Solicitation Senior OMS November 2011.doc

SOLICITATION NUMBER:

SOL-267-12-000003

ISSUANCE DATE:

November 18, 2011

CLOSING DATE/TIME:

December 2, 2011 / 17:00 Baghdad Time

POSITION TITLE:

Senior Office Management Specialist

MARKET VALUE:

GS-11 ($ 50,287 to $ 65,371) PERIOD OF PERFORMANCE: Thirteen Months with possible extension

PLACE OF PERFORMANCE: Iraq

SECURITY ACCESS: Secret Clearance

AREA OF CONSIDERATION:

US Personal Services Contractor (USPSC)

POSITION DESCRIPTION:

Senior Office Management Specialist, Mission Director’s Office, USAID/Iraq

I. INTRODUCTION

The Office Management Specialist (OMS) serves as the primary USAID point of contact for U.S. inter-agency coordination of all planned meetings, events, reporting, briefing materials, public relations and outreach activities and manages the USAID Liaison Office in the U.S. Embassy (NEC). The OMS provides the full range of "Front Office" management, and technical administrative assistance to the Director and works directly with the USAID/Iraq Director, Deputy Director, Program Office staff and technical officers in facilitating communication and coordination efforts with U.S. Government agencies working in Iraq including U.S. Embassy officials and staff, the Executive Secretariat, US Forces-Iraq commanders and staff, Office of Security Cooperation, other US agencies at post, and others as needed. His/her duties also include attending regular coordination and review meetings with Embassy staff and other working groups in support of either the Mission Director, Deputy Mission Director, Program Officer or technical offices as needed. As requested the OMS will open and maintain a classified email account and be responsible for coordinating classified materials with other cleared management and technical officers as needed. The incumbent provides training and serves as a mentor to the USAID/Iraq Secretarial/Clerical and Administrative Support Staff.

II. DUTIES AND RESPONSIBILITIES

Liaison Duties and Responsibilities (30%)

The incumbent serves as a primary point of contact for U.S. inter-agency coordination and manages the USAID Outreach Liaison Office in the U.S. Embassy (NEC). As a liaison, s/he performs a wide variety of duties to ensure smooth, effective and efficient operations between the USAID Liaison Office and the US Embassy. Specific duties include the following and others, as requested by the Mission Director or Deputy Mission Director:

A. Enhance coordination with the U.S. Embassy, OSC-I and other U.S. agencies:

Serve as the primary USAID support coordinator or “face” for all U.S. Government agencies and offices including the Ambassador, DCM, U.S. Embassy staff, OSC-I and others as needed. Assist in the development of Monthly Reports and in collecting and distributing other reports as needed. Support Embassy and Bureau “taskers” in collaboration with Program and technical staff.

Coordinate and maintain a close working relationship with Embassy ExecSec office and other embassy offices. Review classified cables as directed.

B. Coordinate USAID/Iraq Event Planning:

Serve as USAID/Iraq primary event planning coordinator for all events as directed by USAID/Iraq mission management. Develop and maintain a Key Events Calendar and coordinate schedules with USAID/Iraq Director’s office. Coordinate VIP visits to USAID compound and offices in collaboration with the Director’s office and others as directed including related briefing materials or “packets”.

C. Manage Embassy Liaison Office:

Make sure office is clean and well stocked and open for the “public” during primary U.S. Embassy office hours, Sunday-Thursday 8:30 to 4:30. Assist USAID staff finding Embassy offices. Maintain Embassy and USAID staff lists and telephone lists up to date. Ensure Public Relations and outreach materials are well-displayed in an attractive and easily accessible format within the Embassy Liaison office. Develop and maintain a log of Liaison officer visitors including a record of the types of information sought, follow-up etc.

Administrative Management Support Duties/Responsibilities (70%):

The incumbent will serve as the Office Manager for the unit and provide all administrative services for the USAID Front Office to include, but not limited to, the following: the design, implementation and maintenance of a document tracking and information retrieval system for the office; maintenance of an up-to-date filing system; completion of time sheets; coordination of travel and leave schedules; implementation of routine maintenance of office equipment, as necessary; and scheduling and completion of arrangements for Front Office local briefings.

A.

S/he prepares trip requests for the Mission Director and Deputy Mission Director. Prepare requests for actual subsistence and obtains approved travel authorizations and tickets from the Travel Section. Specific actions required by the incumbent in direct support of Travel Coordination for the Mission Director and Deputy Mission Director currently include but are not limited to the following:

B.

S/he is responsible for the logistical arrangements for all official transportation/travel for the Office of the Mission Director. For all in-country travel, the incumbent: 1) prepares Mission-specific travel requests; 2) makes and confirms travel arrangements; 3) Coordinates PSD requests with the USAID Travel Office; 4) works closely with the Embassy Motor Pool Supervisor to arrange for an official vehicle (as/when required) for timely departure and arrival at destination(s).

For official international travel, the incumbent: 1) prepares required travel requests; 2) monitors/tracks status of Travel Authorizations submitted to the Directors’ Office; 3) upon completion of travel, prepares the required Agency Travel Voucher; ensures appropriate supporting reimbursement documentation is attached to the voucher prior to submission to OFM for follow-on action(s);

C.

The incumbent receives and reviews all correspondence/documents which must pass through the Front Office prepared by all other USAID/Iraq functional offices and/or units (such as program documents, cables, memos, and letters) to ensure correct formatting of documents, correct punctuation, capitalization, paragraphing, spelling, grammar in accordance with accepted Mission practices and ensures that all correspondence is properly cleared. Informs secretaries in all Mission offices of decisions, new procedures, or policies affecting them or their work, usually by e-mail, and serves as a resource to Mission technical staff and office secretaries on general administrative and clerical procedures, word processing and software needs, filing and documentation requirement.

D.

Incumbent assists in the development of various Reports and in collecting and distributing other reports as needed. Assigns, tracks and supports Embassy and Bureau “Taskers” in collaboration with Program and technical staff. Maintains a close working relationship with Embassy ExecSec office and other embassy offices. Reviews unclassified cables, establishes filing system and ensures access to appropriate staff.

E.

The incumbent serves as lead trainer and mentor to all other USAID/Iraq Secretarial/Clerical and Administrative Support Staff. The incumbent will prepare Individual Development Plans (IDPs) to include all official training requirements for the Mission administrative staff and will have technical and administrative responsibility for the implementation and subsequent evaluation of these plans. He/she will also design and implement ongoing On-The-Job training for administrative staff and provide oversight and review of all secretarial work prepared by Mission Secretaries/Administrative Assistants which require the clearance and/or authorizing signature of the Mission Director or Deputy Mission Director. This responsibility includes but is not limited to the review of documents for editorial changes such as use of correct grammar, sentence structure, format, and typing errors, etc.

F.

The incumbent will support the USDH annual evaluation process by establishing and maintaining schedules and records and issuing timely instructions under direction from the Executive Office and the Front Office. The USDH annual evaluation process is conducted in several stages in the course of the year and the incumbent will be responsible for accompanying and establishing schedules and records for each stage.

G.

S/he receives all calls and visitors with courtesy, patience, tact and diplomacy. Thoroughly screens incoming telephone calls to determine appropriate level of required response. Personally provides technical information to inquirers within scope of knowledge and authority or refers them to other Mission staff as appropriate. When the Director or Deputy is unavailable and/or in a meeting, the incumbent will schedule all appointments tentatively, confirming and/or rescheduling the appointment(s) as necessary. To avoid last minute scheduling conflicts (i.e., an unexpected meeting called by the Office of the Ambassador and/or the GOI where the Director's or Deputy’s attendance is required) all appointments are reconfirmed. The incumbent ensures the Director and Deputy remain cognizant of the date/times of scheduled/confirmed appointments and routinely utilizes the Calendar program to maintain appointments on a continual and current basis.

H.

The incumbent provides secretarial/administrative support for high level visitors as appropriate and/or required. S/he performs other duties, as required.

III. REQUIRED MINIMUM QUALIFICATIONS AND SELECTION CRITERIA

Candidates will be evaluated and ranked based on the following selection criteria:

Education (10 points): A Bachelor’s degree in communications, business, public administration or related fields is required. Courses in communications, public affairs, outreach, or closely related subjects are highly desirable.

Knowledge (15 points): Must have thorough knowledge and understanding of the functions of various US Government Agencies and their mandates in contributing to the overall USG policy in Iraq. Position serves as a point of contact hence knowledge in information gathering, effective dissemination and participation in outreach activities is crucial in meeting the public diplomacy aspect of the position and contributing to the USAID Strategy for Iraq.

Prior Work Experience (35 points): Three to five (3-5) years of progressively more responsible experience in U.S. government office management, administration, communications, public affairs, inter-agency coordination is required. At least two (2) years of U.S. government agency experience is highly desired. Successful work experience in a supervisory function and in a training role is also highly desired. Previous exposure to stressful and potentially hostile work/living environment is an asset. A calm demeanor, especially while under pressure, will be advantageous.

Language Proficiency (15 points): Level 4 English language proficiency is required. Given the nature of the position, effective written and oral communications are absolutely critical to perform successfully in this position. Incumbent must be able to communicate effectively and accurately with: 1) all categories of Mission employees; 2) Ministerial level Officials working in the Government of Iraq (GOI) ; 3) colleagues working in the Offices of the Ambassador, Administration, and Security, etc.; 4) other appropriate Embassy Offices and support staff when appropriate and/or necessary (i.e., Administration, Political, Consulate, etc.); 5) numerous International Organizations, Donors, and Embassies; 6) Office Directors, Desk Officers, Executive Management Officers working in the USAID/Washington-based Bureau; and 7) the general public. Given the level of responsibility associated with the position, communication skills, both written and oral, must be exceptional. The incumbent is required to be able to prepare concise/thorough briefing documents (as/when required); to include but not limited to: Mission-wide Front Office e-mail communications. Incumbent must also be capable of preparing reports, correspondence, documents in a professional and competent manner requiring little or no editorial changes. Arabic language skill, while not a requirement of the position, will be highly desirable. Demonstrated proficiency in Arabic language will earn additional points (15 points at the S3/R3 or 10 points at the S2/R2 level on the Foreign Service Institute scale).

Skills and Abilities (25 points): Position requires a demonstrated ability to manage multiple priorities and “customers” while coordinating a variety of senior officer agendas and requests for information. Ability to work independently with sound judgment is handling distinct organizational tendencies and preferences while maintaining and organizing a coordinated outreach calendar and preferences is required. Ability to organize and coordinate a full calendar of outreach and inter-agency coordination meetings involving coordination with both USAID and Embassy technical, program and public affairs officials. Proven ability to develop and establish excellent working relationships across a variety of organizational and cultural styles is also required. The successful candidate will have demonstrated complete mastery of the full range of Microsoft Office Suite software applications. The incumbent must be a dynamic self-starter.

Maximum points available: 100.

IV.

TERM OF PERFORMANCE / COMPENSATION

Within two weeks after written notice from the Contracting Officer that all clearances, including medical and security clearances, have been received, or unless another date is specified by the Contracting Officer in writing, the contractor shall proceed to the Washington, D.C. area for mandatory pre-deployment training and orientation, and then directly to Baghdad, Iraq, where s/he shall promptly commence performance of the duties specified above. The term of the contract will be for approximately thirteen months (including the mandatory training period in Washington, D.C.), with a period of service of one year at post.

The position has been classified at a GS-11 level. The actual salary of the successful candidate will be negotiated within the GS-11 pay band, depending on qualifications and previous salary history. It is unlikely that an individual will be selected who does not already have the prior training and experience to fully perform at the GS-11 level, or who in some other way does not fully meet all requirements for the position. However, should such an individual be offered a position, the offered salary may be at less than the minimum salary in the GS-11 pay band.

In addition to the basic salary, differentials and other benefits in effect at the time, and which are applicable and subject to change on a similar basis as for direct-hire USG employees, will be added. Illustratively, these may include 35% Post Differential, 35% Danger Pay, 5% Sunday Differential, and a Separate Maintenance Allowance, if applicable (Iraq is a no-dependent post).

The employees serving in Iraq are authorized three short regional rest breaks and two Rest and Recuperation (R&R) breaks per year, or, alternatively, three R&R breaks and no regional rest breaks. Twenty days of administrative leave are provided per year in addition to annual leave and may be taken during these rest breaks.

USAID will provide furnished housing and three meals per day within the guarded and fortified International Zone in Baghdad.

V.

MEDICAL AND SECURITY CLEARANCES

The selected candidate must be able to obtain both a background security clearance and a worldwide available medical clearance. The security clearance involves a comprehensive investigation performed by the appropriate U.S. Government agency. Details on how to obtain US Department of State Medical Unit clearance will be provided once a job offer is made and accepted.

VI.

BENEFITS/ALLOWANCES/TAXES

As a matter of policy, and as appropriate, a US/TCN PSC is normally authorized the following benefits and allowances: (NOTE: An individual defined as a Resident-Hire employee may only be eligible for those benefits listed under item A below.)

A. BENEFITS:

Employer's FICA Contribution

Contribution toward Health & Life Insurance

Pay Comparability Adjustment

Eligibility for Worker's Compensation

Annual & Sick Leave

Access to Embassy medical facilities, commissary and pouch mail service

B. ALLOWANCES (If Applicable):

Temporary Lodging Allowance (Section 120)

Living Quarters Allowance (Section 130)

Post Allowance (Section 220)

Supplemental Post Allowance (Section 230)

Separate Maintenance Allowance (Section 260)

Education Allowance (Section 270)

Education Travel (Section 280)

Post Differential (Chapter 500)

Payments during Evacuation/Authorized Departure (Section 600) and

Danger Pay (Section 650)

C. FEDERAL TAXES: USPSCs and TCNPSC green card holders are not exempt from payment of Federal Income taxes under the foreign earned income exclusion.

VII. APPLYING

Interested applicants MUST submit the following materials:

- Most current Curriculum vitae or resume

- Completed and hand-signed federal form OF-612 (including OF-612 continuation sheets as needed). The OF-612 can be downloaded from: www.usaid.gov/forms/.

- Three references, who are not family members or relatives, with telephones and e-mail contacts

- Brief appendix to demonstrate how prior experience and/or training address the minimum qualifications and selection criteria shown in the solicitation

Applicants are required to sign the certification at the end of the OF-612. Applications that are received without a signature will not be considered for the position.

Late, incomplete or unsigned applications will NOT be considered.

All applications should be submitted electronically to:

iraquspscjobs@usaid.gov

All applications should be received by the closing date and time previously specified. To ensure consideration of applications for the intended position, please reference the solicitation number on your application and as the subject line in any cover letter. The selection will be based on the panel evaluation of the applicants vis-à-vis selection criteria mentioned previously. Applicants should also note that the salary history for the purpose of the OF-612 is the salary paid, excluding benefits and allowances such as housing, travel, educational support, vehicle use, etc.

Points of Contact

Mr. Leslie C. Petersen, Executive Officer, Phone (in Iraq) (+1) 202-216-6276, xt4633; Email: lpetersen@usaid.gov or Francisco Santos, Human Resources Specialist, Phone (in Iraq) - (+1) 202-216-6276, xt4659; Email: frsantos@usaid.gov

1. LIST OF REQUIRED FORMS FOR PSCs

Forms outlined below can be found at: http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/

1. Optional Form 612.

2. Contractor Physical Examination (AID Form 1420-62)**

3. AID 6-1 (Request for Security Action)**

4. SF-86 (Questionnaire for National Security Positions)**

5. FD-258 (Fingerprint Cards) 2 ach**

6. AID 610-14 (Authority for Release of Information)**

7. AID 6-85 (Foreign Residence Data)**

8. Fair Credit Reporting Act of 1970, As Amended**

9. Notice Required by the Privacy Act of 1974**

** Forms 2 through 9 shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the job. Note: The selected individual shall be required to obtain a security clearance.

2. ACQUISITION AND ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING

TO PERSONAL SERVICE CONTRACT (PSC)

AAPDs contain information or changes pertaining to USAID policy, regulation and procedures concerning acquisition and assistance. A number of AAPDs pertain to Personal Service Contracts. Please refer to the USAID website: http://www.usaid.gov/procurement_bus_opp/procurement/psc_solicit/ to locate relevant AAPDs. Additionally, AIDAR Appendix D or J also applies to PSCs and can be found at: http://www.usaid.gov/policy/ads/300/aidar.pdf