The OTI Operations Team Lead is a full-time Personal Services Contract (PSC) position at the GS-13 equivalent level and located in Washington, D.C. Offers for this position are due no later than June 25, 2021 at 1:00pm Eastern Time (Deadline Extended). For full information about this position, as well as instructions on how to apply, please read the entire solicitation at www.OTIjobs.net.
INTRODUCTION: As a key member of the OTI Operations and Management Division, the Operations Team Leader is directly responsible for the overall administration, coordination, and evaluation of OTI’s Operations and Management Division functions. In addition to managing OTI’s most important resource, its people, the Operations and Management Division Team Leader will be a strategic partner to the Senior Leadership to participate in office strategy in addition to support administration.
DUTIES AND RESPONSIBILITIES:
- Manage a team of up to five people staffed at the GS 07 through GS 12 equivalent levels; recruit team members, set expectations and work objectives; assign and balance team workload; review work products; train and develop program-funded staff utilizing updated job aides and other training materials; hold staff accountable, provide constructive annual evaluations as well as ongoing feedback and address personnel issues as they arise.
Serve as strategic advisor to both office staff and leadership on personnel management and operations processes. Demonstrate a sound understanding of agency and federal procurement policies and regulations related to OTI systems for the recruitment and management of program-funded staff (such as U.S. Personal Services Contractor staff and Foreign Service Limited staff, etc.);
Develop and maintain effective relationships with all OTI staff and across USAID offices;
Evaluate processes to improve best practices and seek innovative ways of doing business to improve efficiency and effectiveness;
Liaise with the Agency's General Counsel (GC), Office of Acquisitions and Assistance (OAA), Human Capital and Talent Management, Administrative Management Services (AMS), USAID Travel Office, and other entities to ensure OTI follows standardized USAID policies and procedures, advocate for OTI requirements, and ensure that appropriate waivers are employed to enable rapid response for political transition programs overseas;
Perform services under this scope of work at physical locations other than Washington OTI headquarters, including within other USAID offices, bureaus or other USG agencies not to exceed six months. Serve as Acting Deputy Chief, Operations and Management and/or Acting Chief, Operations and Management when required; and,
Coordinate between all OTI’s divisions on all issues related to travel, human resources; talent management, administrative management and/or workforce planning.
Provide guidance and direction for office workforce planning efforts, ensuring a link to the larger OTI strategic plan, and secure adequate resources and tools for staff planning and administrative purposes; recommend actions to OTI supervisors to ensure maximum effective use and placement of program-funded personnel; ensure guidance documents such as job aids, office orders, and templates are updated on OTI’s knowledge network;
Maintain a strong understanding of USAID USPSC policies including contracting and benefits as governed by USAID Acquisition Regulations (AIDAR) Appendix D [https://www.acquisition.gov/aidar/aidar-appendix-d-direct-usaid-contracts-us-citizen-or-us-resident-alien-personal-services-abroad.] Maintain effective knowledge of industry trends, employment legislation, as well as federal and agency regulations pertaining to U.S. Personal Services Contractors and other program-funded hiring mechanisms to ensure office compliance;
Design and execute a communication strategy to inform staff of changes to personnel policies and procedures in coordination with OMD management;
Serve as the OTI point of contact for assisting in the recruitment and retention of all OTI direct hire staff both civil and foreign service. Oversee staffing levels and organizational charts to support OTI as a contingency office; ensure OTI compliance with all Agency and Conflict Prevention and Stabilization (CPS) Bureau data calls on staffing and personnel; and,
Lead or advise OTI on Diversity and Inclusion efforts in regards to recruitment and staffing, and participate in OTI or bureau or agency level working groups and reform efforts.
Use broad knowledge and experience in administrative office management, to liaise with offices outside of OTI, to successfully oversee issues related to facilities management including space, cube and workstation assignments and changes, telephone assignments and transfers, records management, and general office management such as supply orders and safety and emergency preparedness; serve as a Direct Line Officer (DLO) for OTI and liaises with Bureau-level Administrative Management Services (AMS);
Research, analyze, troubleshoot and resolve issues on benefits as they arise across all hiring mechanisms and recommend solutions for implementation by OTI management; Represent OTI in Conflict Prevention and Stabilization (CPS) Bureau and/or Agency efforts related to human resources such as serving on committees to analyze and recommend changes to USPSC policies and prepare deviations on benefits issues for USPSCs;
Manage OTI’s security clearance and badging processes for all hiring mechanisms across the office, including addressing issues with the Conflict Prevention and Stabilization (CPS) Bureau, AMS and USAID’s Office of Security (SEC). Manage unit security and classified information access for OTI; oversee process and management of ClassNet requests and issues;
Manage and coordinate OTI records management program including maintenance and disposition of administrative and program files; serve as records liaison officer and coordinate with Office of Information and Records Division (IRD) accordingly ensuring OTI is in compliance with latest records regulations;
Develop, maintain, and implement office policies and procedures related to general office management to maintain efficiency. Provide support and updated information to supervisors and employees on questions and requests related to the administrative support services provided by OTI; Identify issues/problems and escalate any major management issues to the attention of the Deputy Chief, Operations and Management Division; and,
Coordinate with OTI’s Senior Staff in drafting, distributing, reviewing, and analyzing staff morale and/or support surveys in order to improve performance and morale across the office; Oversee the coordination and facilitation of office-wide morale and well-being activities, including but not limited to multiple annual OTI events and staff care initiatives.
Advise and assist OTI management on sensitive personnel issues for all hiring mechanisms. Serve as lead advisor and mediator to research and resolve workplace conduct and performance management issues. Design an effective employee relations strategy to preserve the employer-employee relationship; In consultations with the Contracting Officer, advise on performance improvement plans, benchmarks and program-funded contract terminations; Manage relationships with inter-agency and other government agencies in support of OTI program funded staff on resolving complaints, claims or actions regarding EEO, harassment, labor relations, ethics and other similar processes;
Conduct exit interviews to determine reasons for staff departures, and make necessary changes to program-funded staff policy and succession planning; represent OTI in Conflict Prevention and Stabilization (CPS) Bureau and/or Agency efforts related to rightsizing and regionalization or other relevant topics;
Oversee the interpretation and application of USAID Automated Directive System (ADS) policies relating to human capital, and talent management issues; research, analyze and recommend OTI specific policies in line with USG requirements;
Oversee recognition and incentive-building programs for program-funded staff, and develop, maintain, and implement office recognition and incentive policies and procedures aligned with OTI’s mission, vision and goals. Collaborate with OTI supervisors and employees to establish innovative recognition opportunities to support retention, engagement and organization morale;
Oversee OTI’s compliance with annual performance evaluation requirements across all hiring mechanisms. This includes tracking compliance against submission requirements, following up with OTI supervisors/managers and serving as liaison with appropriate oversight offices (HCTM or USAID’s Office of Acquisition and Assistance). Strategically align performance criteria systems with office competencies, values, goals and strategic vision. Establish human resources objectives in line with office strategies;
Coordinate informational sessions on best practices related to supervising, managing, leading and/or mentoring staff and other applicable human capital and talent management topics; liaise with OTI Training Team, inter-agency offices, USAID Training and Development and external resources in support of OTI program-funded staff; ensure supervisor, management and leadership guidance and tools are updated on OTI’s knowledge management platform.
Serve as an expert in the area of federal and Agency travel processes and regulations, and provide concrete and concise policy and technical guidance as it pertains to domestic and international travel for OTI staff. Ensure that Travel and Operations Specialists serving on the team are providing accurate and timely support to OTI travelers. Participate on Agency panels and/or working groups to develop, improve, or train on new systems relevant to OTI travel requirements;
Oversee the preparation of travel authorizations in the Agency travel system for all OTI staff, including processing of travel requests, ensuring that all clearances have been obtained and that required documentation (itineraries, country clearances, and funding) has been prepared and any amendments to travel authorizations are processed as needed. Ensure that assignment to post travel authorizations are prepared according to agency guidelines;
Ensure Diplomatic and Official passport applications and requests for renewals are processed for OTI program funded staff, and facilitate the receipt of required visas and country clearances. Coordinate with the traveler and with the USAID travel agent to provide the traveler with a travel authorization, ticket, and travel voucher package. Advise OTI program staff on the preparation of documentation in support of international travel requests for country clearances, cable notifications of assignment to post for field staff, and maintain a library of resource documents of interest to travelers, including per diem rates and travel allowances;
Review and process travel vouchers for payment for program funded staff. Monitor processing via the Agency travel system to ensure timely payment by the Office of Financial Management (M/FM). Intervene when necessary to assist travelers in the resolution of problems arising in connection with their travel vouchers. Conduct periodic reviews of travel-related obligations and disbursements to identify funds for de-obligation;
Ensure that OTI, Agency, and State Department travel information and systems are shared efficiently and effectively with OTI staff, using OTI systems (e.g. OTI Anywhere) through regular group and one-on-one training, ad hoc brown bags, and maintenance of resources documents of interest to travelers; and,
Serve as the OTI point of contact on regulations and policies relating to ordered departure and emergency evacuation of program-funded staff posted to USAID Missions and/or U.S. Embassies. Assist employees on ordered departure with questions regarding allowances, departure location and other logistics.
At a minimum, the offeror must have:
- A Bachelor’s degree with a minimum of six (6) years of work experience;
Associates degree with a minimum eight (8) years of work experience;
A high school diploma with a minimum of ten (10) years of work experience;
- Four (4) years of experience in the field of operations or administrative management positions, including, but not limited to: travel coordination, human resources, office management, recruitment, procurement, benefits/compensation, employee relations, training and development, performance management, or strategic planning for an organization with staff located in at least two locations;
- Two (2) years of supervisory experience, including training, guiding and mentoring staff.
Please direct questions about this position or the offer process to the OTI Recruitment Team at email@example.com.
How to apply
For full information about this position, as well as instructions on how to apply, please visit www.OTIjobs.net.