Description
Position Description Management Officer FS-02 Equivalent U.S. Department of State Office of the Under Secretary for Political Affairs (P) Bureau for Near Eastern Affairs (NEA) Program of Technical Cooperation (PTC) *PLEASE NOTE: This is a personal services contractor position. All interested parties should apply directly by submitting their resume via emai.* Introduction This position is located in the Program of Technical Cooperation (PTC) in Riyadh, Saudi Arabia. PTC leads an interagency effort currently including several interagency partners, with the possible addition of other agencies and offices in the future. U.S. Chief of Mission staff working for the program in the Kingdom perform their duties primarily in Saudi facilities. The incumbent serves as the PTC Management Officer in a fast-faced office. PTC operates a hybrid support platform for more than 200 American and Locally-Engaged (LE) Staff, using both independent and Embassy Riyadh International Cooperative Administrative Support Services (ICASS) support elements. The Management Officer oversees the Management functions, including managing human resource requirements, procurement functions, and motor pool operations. Incumbent directly supervises one American and three Locally Engaged staff, reviewing two additional Locally Employed staff. The incumbent liaises with the Management Section of Embassy Riyadh to ensure that all ICASS services required to meet program needs are in place and function in accordance with ICASS service agreements and briefs program leadership on those meetings, upcoming areas of priority, and flags potential concerns. The ideal candidate will have experience working in a cross functional capacity, overseas professional experience, quality and management control standards experience, and knowledge of administrative and management policies, procedures and practices. Outstanding interpersonal skills, analytical skills, teamwork and written and oral communication skills are required. Major Duties and Responsibilities The Management Officer oversees the management functions assigned to PTC. Specific responsibilities include: Overall management of PTC support operations - Develops, plans, and implements ongoing program support; develops support workforce requirements; assesses the efficiency and effectiveness of operations; provides solutions; ensures the proper allocation and expenditure of program funds used for support elements; provides timely and appropriate services to program; supervises, trains, mentors, and evaluates the performance of subordinate employees; maintains internal management controls to prevent waste, fraud, and mismanagement. Ensure compliance with Embassy and PTC management policies and trains team on same, as needed. Contracting- Works with State's Office of Acquisition Management, the Frankfurt Regional Procurement Support Office, and Embassy Riyadh's GSO Procurement Unit to solicit, evaluate, negotiate, and award contracts with appropriate suppliers for products, services, or construction and in line with applicable rules and requirements. Serves as Contracting Officer's Representative for PTC contracts, actively manages the entire contract life cycle from pre-solicitation through post-closeout, taking appropriate action at each step. Identifies the need for procurement and developing appropriate acquisition documentation. Investigates and develops alternative means of supply. Logistics - Identifies activities involved in providing needed logistical support; requisitions or arranges for purchase, storage, and issuance of office supplies, services, and equipment: monitors logistical planning and identifies the cause and impact of delays and other problems; evaluates plans for and provision of logistical support for feasibility, efficiency, and economy; and develops alternatives when required. Inventory/Property - Manages supplies, equipment, or other material and holds teams accountable for the same. This facet of management duties includes the phases of material management from initial planning through provisioning requirements, acquisition, distribution, accountability, and determining needs and requirements and policies for disposal. Oversees physical property by conducting periodic inventories, disposing of excess property in accordance with State Department and PTC standard operating procedures, and determining accountability for missing property. Physical Facilities - Participates in the development of the program's facilities requirements (office and residential) utilizing USG and Saudi properties in accordance with bilateral U.S./Saudi agreements. Space management - Develops and recommends policies for utilization and assignment of office space. Works with the Embassy Riyadh General Services Office and the Inter-agency Housing Board to meet PTC' s housing needs consistent with regulations, employee morale, efficiency of administration, compliance with FAM and FAH, and budgetary constraints. Travel and transportation - Manages travel and transportation activities at post for personnel, goods, supplies, and equipment; including scheduling motor vehicle operations, ticketing for official travelers on commercial air and surface transportation and advising official travelers on internal and international travel policies, and serving as a travel and voucher approver for the agency. Clearances - Works with Embassy Riyadh’s General Services Office and Saudi counterparts as appropriate to obtain customs and other clearances for the importation and exportation of official shipments and tracks all customs and shipment progress. Works with Embassy Riyadh's Human Resources Unit and the PTC Washington Support Unit to obtain appropriate visas and iqama for PTC staff. Motorpool - Works with Saudi and Embassy Riyadh counterparts as appropriate to manage PTC motor pool operations, including obtaining appropriate clearance for drivers. Manages PTC vehicles, including assigning them for proper use, scheduling maintenance, updating operating licenses, vehicle maintenance, and life-cycle replacement. PTC operates its own motor pool and also uses the Embassy Riyadh motor pool for specific purposes. Supervisory role- Supervises and mentors Locally-Engaged Staff assigned to the Management Unit. I 0. Other duties - Performs other related duties as assigned. Requirements Work experience as a Support Services Specialist, Management Analyst/Officer, General Services Officer/Specialist, or equivalent U.S. Citizenship Ability to obtain and maintain a Secret clearance Ability to obtain and maintain a Department of State issued Medical Clearance Good communication skills in English, both written and oral Demonstrated data visualization and data management experience and skills Ability to effectively work as a team in the resolution of conflicting views to promote cooperation and support for national security objectives Qualification to serve as a Contracting Officer Representative Ability to influence employees to cooperate in the pursuit of common goals. Ability to effectively work as a team in the resolution of conflicting views to promote cooperation and support for national security objectives. Ability to plan and organize activities, prioritize and schedule work, efficiently allocate assigned resources, meet deadlines, work under pressure, and achieve desired results with minimal or no supervision. Ability to identify requirements, establish objectives, develop alternate courses of action based on data-driven analysis and decisions, present policy options, and coordinate execution of policy decisions. Ability to communicate effectively in the English language orally and in writing, defend recommendations, negotiate solutions, and present to senior decision-makers. Experience providing advice and guidance to staff, other agency officials, contractors, and foreign government representatives concerning policies and procedures. Experience analyzing complex issues and experience leading organizational or team actions in accordance with plans, goals, and objectives. Experience working in a fast-paced, team-oriented environment, and working accurately under pressure and in difficult circumstances. Experience establishing and maintaining effective and constructive working relationships with people of different national and/or cultural backgrounds with respect for diversity. Qualifications One year of specialized experience equivalent to a FS-03 equivalent, with demonstrated knowledge of the methods and procedures for providing or performing a variety of functions and services applicable to the position to be filled. These include: ability to plan, organize, and control work involving diverse activities; ability to gain cooperation and coordinate the work of others; and skill in oral and written communications. Examples of qualifying specialized experience include: Management Analyst or General Services Officer or Specialist that included study, analysis, or evaluation leading to the development or improvement of managerial or administrative policies, practices, and procedures. U.S. Military or Department of State experience that included responsibility for directing a variety of support functions, including contracting officer responsibilities and specialized experience in general services administration. At least one year Contract Officer or Contract Officer Representative experience on active contracts.