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USAID/OTI Senior Management Advisor -Worldwide

  • full-time job
  • Worldwide
  • Posted 2 weeks ago
  • Oct 20, 2017

USAIDOTI USAID Office of Transition Initiatives

The OTI Senior Management Advisor – Worldwide is an intermittent Personal Services Contract (PSC) position at the GS-14/15 equivalent level and located worldwide. Applications for this position are due no later than October 20, 2017 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.

Please cite PCDNetwork as the source of the posting in your application.

INTRODUCTION

The Senior Management Advisor is an expert in the multitude of functions that comprise program operations and management for USAID’s Office of Transition Initiatives programs in Washington, DC and the field. This individual must be readily available to provide the required services on an intermittent basis, often on short notice with little time for preparation. The Senior Management Advisor will be required to travel to OTI field offices that are located in countries with complex problems, often in difficult and harsh environments, with some offices located in countries with no other USAID presence. The incumbent will also spend time at OTI headquarters in Washington, DC. The Senior Management Advisor reports to the Chief of OTI’s Operations and Management Division or his/her designee. The Senior Management Advisor spends his or her time working side by side with OTI Washington staff and with country program implementation teams in the field. All field activities, and the majority of the headquarters activities supported, are transition program implementation-focused.

This position is a very senior-level intermittent position that requires an experienced professional who has overseas experience in diplomacy and can effectively and efficiently function in complex, difficult and unstable environments. The Senior Management Advisor is extremely knowledgeable in administrative management functions and the manner, historical style and procedures employed by the U.S. Government in the normal conduct of its business with emergency, transitional, and development activities overseas. Administrative management functions include management analysis, human resources in relation to U.S. and foreign national Personal Services Contractors, general services (which include vehicle management, real and personal property management, and equipment and facilities maintenance), records keeping and management, operating budgets, International Cooperative Administrative Support Services (ICASS), security, and contracting and procurement. A thorough comprehension and proven record of performance in these functions is an absolute necessity for a Senior Management Advisor to meet the requirements of the position. The successful candidate will be able to identify key leaders in the field and Washington, and establish sound professional relationships with them, to ensure the success of OTI’s programs in transition countries overseas. Excellent analytical skills and the ability to grasp and resolve problems quickly are essential.

DUTIES AND RESPONSIBILITIES

The work of the Senior Management Advisor requires teamwork, the exercise of discretion, judgment, and personal responsibility. As a member of a highly operational office, the incumbent is willing and able to perform a wide range of administrative functions to help ensure programmatic success. The incumbent has a high level of integrity and attention to detail to ensure the use of OTI systems and procedures to maintain effective and efficient management of funds, programming, and monitoring and evaluation. The incumbent is highly flexible and willing to work under conditions of ongoing change, and remains professional and respectful of colleagues and authority in a diverse workforce. She or he places a premium on the building of positive relationships with his or her respective team both in the field and in Washington, and with key stakeholders both in and outside of USAID. The incumbent is able to prioritize and complete tasks without follow-up by the supervisor, while also filling in gaps as needed to ensure the responsiveness of the team. The Senior Management Advisor is a strategic thinker, articulates innovative ideas, presents solutions, and is a positive role model for colleagues both in and outside of OTI.

Under the direct supervision of the DCHA/OTI Operations and Management Division (OMD) Chief or his/her designee, the Senior Management Advisor will perform the following duties:

At the GS-14 level:

  • Conduct field visits to assess and evaluate administrative management systems, issues and operations for OTI country program start-ups, mid-reviews and closeouts. Provide in-country reviews to improve program support and coordination within the OTI country team;
  • Serve as a management analyst for OTI country programs in the field and Washington, advising and assisting on U.S. Government management policies and systems at all levels of the organization;
  • Collaborate with OTI teams to ensure that proper administrative start-up procedures are in place to provide quick and smooth operations for OTI field offices;
  • Provide personnel support services for program-funded Personal Services Contractors (PSCs) including the review of position descriptions. Advise on agency policies and procedures pertaining to the employment of U.S. and foreign national PSCs;
  • As requested, review field staff mixes with the OTI country team for the ongoing OTI program staff to assess field staff requirements, review staff training plans, and ensure that they are adequate and fully implemented in support of transition programs;
  • Conduct records management reviews of OTI/Washington’s country program and COR/AOR files to ensure that records are established, maintained and disposed of in accordance with established agency policy and office guidelines;
  • Coordinate with the OTI country and IT teams, USAID, and the U.S. Embassy to ensure that field programs are able to procure and install adequate computer hardware and software;
  • Advise on the establishment of International Cooperative Administrative Support Services (ICASS) agreements. Review ICASS budgets and invoices in collaboration with the OTI country team to ensure that costs are consistent with the services being provided, and that appropriate levels of services are being obtained under ICASS;
  • Identify and negotiate agreements with service providers (e.g. U.S. Embassy, USAID Mission, etc.) for field team administrative support, and assess the quality and cost of services. Advise on alternatives to be considered when services do not meet established quality standards: ensure that residential housing, furnishings and equipment are adequate and consistent with post policy, and maintained and operated in accordance with established guidelines;
  • Coordinate with the USAID Office of Security and the Embassy Regional Security Officer to ensure that proper security measures are in place for OTI workplaces and residences, and work closely with the OTI country team to review implementing partner security procedures;
  • Ensure that all OTI property is appropriately inventoried, marked and in good condition, with adequate inventory controls in place;             
  • Collaborate with OTI teams to provide mid-program reviews to ensure that operations are in compliance with USAID/Embassy rules, regulations and best practices. These field reviews will promote mutual understanding of agency policies applicable to solving any problems or concerns relating to administrative support services;                                                   
  • Collaborate with the OTI teams to implement proper closeout procedures for country programs, including proper disposition of property, termination of agreements such as ICASS, and termination of host country staff in accordance with the Embassy Compensation Plan and host country laws;
  • Establish relationships with OTI Washington and field staff, OTI implementing partner staff, and USAID and Embassy management officials to provide guidance and leadership on administrative management issues;
  • As requested, meet with implementing partners to discuss administrative management issues such as records maintenance, inventory and disposition of property;
  • Step into a range of roles to fill critical management gaps, including operations support and office leadership roles to ensure that OTI programs continue to run smoothly;
  • Mentor OTI Team Leaders, Country Representatives and Program Managers. Provide orientation, training and guidance for staff, explaining the importance of operational awareness in order to avoid possible administrative vulnerabilities;
  • Mentor Junior Operations Bullpen staff and provide training and guidance on Executive Officer subject matter – general services, records management, ICASS, and personnel management;
  • As needed, serve on short-term assignments with other USAID offices or bureaus in direct support of OTI programs. These placements shall not exceed three months;
  • Perform all other duties as assigned by the supervisor.

At the GS-15 level:

  • Conduct field visits to assess and evaluate administrative management systems, issues and operations for OTI country program start-ups, mid-reviews and closeouts. Provide in-country reviews to improve program support and coordination within the OTI country team;
  • Serve as a management analyst for OTI country programs in the field and Washington, advising and assisting on U.S. Government management policies and systems at all levels of the organization;
  • Collaborate with OTI teams to ensure that proper administrative start-up procedures are in place to provide quick and smooth operations for OTI field offices;
  • Provide personnel support services for program-funded Personal Services Contractors (PSCs) including the review of position descriptions. Advise on agency policies and procedures pertaining to the employment of U.S. and foreign national PSCs;
  • As requested, review field staff mixes with the OTI country team for the ongoing OTI program staff to assess field staff requirements, review staff training plans, and ensure that they are adequate and fully implemented in support of transition programs;
  • Conduct records management reviews of OTI/Washington’s country program and COR/AORs files to ensure that records are established, maintained and disposed of in accordance with established agency policy and office guidelines;
  • Coordinate with the OTI country and IT teams, USAID, and the U.S. Embassy to ensure that field programs are able to procure and install adequate computer hardware and software;
  • Advise on the establishment of International Cooperative Administrative Support Services (ICASS) agreements. Review ICASS budgets and invoices in collaboration with the OTI country team to ensure that costs are consistent with the services being provided, and that appropriate levels of services are being obtained under ICASS;
  • Identify and negotiate agreements with service providers (e.g. U.S. Embassy, USAID Mission, etc.) for field team administrative support, and assess the quality and cost of services. Advise on alternatives to be considered when services do not meet established quality standards: ensure that residential housing, furnishings and equipment are adequate and consistent with post policy, and maintained and operated in accordance with established guidelines;
  • Coordinate with the USAID Office of Security and the Embassy Regional Security Officer to ensure that proper security measures are in place for OTI workplaces and residences, and work closely with the OTI country team to review implementing partner security procedures;
  • Ensure that all OTI property is appropriately inventoried, marked and in good condition, with adequate inventory controls in place;
  • Collaborate with OTI teams to provide mid-program reviews to ensure that operations are in compliance with USAID/Embassy rules, regulations and best practices. These field reviews will promote mutual understanding of agency policies applicable to solving any problems or concerns relating to administrative support services;
  • Collaborate with the OTI teams to implement proper closeout procedures for country programs, including proper disposition of property, termination of agreements such as ICASS, and termination of host country staff in accordance with the Embassy Compensation Plan and host country laws;
  • Establish relationships with OTI Washington and field staff, OTI implementing partner staff, and USAID and Embassy management officials to provide guidance and leadership on administrative management issues;
  • As requested, meet with implementing partners to discuss administrative management issues such as records maintenance, inventory and disposition of property;
  • Step into a range of roles to fill critical management gaps, including operations support and office leadership roles to ensure that OTI programs continue to run smoothly;
  • Mentor OTI Team Leaders, Country Representatives and Program Managers. Provide orientation, training and guidance for staff, explaining the importance of operational awareness in order to avoid possible administrative vulnerabilities;
  • Mentor Junior Operations Bullpen staff and provide training and guidance on Executive Officer subject matter – general services, records management, ICASS, and personnel management;
  • As needed, serve on short-term assignments with other USAID offices or bureaus in direct support of OTI programs. These placements shall not exceed three months;
  • Perform all other duties as assigned by the supervisor.

MINIMUM QUALIFICATIONS

At a minimum, the applicant must have:

At the GS-14 level:

  • A Master’s Degree with seven (7) years of work experience;

OR 

A Bachelor’s Degree with nine (9) years of work experience;

AND

  • Six (6) years of experience in operations or administrative management positions including human resources, contract and procurement, personal property management, records management, security, and other related functions, of which four (4) years must have been performed overseas in developing countries undergoing political transition;
  • Demonstrated knowledge of U.S. Government acquisition and assistance regulations, particularly as applied to overseas settings in developing or crisis countries;
  • Demonstrated experience assembling overseas staff teams including: drafting position descriptions for contractor staff; hiring staff; mentoring, guiding and supervising staff.

At the GS-15 level:

  • A Master’s Degree with thirteen (13) years of work experience;

OR

A Bachelor’s Degree with fifteen (15) years of work experience;

AND

  • Nine (9) years of experience in operations or administrative management positions including human resources, contract and procurement, personal property management, records management, security, and other related functions, of which seven (7) years must have been performed overseas in developing countries undergoing political transition;
  • Demonstrated knowledge of U.S. Government acquisition and assistance regulations, particularly as applied to overseas settings in developing or crisis countries;
  • Demonstrated experience assembling overseas staff teams including: drafting position descriptions for contractor staff; hiring staff; mentoring, guiding and supervising staff.

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

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