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USPSC - Program Operations Specialist Humanitarian Policy and Global Engagement Team in Washington, D.C.

Solicitation Number: SOL-OFDA-13-000005
Agency: Agency for International Development
Office: Washington D.C.
Location: USAID/Washington
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Combined Synopsis/Solicitation
Added: Dec 17, 2012 9:57 am

ISSUANCE DATE: December 17, 2012
CLOSING DATE: January 16, 2013, at 5:00 p.m. EST

SUBJECT: Solicitation for U.S. Personal Service Contractor for a Program Operations Specialist - Humanitarian Policy and Global Engagement Team in Washington, D.C.


The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications (Optional Form 612 only) from qualified U.S. citizens to provide personal services as a Program Operations Specialist with the Humanitarian Policy and Global Engagement Team under a personal services contract, as described in the attached solicitation.

Submittals must be in accordance with the attached information at the place and time specified.

Applicants interested in applying for this position MUST submit the following materials:
• Complete and hand-signed federal form OF-612 (including OF-612 continuation sheets as needed).

NOTE: Submission of a resume alone IS NOT a complete application. This position requires the completion of additional forms and/or supplemental materials as described in the "Applying" section. Please carefully review the complete job announcement and the "Applying" instructions. Failure to provide the required information and/or materials will result in your not being considered for employment.

• Supplemental document specifically addressing the five (5) Quality Ranking Factors (QRFs) shown in the solicitation.

Incomplete or unsigned applications will not be considered. These signed forms must be mailed, delivered, faxed, or emailed (email applications must be signed) to:
529 14th Street, NW, Suite 700
Washington, DC 20045
E-Mail Address:
Facsímile: (202) 315-3803 or (240) 465-0244

Applicants should retain for their records copies of all enclosures which accompany their applications. Any questions on this solicitation may be directed to:
Laura Unterholzner or Allison Moses
Telephone Number: (202) 661-9334 or (202) 661-9366
E-Mail Address:
Facsímile: (202) 315-3803 or (240) 465-0244


Lance Butler III, Contracting Officer

Solicitation for U.S. Personal Service Contractor (PSC) Program Operations Specialist - Humanitarian Policy and Global Engagement Team


2. ISSUANCE DATE: December 17, 2012


4. POSITION TITLE: Program Operations Specialist

5. MARKET VALUE: GS-12 equivalent ($74,872 - $97,333 - includes locality pay). Final compensation will be negotiated within the listed market value based upon the candidate's past salary, work history and educational background. Salaries over and above the top of the pay range will not be entertained or negotiated. Candidates who live outside the Washington, D.C. area will be considered for employment but no relocation expenses will be reimbursed.

6. PERIOD OF PERFORMANCE: Two (2) years, with three (3) option years





The Office of U.S. Foreign Disaster Assistance (OFDA) is the office within USAID that is responsible for providing emergency non-food humanitarian assistance in response to international crises and disasters. OFDA is part of the Bureau for Democracy, Conflict, and Humanitarian Assistance (DCHA) and is organized into three divisions. The Disaster Response and Mitigation Division (DRM) is responsible for the provision of emergency humanitarian assistance through a grants mechanism to non-governmental organizations (NGOs), international organizations (IOs) including the United Nations (UN) agencies, and to other partners to ensure the implementation and delivery of this assistance. This division also oversees OFDA's non-response efforts in disaster risk reduction. DRM also coordinates with other organizations for the provision of relief supplies and assistance. DRM devises, coordinates, and implements program strategies for a variety of natural and human-caused disaster situations. It encompasses a group of technical sector specialists who provide expert capability in assessing the quality of disaster response and disaster risk reduction activities. The Program Support Division (PS) provides programmatic and administrative support including budget/financial services, procurement planning and guidance, contracts and grants administration, and communication support for OFDA's Washington and field offices. The Operations Division (OPS) develops and manages logistical and operational support for disaster responses and administrative support to all offices and operations. OPS maintains readiness to respond to emergencies through several mechanisms, including managing Search and Rescue Teams (SAR), coordinating and supporting Disaster Assistance Response Teams (DARTs), and the Washington-based Response Management Teams (RMTs) as needed. In addition to DRM, PS, and OPS, OFDA has a Humanitarian Policy and Global Engagement Team.


Within OFDA, the Humanitarian Policy and Global Engagement (HPGE) Team serves as the principle focal point for humanitarian policy development, engagement with UN agencies and other public international organizations, and other donor governments. The HPGE Team tracks trends and policy developments in the humanitarian assistance field; engages in policy discussion with other donors and multilateral agencies; recommends strategies for action; initiates policy and internal guidance for the organization; maintains global relationships with OFDA implementing partners and other donors; leads OFDA's communications work; and serves as the primary interlocutor with OFDA's other federal partners on global issues. The HPGE Team is directed by a Humanitarian Coordination Specialist, and supported by a Humanitarian Policy Advisor, an Operations Support Coordinator, and has staff focused on program development, policy and outreach, strategic communications, and interagency engagement. The HPGE Team also has Humanitarian Advisors located in Rome, Geneva, and New York. The Program Operations Specialist (POS) is part of the HPGE Team's program staff.

The POS's primary responsibility would be to manage administration of a portfolio of globally-funded OFDA programs, many of which are implemented by UN agencies and public international organizations. In this capacity, the POS would help manage the process of awarding large macro-grants to UN agencies, and serve as Agreement Officer's Representative (AOR) or Alternate AOR for a number of awards. In addition to managing the portfolio, the POS would also be expected to provide guidance on OFDA's relationship with public international organizations, as well as guidance on internal USAID regulations and policies impacting these relationships. The POS will be responsible to help develop and refine internal OFDA business processes and address a number of humanitarian policy issues, as assigned.

The POS will work closely with the HPGE Team's other POS, and would report to the Team's Senior POS.


To obtain the services of a POS to provide programmatic, liaison and grant management support to OFDA's HPGE Team.



The POS's responsibilities will include the following:

Grant Portfolio Management:
• Become certified and serve as the Contracting Officer's Representative (COR) and Agreement Officer's Representative (AOR), as appropriate, for awards managed by the HPGE Team.
• Prepare all documentation to obtain timely award approval. This will involve properly inputting data into Office and Agency administrative and financial tracking systems for transmittal to the Office of Acquisition and Assistance.
• Ensure that all steps involved in managing a grant portfolio are performed, i.e., data entry, file maintenance, and close communication with relevant OFDA or other USAID staff, as needed.
• Track program reports from grantees and ensure reports are received in a timely manner.
• Review program reports to ensure that program objectives are achieved. Provide grantees with feedback on reports, and share reports with appropriate team members.
• Design and maintain internal grant tracking mechanisms.
• Ensure consistency in our grant management process across partner agencies.

Grant Guidelines and Regulations:
• Promote uniform policies and procedures for relating to partner agencies on grant management.
• Assists in developing policies and provide guidance on OFDA core business processes.
• Brief partner agencies and help disseminate information on OFDA grants guidelines.

External Relations:
• Develop and maintain communications and relationships with relevant individuals in partner organizations/offices, both within and outside the U.S. Government (USG) to ensure essential coordination of actions and information exchanges. Respond to inquiries, perform outreach services, and facilitate their access to OFDA staff.
• Assist in the organization of monthly, quarterly and annual consultations with partner agencies and organizations.
• Assist in the coordination of OFDA's participation in and input to the monthly meeting on specific disaster response areas conducted by InterAction, a coalition of U.S-based international NGOs. Take notes and produce meeting summaries to ensure program policy consistency.

Internal Coordination:
• Coordinate tasks and activities with OFDA colleagues, especially in DRM, as well as with DCHA's Office of Food for Peace (FFP).
• Assist the Senior POS in formulating the HPGE Team's internal budget.
• Assist with a wide range of taskers and briefing books.

Administrative and Other General Duties and Responsibilities:
• Participate in the preparation of memoranda and briefing papers where input from the HPGE Team is required.
• Assist in any follow-up actions regarding ongoing and current emergency programs.
• Draft responses to partner or staff inquiries and participate in making recommendations to resolve issues, as appropriate.
• Serve as a member of the Washington-based RMT, which provides services and support to DARTs deployed in response to disasters. The duties on the Washington RMT will be varied.
• On occasion, serve as OFDA Duty Officer.

The POS works under the supervision of and reports directly to the Senior POS or his/her designee. He/she will be expected to coordinate closely with the other POS. He/she may also be tasked directly by the Director for Humanitarian Policy and Global Engagement.

The incumbent will gradually be expected to take initiative, act independently within the larger team parameters, and perform with moderate to minimal direction from the Senior POS in the performance of his/her duties.


The work is generally sedentary and does not pose undue physical demands. During deployment on Disaster Assistance Response Teams (DARTs) (if required), and during site visits, there may be some additional physical exertion including long periods of standing, walking over rough terrain, or carrying of moderately heavy items (less than 50 pounds).


Work is primarily performed in an office setting. During deployment on Disaster Assistance Response Teams (DARTs) (if required), and during site visits, the work may additionally involve special safety and/or security precautions, wearing of protective equipment, and exposure to severe weather conditions.

12. START DATE: Immediately, once necessary clearances are obtained.

13. POINT OF CONTACT: See Cover Letter.

(Determines basic eligibility for the position. Applicants who do not meet all of the education and experience factors are considered NOT qualified for the position.)

Bachelor's degree with significant study in or pertinent to the specialized field (including, but not limited to, International Relations, Political Science, and Disaster Management), and five (5) years of relevant work experience, including at least two (2) years of field experience.


Master's degree with significant study in or pertinent to the specialized field (including, but not limited to, International Relations, Political Science, and Disaster Management), and four (4) years of relevant work experience, including at least two (2) years of field experience.

(Determines basic eligibility for the position. Applicants who do not meet all of the selection factors are considered NOT qualified for the position. The applicant shall use the "Other Qualifications" section of the OF-612 to address the italicized Selection Factors listed below.)
• Applicant is a U.S. Citizen;
• Complete and hand-signed federal form OF-612 and OF-612 continuation sheets submitted;
• All applicants must submit complete dates (months/years) and hours per week for all positions listed on the OF-612 to allow for adequate evaluation of your related and direct experience. Experience that cannot be quantified will not be counted towards meeting the experience requirements.
• Supplemental document specifically addressing the Quality Ranking Factors (QRFs) submitted;
• Ability to obtain a SECRET level security clearance as provided by USAID.
• Satisfactory verification of academic credentials.
• Knowledge of international humanitarian architecture, UN system and other public international organizations, and NGOs involved in the delivery of humanitarian assistance.
• Knowledge of broad policy trends within the international humanitarian arena.

(Used to determine the competitive ranking of qualified applicants in comparison to other applicants. The factors are listed in priority order from highest to least.)

QRF #1 Demonstrated knowledge and expertise in administrative management of large complex program portfolios from the proposal to the award process.

QRF #2 Direct experience with USAID programs, U.S. policy and regulations for responses to natural disasters and complex emergencies, and overall experience with U.S. Government systems and structure.

QRF #3 Demonstrated knowledge of the range of organizations participating in international humanitarian assistance, including governmental, international and non-governmental organizations. Detailed knowledge of structures, mandates, and policies of the United Nations system is needed.

QRF #4 Excellent written communication skills as demonstrated through the preparation of concise, clear, and grammatically sound documents describing a position, situation, or policy. Excellent oral communications skills as demonstrated by public speaking experience.

QRF #5 Demonstrated ability to consistently and independently perform in a high-pressure environment. Strong work ethic and ability to initiate, develop and manage multiple projects simultaneously. A high degree of diplomatic skills. Excellent personal organization, facilitation, meeting planning, and team skills.

BASIS OF RATING: Applicants who meet the Education/Experience requirements and Selection Factors will be further evaluated based on scoring of the Quality Ranking Factor (QRF) responses. Those applicants determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.

Applicants are required to address each of the QRFs on a separate sheet describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to address the selection and/or Quality Ranking Factors may result in your not receiving credit for all of your pertinent experience, education, training and/or awards.

The Applicant Rating System is as Follows:
QRFs have been assigned the following points:
QRF #1 - 15 points
QRF #2 - 15 points
QRF #3 - 10 points
QRF #4 - 5 points
QRF #5 - 5 points

Interview Performance - 30 points

Satisfactory Professional Reference Checks - 20 points

Total Possible Points: 100


Applications must be received by the closing date and time at the address specified in the cover letter.

Qualified individuals are required to submit:

1. A complete U.S. Government OF-612 form with hand-written signature (including OF-612 continuation sheets as needed) (downloadable forms are available on the USAID website,, at Federal offices, or at

NOTE: Submission of a resume alone IS NOT a complete application. This position requires the completion of additional forms and/or supplemental materials as described in this section. Failure to provide the required information and/or materials will result in your not being considered for employment.

2. A supplemental document specifically addressing the five (5) Quality Ranking Factors (QRFs) shown in the solicitation.

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.


Via mail: GlobalCorps, 529 14th Street, NW, Suite 700, Washington, DC 20045
Via facsímile: (202) 315-3803 or (240) 465-0244
Via email:

The most qualified candidates may be interviewed and required to provide a writing sample. OFDA will not pay for any expenses associated with the interviews. Professional references and academic credentials will be evaluated for applicants being considered for selection. OFDA reserves the right to select additional candidates if vacancies become available during future phases of the selection process.

NOTE: If the full security application package is not submitted within 30 days after the Office of Security determines eligibility, the offer may be rescinded. If a Secret security clearance is not obtained within nine months after offer acceptance, the offer may be rescinded.


This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the application.


All individuals contracted as US PSCs are required to have a DUNS Number. USAID will provide a generic DUNS Number and PSCs are not required to register with CCR.

For general information about DUNS Numbers, please refer to FAR Clause 52.204-6, Data Universal Numbering System (DUNS) Number (10/2003)


Forms outlined below can found at: or at

1. Optional Form 612.
2. Medical History and Examination Form (DS-6561). **
3. Questionnaire for Sensitive Positions (for National Security)
(SF-86), or **
4. Questionnaire for Non-Sensitive Positions (SF-85). **
5. Finger Print Card (FD-258). **
6. Employment Eligibility Verification (I-9 Form). **

** Forms 2 through 6 shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.


CIBs and AAPDs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to to determine which CIBs and AAPDs apply to this contract.


AAPD No. 06-10 is hereby incorporated as Attachment 1 to the solicitation.


As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:


Employer's FICA Contribution
Contribution toward Health & Life Insurance
Pay Comparability Adjustment
Annual Increase
Eligibility for Worker's Compensation
Annual & Sick Leave

ALLOWANCES (if Applicable).*

(A) Temporary Lodging Allowance (Section 120).
(B) Living Quarters Allowance (Section 130).
(C) Post Allowance (Section 220).
(D) Supplemental Post Allowance (Section 230).
(E) Separate Maintenance Allowance (Section 260).
(F) Education Allowance (Section 270).
(G) Education Travel (Section 280).
(H) Post Differential (Chapter 500).
(I) Payments during Evacuation/Authorized Departure (Section 600), and
(J) Danger Pay (Section 650).

* Standardized Regulations (Government Civilians Foreign Areas).

FEDERAL TAXES: USPSCs are required to pay Federal Income Taxes, FICA, and Medicare




(OCTOBER 2006)

(a) Definitions. Terms used in this General Provision are defined in 16
FAM 116 available at

Note: personal services contractors are not eligible to participate in the Federal Employees Health Programs.

(b) The regulations in the Foreign Affairs Manual, Volume 16, Chapter 520 (16 FAM 520), Responsibility for Payment of Medical Expenses, apply to this contract, except as stated below. The contractor and each eligible family member are strongly encouraged to obtain health insurance that covers this assignment. Nothing in this provision supersedes or contradicts any other term or provision in this contract that pertains to insurance or medical costs, except that section (e) supplements General Provision 25. "MEDICAL EVACUATION (MEDEVAC) SERVICES."

(c) When the contractor or eligible family member is covered by health insurance, that insurance is the primary payer for medical services provided to that contractor or eligible family member(s) both in the United States and abroad. The primary insurer's liability is determined by the terms, conditions, limitations, and exclusions of the insurance policy. When the contractor or eligible family member is not covered by health insurance, the contractor is the primary payer for the total amount of medical costs incurred and the U.S. Government has no payment obligation (see paragraph (f) of this provision).

(d) USAID serves as a secondary payer for medical expenses of the contractor and eligible family members who are covered by health insurance, where the following conditions are met:

(1) The illness, injury, or medical condition giving rise to the expense is incurred, caused, or materially aggravated while the eligible individual is stationed or assigned abroad;

(2) The illness, injury, or medical condition giving rise to the expense required or requires hospitalization and the expense is directly related to the treatment of such illness, injury, or medical condition, including obstetrical care; and

(3) The Office of Medical Services (M/MED) or a Foreign Service medical provider (FSMP) determines that the treatment is appropriate for, and directly related to, the illness, injury, or medical condition.

(e) The Mission Director may, on the advice of M/MED or an FSMP at post, authorize medical travel for the contractor or an eligible family member in accordance with the General Provision 10, Travel and Transportation Expenses (July 1993), section (i) entitled "Emergency and Irregular Travel and Transportation." In the event of a medical emergency, when time does not permit consultation, the Mission Director may issue a Travel Authorization Form or Medical Services Authorization Form DS-3067, provided that the FSMP or Post Medical Advisor (PMA) is notified as soon as possible following such an issuance. The contractor must promptly file a claim with his or her medevac insurance provider and repay to USAID any amount the medevac insurer pays for medical travel, up to the amount USAID paid under this section. The contractor must repay USAID for medical costs paid by the medevac insurer in accordance with sections (f) and (g) below. In order for medical travel to be an allowable cost under General Provision 10, the contractor must provide USAID written evidence that medevac insurance does not cover these medical travel costs.

(f) If the contractor or eligible family member is not covered by primary health insurance, the contractor is the primary payer for the total amount of medical costs incurred. In the event of a medical emergency, the Medical and Health Program may authorize issuance of Form DS-3067, Authorization for Medical Services for Employees and/or Dependents, to secure admission to a hospital located abroad for the uninsured contractor or eligible family member. In that case, the contractor will be required to reimburse USAID in full for funds advanced by USAID pursuant to the issuance of the authorization. The contractor may reimburse USAID directly or USAID may offset the cost from the contractor's invoice payments under this contract, any other contract the individual has with the U.S. Government, or through any other available debt collection mechanism.

(g) When USAID pays medical expenses (e.g., pursuant to Form DS-3067, Authorization for Medical Services for Employees and/or Dependents), repayment must be made to USAID either by insurance payment or directly by the contractor, except for the amount of such expenses USAID is obligated to pay under this provision. The Contracting Officer will determine the repayment amount in accordance with the terms of this provision and the policies and procedures for employees contained in 16 FAM 521. When USAID pays the medical expenses, including medical travel costs (see section (e) above), of an individual (either the contractor or an eligible family member) who is covered by insurance, that individual promptly must claim his or her benefits under any applicable insurance policy or policies. As soon as the individual receives the insurance payment, the contractor must reimburse USAID for the full amount that USAID paid on the individual's behalf or the repayment amount determined by the Contracting Officer in accordance with this paragraph, whichever is less. If an individual is not covered by insurance, the contractor must reimburse USAID for the entire amount of all medical expenses and any travel costs the contractor receives from his/her medevac provider.

(h) In the event that the contractor or eligible family member fails to recover insurance payments or transfer the amount of such payments to USAID within 90 days, USAID will take appropriate action to collect the payments due, unless such failure is for reasons beyond the control of the USPSC/dependent.

(i) Before departing post or terminating the contract, the contractor must settle all medical expense and medical travel costs. If the contractor is insured, he or she must provide proof to the Contracting Officer that those insurance claims have been submitted to the insurance carrier(s) and sign a repayment agreement to repay to USAID any amounts paid by the insurance carrier(s).

Please consult the list of document viewers if you cannot open a file.

OF-612 Form

Other (Draft RFPs/RFIs, Responses to Questions, etc..)
OF-612 Form
Posted Date:
December 17, 2012
OF612word2006.doc (184.00 Kb)
Description: OF-612 form
OF612cont3.doc (72.50 Kb)
Description: OF-612 Continuation Sheet


Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
December 17, 2012
Description: Solicitation for SOL-OFDA-13-000005
1300 Pennsylvania Avenue, NW
Room 7.10-006
Washington, District of Columbia 20523
United States
Washington, D.C.

United States
Allison E. Moses
Phone: 2026619366
Laura Unterholzner,
Phone: 202-661-9334