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USPSC - Program Operations Specialist - Washington, D.C.

Solicitation Number: SOL-OFDA-13-000002
Agency: Agency for International Development
Office: Washington D.C.
Location: USAID/Washington
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Combined Synopsis/Solicitation
Added: Oct 24, 2012 9:43 am

ISSUANCE DATE: October 24, 2012
CLOSING DATE: November 26, 2012, 5:00 p.m. EST

SUBJECT: Solicitation for U.S. Personal Service Contractor for a Program Operations Specialist - Management and Administration 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 - Management and Administration 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 - Management and Administration Team


2. ISSUANCE DATE: October 24, 2012


4. POSITION TITLE: Program Operations Specialist

5. MARKET VALUE: GS-13 equivalent ($89,033 - $115,742 - 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.


The Program Support Division (PS) facilitates the provision of international humanitarian assistance through innovative and timely solutions in the areas of human resources, finance, communications, administration, and information and telecommunications technology (ICT). PS teams assist in staffing and recruitment and provide access to specialized resources through the award of contracts and grants; perform office-wide financial management and coordinate budget planning; provide specialized staff training; develop program related information products; and provide end-to-end ICT support including for all OFDA staff in headquarters and the field.

The Management and Administration (M&A) Team is part of the Program Support Division (PS) of OFDA. The core functions of the M&A Team include financial management of international disaster assistance funds, ICT program management, information management, and other general administration. The Program Operations Specialist, in close coordination with the OFDA Finance Unit Leader, will support the financial management of OFDA's humanitarian assistance and serve as an instrumental component in the implementation of OFDA's international disaster assistance budget and funding.


The Program Support Division's M&A Team requires a Program Operations Specialist to strengthen its capability to provide prompt, effective services in the area of financial management of contingency funds for humanitarian assistance programs, in support of OFDA's mandate to save lives and alleviate human suffering.



The Program Operations Specialist will assist in carrying out the financial management functions of the M&A Team in support of OFDA's worldwide humanitarian assistance operations and mandate.

The duties and responsibilities include:

External Budgeting
• Support the formulation of annual and supplemental program budget requests, narratives, and supporting materials for international disaster assistance (IDA) contingency funding, based on historical trends, projected humanitarian needs, and knowledge of organizational and USG budgetary priorities;
• Assist in justifying IDA budget requests, including responding to ad hoc inquiries and requests from OFDA's financial stakeholders, such as the Office of Management and Budget (OMB), the State Department's Bureau for Foreign Assistance (F), DCHA's Office of Program, Policy, and Management (PPM), and Congress;
• Work closely with OFDA's disaster response and technical staff to understand OFDA's humanitarian assistance programming priorities and advocate for OFDA's budget with external financial stakeholders based on these priorities;
• Help track the appropriations process and the outcome, including any special language or restrictions pertaining to OFDA's funding and which could impact its humanitarian assistance programs;

Internal Budgeting
• Support the planning, formulation, and execution of a complex office budget, that consists of reserves for unforeseeable disasters and emergencies, programs to address ongoing emergencies, as well as program support and operational expenses;
• Advise OFDA senior management during the annual internal budgeting process, and facilitate the allocation of budgets to divisions and teams once budgets are approved;
• Develop guidelines for use of funds provided to OFDA for specific countries, emergencies, or types of disaster assistance and set up systems to track them;
• Track the status of OFDA's disaster assistance resources, provide regular budget status updates to OFDA senior management and team leaders, and advise on budget reallocations as result of new disasters, shifting humanitarian needs and priorities, or budgetary developments;

Processing of financial transactions and maintenance of financial data in systems
• Develop proficiency in all Agency corporate financial and procurement management systems used to manage and program OFDA's disaster assistance funding;
• Process financial transactions using OFDA's program management and reporting system and Agency's financial and procurement systems, and reconcile data between the systems to ensure accuracy;
• Maintain budget and finance related records for OFDA's disaster assistance program funds;
• Assist with the processing of payment vouchers for OFDA's humanitarian assistance grants and cooperative agreements;
• Provide technical support for the development and maintenance of the information and reporting system which is used to manage OFDA's portfolio of humanitarian assistance programs. Help update and maintain data financial look-up tables; recommend modifications to meet continuing OFDA financial management needs and to refine reporting capabilities of the system; design standardized and ad hoc reports as needed; and participate in the ongoing database redesign, management, and evolution;
• Provide technical support to OFDA staff on the use of OFDA's program management and reporting system and Agency financial and procurement systems; develop written procedures and guidelines for users; train users to operate and retrieve financial information from the systems according to individual needs;

Financial Analysis and Reporting
• Meet regular financial and disaster reporting requirements to OFDA's financial stakeholders including OMB, F, PPM, and Congress;
• Prepare reports in response to ad hoc inquiries from OFDA staff and OFDA's financial stakeholders;
• Manipulate and query the systems to produce standard reports and ad hoc reports, utilizing Microsoft Excel software as necessary;

Other Financial Management Duties
• Monitor use of OFDA program funds by overseas USAID offices to ensure that resources are fully accounted for and utilized in accordance with the OFDA disaster assistance mandate and consistent with the accounts/appropriations provided to OFDA;
• Coordinate and monitor the accruals process on a quarterly basis and provide information and guidance as necessary to OFDA staff;
• Coordinate the annual review of unliquidated balances, including researching and initiating de-obligations of unliquidated funds as appropriate;
• Support OFDA's internal control processes, especially as they relate to financial management of OFDA's disaster assistance program funds, and support the preparation of OFDA's submission for the annual Federal Managers Financial Integrity Act (FMFIA) exercise;
• Represent the Finance Unit as needed on the Grants Working Group (GWG), an internal OFDA working group designed to develop and vet OFDA policy guidance on humanitarian assistance grant making and supporting processes. This includes attending weekly meetings, reviewing documents, drafting guidance as needed, and coordinating Finance Unit input into the GWG process;

Other OFDA Duties
• Serve, as needed, as Program Support representative on technical evaluation panels for OFDA solicitations including Personal Services Contractors (PSCs), Cooperative Agreements (CAs), Grants, and Contracts;
• As needed, serve on Disaster Assistance Response Teams (DARTs) which may require immediate (within 24 hours) deployment overseas for an extended period of time;
• As needed, serve as a member of the Washington-based Response Management Teams (RMTs), which provides services and support to DARTs deployed in response to disasters. The duties on RMTs will be varied; and
• Serve as the OFDA after-hours duty officer on a rotational basis, for approximately one week every six months.

The Program Operations Specialist works under the supervision of and reports directly to the Finance Unit Leader or her/his designee.

The Supervisor will set overall objectives. The employee and the supervisor together will develop deadlines, projects, and work to be accomplished. The incumbent is expected to take initiative, act independently, and manage his/her tasks with minimal supervision. The Program Operations Specialist will perform the duties and responsibilities with limited guidance and supervision from the Finance Unit Leader.


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 AND at least seven (7) years of relevant work experience in a combination of management, administration, finance, accounting, information management, international relations, humanitarian assistance and/or a related field (preferably a portion of which with the Federal Government).


Master's degree AND at least five (5) years of relevant work experience in a combination of management, administration, finance, accounting, information management, international relations, humanitarian assistance and/or a related field (preferably a portion of which with the Federal Government).


At least ten (10) years of work experience in a position culminating in the set of duties and responsibilities similar to those of this position.

(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 Factor 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 U.S. Government budgeting processes and financial systems, or processes and systems of a similar nature.
• Knowledge of international humanitarian assistance programming.

(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 Describe your experience with the federal appropriations process. Please highlight any experience specific to humanitarian assistance or contingency funding accounts.

QRF #2 Describe your experience supporting the planning and execution of a complex office budget that must be flexible enough to accommodate continually shifting program needs and priorities, as well as ongoing program support and operational expenses.

QRF #3 Describe your experience providing guidance and technical support to organizational staff on the use of financial management, procurement, and/or reporting systems.

QRF #4 Describe your experience using complex financial accounting systems, software, databases, and Microsoft Excel to process transactions, manage and analyze data, and produce reports.

QRF #5 Describe your experience in successfully working as a part of a team in a fast-paced, dynamic environment in which you are required to maintain flexibility, multi-task, manage competing priorities, meet aggressive deadlines, and complete tasks that require attention to detail.

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 - 10 points
QRF #2 - 10 points
QRF #3 - 10 points
QRF #4 - 5 points
QRF #5 - 5 points

Interview Performance - 40 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.


Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
October 24, 2012
Description: Solicitation for SOL-OFDA-13-000002

OF-612 forms

Other (Draft RFPs/RFIs, Responses to Questions, etc..)
OF-612 forms
Posted Date:
October 24, 2012
OF612word2006.doc (184.00 Kb)
Description: OF-612 Form
OF612cont3.doc (72.50 Kb)
Description: OF-612 Continuation Sheet
1300 Pennsylvania Avenue, NW
Room 7.10-006
Washington, District of Columbia 20523
United States
Washington, District of Columbia
United States
Allison E. Moses
Phone: 2026619366
Laura Unterholzner,
Phone: 202-661-9334