) in accordance with Peace Corps policies and procedures, FAM provisions, Chief of Mission (COM) policies, and guidance from the Region’s CAO or Management Analyst (HR Liaison), the Office of Human Resources (OHR), and other authoritative sources.

For post’s local staff (personal services contractors (PSCs) and Foreign Service Nationals (FSNs)), reviews human resources management operations, policies, procedures, and/or practices at post and recommends updates and/or improvements, where needed, to OCOs, HR-focused staff members (e.g. HR Assistant), Supervisors, and others who participate in human resources management activities at post. Develops and establishes post-specific policies and SOPs related to HR management for local staff and disseminates them to all staff.

Provides on-the-job training and/or assistance to staff who participate in human resources management activities at post who are either new to their role or need additional guidance on how to complete their assigned duties.

Oversees the overall human resource management system for PSCs and FSNs at post. This work may include taking action required by policies, procedures, directives, or findings; assigning and/or managing work; developing staff; tracking trainings; assessing performance and/or conduct; providing feedback; and providing mentoring/training. For aspects of this work which fall under OCO authorities and responsibilities, does this work either in accordance with their delegated OCO warrant, or working under the leadership and direction of an OCO. Takes into account appropriate US Federal government regulations, Peace Corps policies and procedures (e.g. the Peace Corps Manual and the OCH for PSCs), the awarded personal services contracts (to include their Benefits Attachments), the US Embassy’s Local Compensation Plan (LCP), and COM policies as they do this work.

Information Systems Administration:

In coordination with post’s ITS, ensures that computer systems are appropriate, operational, secure, and backed-up; software documentation is available; and licensing is legal.

General Services Support and Property Management:

Administers the post's property management system, ensuring the maintenance and safeguarding of equipment, supplies, furnishings, vehicles, and office and residential spaces.

b. Staff Development

In collaboration with the CAO, and relevant CDs and DMOs, assesses posts' staff development needs and directly provides staff development opportunities through training events, staff retreats, or mentoring to staff who are responsible for management and operations. Facilitates these trainings or identifies "cross post" or other regional resources to deliver the training.

c. Operational Support

Supports overall staff activities such as staff retreats for strategic planning and team building according to posts’ needs. As needed, assists post in formulating management and operations guidance for budget formulation and execution, at individual posts to examine current management and operations functions, and makes recommendations to assist posts in implementing more effective methods.

Contributes to Post Operational Plans and other relevant M&O reports and makes recommendations for resource allocation to meet post needs as aligned with Agency priorities, policies, and procedures.

Submits a detailed report to the CAO, CD, and DMO (and others, as directed) after each assignment.

For a US Citizen RA with an Active Top Secret Clearance:

May be temporarily designated as Acting DMO or Act for other M&O staff members in the country of assignment (e.g. DDMO, FM, or GSM), or to carry out some/all of their positions’ duties and responsibilities, when deemed necessary by the CAO for the successful management of Peace Corps operations in Country. For example, this could be during periods when those individuals are on leave and/or during lapses of staffing or periods of staffing shortages.

For non-US Citizen RAs or US Citizen RAs without an Active Top Secret Clearance:

May not be temporarily designated as Acting DMO. However, may be temporarily designated to Act for other M&O staff members in the country of assignment (e.g. DDMO, FM, or GSM), or to carry out some/all of their positions’ duties and responsibilities, when deemed necessary by the CAO for the successful management of Peace Corps operations in Country. For example, this could be during periods when those individuals are on leave and/or during lapses of staffing or periods of staffing shortages.

d. Safety and Security

Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons, or articles.

e. Inherently Governmental Functions

May be required to perform the following inherently government functions:

May be designated a sub-cashier after approval by OCFO/GAP. Responsibilities as a sub-cashier include performing limited cash disbursements as directed by the DMO, proper disbursing and collecting of funds, proper accounting for funds advanced, safeguarding funds advanced, and accepting personal responsibility and financial liability for funds after successful completion of the requisite training for performing sub-cashier duties. (See MS 760 and OFMH 13)

May be designated as a receiving officer if assigned. Responsibilities as a receiving officer include accurate review of goods or services, their accompanying invoices, and the purchase order/contract to ensure that the specifications, quality, amounts, price, timeliness, etc. of the goods are consistent with the terms and conditions of the contract/purchase order after successful completion of the requisite training to perform receiving duties. (See MS 511, the Personal Property Management Handbook and OFMH 19.)

May be designated as a property officer if assigned by the Country Director, in coordination with the Office of Management, and with the approval of the Regional Director. Responsibilities as a property officer include carrying out functions to safeguard and control all U. S. government property assigned to the Peace Corps office; ensures that property duties are assigned appropriately, and that staff are well-trained in how to carry out their duties; oversees maintenance and utilization of property, and the annual and semi-annual inventory and loss reports. The Property Officer can be held financially liable for neglecting to safeguard and control Peace Corps personal property. (See MS 511 and the Personal Property Management Handbook)

May be designated as a Contracting Officer after successful completion of the requisite Overseas Contracting Officer Training and receipt of a Peace Corps Overseas Contracting Officer warrant issued by the Senior Procurement Executive. Responsibilities as an Overseas Contracting Officer include executing, modifying, and/or terminating contracts, lease agreements, and other procurement actions in accordance with individual warrant. Must follow all regulations, rules, procedures, and guidance as supplied by OCFO/Acquisition and Contract Management (OCFO/ACM) and/or as specified in the Overseas Contracting Handbook (OCH) in execution of Overseas Contracting Officer duties and responsibilities. The Overseas Contracting Officer can be held financially and/or criminally liable for neglecting to carry out Overseas Contracting Officer duties in accordance with applicable laws and regulations. (See the Overseas Contracting Handbook)

f. Other

To the extent the Contractor is allowed to operate a U.S. government owned, leased, or rented vehicle (GOV) to perform their job duties, the Contractor must operate that vehicle safely at all times and only operate it for official business purposes as defined in 31 USC 1334 and Peace Corps Manual Section (MS) 522 Motor Vehicle Use and Insurance. The Contractor must also follow any post-specific policy/policies on the use of GOVs – including complying with any medical and/or training requirements the policy/policies specify.

The Contractor is encouraged to refrain from texting or from engaging in any behavior that distracts attention from driving safely at any time. Except in an emergency situation, Contractor shall not text message (i) when driving a GOV; (ii) when driving a privately-owned vehicle (POV) while on official government business; or (iii) while using electronic equipment supplied by the government while driving any vehicle (even during off-duty hours).

The Contractor is required to follow any workplace health and/or safety rules indicated for their position specified in a Peace Corps policy/policies (whether implemented under a Peace Corps Manual or Procedures/Program thereunder, Interim Policy Statement, a Medical Technical Guideline, a Peace Corps Headquarters official notice, and/or a post-specific Policy or Management Notice) – including complying with any medical and/or training requirements the policy/policies specify.

Provides support for staff members and Volunteers in exceptional circumstances such as country evacuations.

COVID-19 and Other Flexibilities: If there is a time at post, due to the COVID-19 pandemic or for any other reason, when there are limited or no Peace Corps Trainees and/or Volunteers (jointly referred to as “Volunteers”) in the Peace Corps country of assignment, the PSC may be temporarily assigned during that period, as determined by the Peace Corps Country Director, to carry out additional duties and responsibilities in furtherance of the goals of the Peace Corps in order to enhance the ability of Peace Corps Volunteers to perform functions under the Peace Corps Act, including facilitating a safe environment in order for the successful return or increase of Volunteers.

This temporary assignment may require the PSC to provide services and/or support beyond what is listed in their current Statement of Work (SOW). The services and/or support may take many forms, examples of which may include but are not limited to, training, providing administrative, technical, medical, and/or operational assistance, building on host country programs, etc. This temporary assignment also may require the PSC to provide these services and/or support to individuals/organizations other than those listed in their current SOW such as host country government, partner organization(s), community member(s), staff, and/or contractors.

Performs other duties or assignments, when deemed necessary by the CAO, for the successful management of Peace Corps operations in the country of assignment.

4. Roles and Responsibilities

The services to be performed shall be subject to the ultimate responsibility and authority of the Peace Corps CD in the country of assignment, who is responsible for all Peace Corps operations in the host country. The RA is a member of the Region’s M&O Unit and is supervised by the Regional CAO. The personal services contract is administered by the cognizant Contracting Officer in accordance with the applicable policies and procedures.

The RA has no supervisory responsibilities, except:

· For a US Citizen RA with an Active Top Secret Clearance

· During the periods when designated as Acting DMO, then supervises the PSC staff the DMO is regularly responsible for supervising

· During the periods when designed as Acting for another M&O staff member in the country of assignment with supervisory responsibilities, then supervises the PSC staff that position is regularly responsible for supervising

· For non-US Citizen RAs or US Citizen RAs without an Active Top Secret Clearance:

· During the periods when designed as Acting for another M&O staff member in the country of assignment with supervisory responsibilities, then supervises the PSC staff that position is regularly responsible for supervising During these periods where the RA will Act as Supervisor, their supervisory responsibilities may include the following, among others:

· Assigns and monitors daily, weekly, and monthly work assignments to ensure they are completed properly and before applicable deadlines.

· Monitors time and attendance (to include signing/approving leave requests and/or time sheets if post time keeping policies so require).

· Performs all phases of the formal PSC performance evaluation process (beginning of contract period, mid-contract period, and end-of-contract period).

· Provides and/or advocates for appropriate supervisee training and/or professional development opportunities.

· Works with DMO and to appropriately address any supervisee performance and/or conduct issues which may arise.

5. Level of Effort and Schedule

When on assignment, the schedule will be full-time (averaging a minimum of 8 hours per workday, with 10 workdays in a Pay Period (PP)), with periods of increased work expected while away from the office on in-country travel and during the periods when working in a delegated Acting capacity or handling the duties of post M&O staff. Further, the RA may be required to hold a duty phone and/or to respond to off-hour calls or attend off-hour meetings (i.e., nights, weekends, and holidays) related to their position. The RA is ineligible for additional pay or leave (e.g., paid leave, holiday pay, or overtime pay) for work performed off-hours (i.e., nights, weekends, and holidays) or for hours spent working beyond their minimum work schedule.

The RA will adhere to the standard office schedule specified in the Peace Corps Country Staff Handbook unless otherwise on approved leave or working an approved alternative schedule. The RA is expected to report to work on time and to work diligently on assigned Peace Corps duties and responsibilities during work hours.

7. Minimum Qualifications

· Completing a background investigation and security certification/clearance prior to contract award and maintaining their status throughout the period of the contract. For US Citizens, a Top Secret security clearance is required.

· Completing a medical evaluation and doctor’s note or medical clearance for overseas assignments within the EMA or AFR Region prior to contract award and maintaining their medical status throughout the period of the contract. For US Citizens, a Worldwide Department of State medical clearance is required.

· For US Citizens, obtaining and/or providing proof of having international health insurance coverage (to include coverage for overseas hospitalization) prior to contract award and maintaining the coverage throughout the period of the contract.

· Successfully registering in the System for Award Management (www.sam.gov) prior to contract award and maintaining active registration throughout the period of the contract.

· Receiving payment in US dollars via electronic funds transfer (EFT) throughout the period of the contract.

· Bachelor’s degree in related field.

· Minimum seven years of experience in administrative operations, such as budget formulation and execution, human resource management, procurement, contracts, property management, supervising computer system administration, and general services support.

· Minimum five years of experience providing administrative support to international volunteers, students, or interns.

· Minimum five years of experience living and working in transitioning or developing international countries.

· Minimum five years of supervisory experience as a first-level supervisor or higher.

· Minimum three years of experience providing training and/or mentoring to management staff on administrative procedures.

· Minimum two years of experience conducting assessments and preparing written reports.

· Ability to communicate professionally orally and in writing in English.

· Ability to appropriately work in confidential situations.

· Ability to travel to overseas posts for undefined periods of time.