This position is located in the Office of Inspector General (OIG), which has statutory oversight responsibility over the U.S. Department of State (Department) and the U.S. Agency for Global Media (USAGM). OIG responsibilities include conducting and reporting on inspections, investigations, audits, evaluations and reviews involving all overseas and domestic Department and USAGM organizations.Learn more about this agency
Incumbent serves as the Associate Executive Director for Administrative Operations, a major division within the OIG Office of the Executive Director. The incumbent serves as the institutional memory/continuity factor relative to domestic and overseas administrative programs and issues. In this vein, the incumbent serves as the principal advisor to the Executive Director and Deputy Executive Director, and other senior OIG key management officials regarding such issues as financial support, management analysis, support, building and space requirements, acquisition of equipment and furnishings, contracting for services, transportation support, management of records and paperwork, office physical and personnel security. The incumbent analyzes and evaluates, on a quantitative and qualitative basis, the effectiveness of subordinate programs in meeting established goals and objectives. Additionally, the incumbent ensures that subordinate programs track with OIG short and long-range objectives.
Communicates with colleagues, agency management and other contacts outside the agency to gather and analyze information pertinent to OIG processes and programs. The incumbent is the primary author of reports, action memoranda and other documents necessary to effect recommendations for changes in management projects, programs, policies and activities. Incumbent also oversees a variety of administrative support services to facilitate daily operations.
Develops policies for issuance by the Inspector General relative to management of organizations, distribution of functions and administration of management systems and procedures. Also develops policies relative to procurement, use and disposition of office equipment, space, furniture, supplies; property accountability (inventory), parking program, and records management.
Directs the development of logical and physical system designs, transition plans, acquisition strategies and implementation plans for a system that meets the needs of OIG's policy on risk management so as to provide the services expected.
Provides direct supervision to Administrative Support Specialists, Administrative Support contractors, the Bureau Security Officer, and the Senior Procurement Specialist. As such, assigns and reviews work, approves leave, makes recommendations regarding awards, promotions and within grade increases, and completes performance appraisals. Makes workload determinations, prepares justifications, and develops recommendations for long-range planning, workforce planning, and budget submission.
Conducts management improvement studies. Analyzes management techniques, processes and styles for improving organizational effectiveness. Analyses OIG programs, functions and processes to determine whether the management systems in current use efficiently accomplish objectives sought, and whether they provide controls necessary for sound management. Various analytical techniques are used, many of a complex nature. Plans, directs and conducts analyses, program evaluations and special studies to improve OIG support operations; provides expert technical advice and guidance on all support services operations; provides recommendations on administrative programs, including such matters as adjustment of objectives and redefinition of policies and procedures, the desirability of changes in organizational structure and delegations of authority and the specific changes needed; advises on approaches appropriate to fulfill OIG administrative management needs and represents the OIG in departmental and interagency activities relative to administrative matters.
Manages a system of internal controls and property management to ensure that resources are safeguarded, obligations and costs incurred comply with applicable laws and regulations, and those revenues and expenditures pertaining to operations are promptly recorded and accounted for in accordance with applicable Department of State procedures.
Occasional travel - Occasional travel may be required to domestic and overseas posts.
15 - No known promotion potential.
Job family (Series)
Conditions Of Employment
- New supervisors must successfully complete a 1 year probationary period.
- Must be able to obtain and maintain a Top Secret security clearance.
- Statement of Employment & Financial Interest required prior to appointment.
- This is a supervisory position.
- U.S. Citizenship is required.
Applicants must meet all the required qualification requirements, including education, and any selective placement factors described below by the closing date of this announcement. Education may only be substituted in accordance with the Office of Personnel Management (OPM) Qualification Standards Handbook. Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order to be credited towards qualifications.
Education completed in foreign colleges or universities may be used to meet the education requirements if you can show that the foreign education is comparable to that received in an accredited educational institution in the United States. It is your responsibility to provide such evidence when applying. Click on the link for a list of accredited organizations recognized as specializing in interpretation of foreign education credentials.
NOTE: Applicants must meet time-in-grade and time after competitive appointment requirements, by the closing date of this announcement.
Applicants must have 1 year of specialized experience equivalent to the GS-14 level in the Federal service which provided the applicant with the particular knowledge, skills and abilities to perform the duties of the position.
Qualifying specialized experience must demonstrate the following:
--Experience in supervising and directing a subordinate staff who provides support in areas of procurement, contracting, administrative support services, and physical and personnel security, property accountability, and records management.
--Experience in conducting management improvement studies, and performing analysis of programs, functions and processes in order to determine their effectiveness.
--Experience in developing policies relative to management of the programs directed.
--Experience in serving as the primary expert in the development and negotiation of contracting and procurement matters, including the formulation, execution and post-award administration of multi-year automated systems, specialized support services, consulting services and operating equipment contracts.
--Experience in providing advice and assistance to senior management on long-range administrative and management planning.
There is no substitute of education for specialized experience for the GS-15 position.
In addition, applicant's experience must also demonstrate that the candidate possesses the following qualities:
- Ability to assign, review, and supervise the work of others;
- Objectivity and fairness in judging people on their ability, and situations on the facts and circumstances;
- Ability to adjust to change, work pressures, or difficult situations without undue stress;
- Willingness to consider new ideas or divergent points of view; and
- Capacity to "see the job through."
SOCIAL SECURITY NUMBER - Your Social Security Number is requested under the authority of Executive Order 9397 to uniquely identify your records from those of other applicants who may have the same name. As allowed by law or Presidential directive, your Social Security Number is used to seek information about you from employers, schools, banks, and others who may know you.
REASONABLE ACCOMMODATION - This agency provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Office of Employee Relations, Disability/Reasonable Accommodations Division, at (202) 261-8163 or email@example.com. The decision on granting reasonable accommodation will be on a case-by-case basis.
EQUAL EMPLOYMENT OPPORTUNITY: The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
How You Will Be Evaluated
Your qualifications will be evaluated on the following knowledge, skills, abilities (KSAs) and other characteristics that are relevant to the duties of this position and must be fully supported by information in your resume:
--Ability to analyze and evaluate programs on a quantitative and qualitative basis to ensure the effectiveness of programs directed.
--Skill in communicating and negotiating at senior levels in order to gather and analyze information pertinent to programs and program processes and to represent OIG in negotiation meetings.
--Skill in developing and writing reports, action memoranda and other documents necessary to effect recommendations for changes in projects, programs, policies, and activities.
--Knowledge of programs directed, such as contracting and procurement, and facilities management.
Your resume serves as the basis for qualification determinations and must highlight your most relevant and significant work experience and education (if applicable) as it relates to this job opportunity. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community, student, social). Your resume must include the dates of all qualifying experience (from month/year to month/year) and the number of hours worked/volunteered per week. For assistance with creating a resume, please click here.
Qualified candidates are assigned a score between 70 and 100. Agency Career Transition Assistance Program (CTAP) or Interagency Career Transition Assistance Program (ICTAP) candidates must be rated "Well Qualified" for the position and earn a score of at least 85 (when applicants are rated in a range of 70 to 100) to receive consideration for special priority.
Applicants must meet all the qualification requirements and submit any required supporting documentation by the closing date of this job opportunity. Applicants found to be among the top qualified candidates will be referred to the hiring official for further consideration and possible interview.
To preview questions please click here.
Background checks and security clearance
Drug test required
All required documents listed below, that are applicable to you, must be submitted to our automated system "Gateway to State" by 11:59 p.m. Eastern Time (ET) on the closing date of this announcement.
1. Resume - your resume or any other written format you choose should contain the required information as specified in the “How You Will Be Evaluated” section. Insufficient information will result in an ineligible rating.
2. A completed online job specific self-assessment questionnaire through the Department’s automated system “Gateway to State”.
3. Transcripts - if applicable, see the Qualifications section of the announcement. If selected, an official/sealed college transcript(s) will be required to verify education prior to employment.
4. If you are qualifying based on other criteria listed under the Qualification Section of this announcement, you must submit the required supporting documentation (certificates, certifications, etc.) with your application by the closing date.
5. Performance Appraisal - All current Federal employees and reinstatement eligible applicants must submit a copy of your most recent completed annual performance appraisal that includes the final rating. If a performance appraisal does not exist, is incomplete or unavailable, a Form DS-1812 (Applicant Appraisal) or equivalent form from another agency signed by the current supervisor is acceptable. Mid-year progress reviews will not be accepted.
6. Current, former, and non-competitive Federal employees must submit SF-50s (Notification of Personnel Action) that show: effective date, position title, series, grade, salary, tenure, position occupied, full promotion potential, and name of agency. Examples include promotion & within-grade increase actions. Award SF-50s often do not show this information. Multiple SF-50s may be needed to show all information.
7. Veterans who are preference eligibles OR who have been separated from the Armed Forces under honorable conditions (honorable or general discharge) after 3 or more years of continuous active service may apply under the Veterans Employment Opportunities act (VEOA). You must submit a DD-214 Certificate of Release or Discharge from Active Duty (Member Copy 4 is preferable) showing the dates you served as well as your type of discharge and qualifying service campaign medals OR if you are still on active duty, you MUST submit a certification on letterhead from your military branch which contains your military service dates, expected date of discharge or release, and the character of service to show that your military service was performed under honorable conditions. The expected date of discharge or release must be no later than 120 days after the certification is submitted for consideration for this job announcement.
Current Federal employees applying under the Veterans Employment Opportunities Act (VEOA) must submit a qualifying SF-50 to show you meet time-in-grade requirements.
If you are applying as a preference eligible with a compensable service-connected disability of 30% or more, in addition to the DD-214 or certification, you must also submit a current version of the SF-15 (Application for 10-Point Veteran Preference), dated October 2013, and the required supporting documents listed on that form. Previous editions of the SF-15 will not be accepted. For more information on veterans' preference, click here. To gain access to your DD-214 online, please visit: http://www.archives.gov/veterans/military-service-records/get-service-records.html.
For more information on Veteran Authorities, consult the Vet Guide.
8. CTAP/ICTAP eligibles must submit a copy of the appropriate documentation with their application. See links below:
9. If you are applying under a special hiring authority you MUST submit proof of eligibility with your application. For information related to special hiring authorities for severely disabled persons visit: http://www.opm.gov/disability/PeopleWithDisabilities.asp
If you are relying on your education to meet qualification requirements:
Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore, provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.
Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.
How to Apply
Prepare your application in USAJOBS To start your application, click Apply and we’ll walk you through the process where you’ll attach a resume and any required documents. During the application process you can review, edit, delete, and update your information. We’ll automatically save your progress as you go, so you won’t lose any changes. Please carefully read all the instructions before you apply. You have until 11:59 p.m. Eastern Time (ET) on the closing date of this announcement to complete the application process.
STEP 1: Select the "Apply On-line" button and follow the instructions to register or sign into USAJOBS.
STEP 2: Submit a detailed resume or any other written format you choose documenting your job-related qualifications, experience, and education (if applicable). Cover letter is optional. If you submit a cover letter, you must also submit a resume. Please see the How You Will Be Evaluated section for specific information that should be outlined in your resume.
STEP 3: Answer the job-specific self-assessment questions on-line through the U.S. Department of State’s Gateway to State automated application system. The questions will be used to evaluate your qualifications and experience for this position.
STEP 4: Submit all required documentation applicable to you, as listed in the Required Documents section of this announcement, to the Department’s Gateway to State automated application system prior to the closing date of this announcement.
For instructions on how to view the status of your supporting documentation, please click here.
Technical assistance with your on-line application is available through the Help Desk at firstname.lastname@example.org or by calling (866) 656-6830 or (703) 269-4944 between the hours of 7:00 a.m. and 7:00 p.m. ET
ALTERNATE APPLICATION PROCEDURES
NOTE: If applying online poses an extreme hardship, you may request alternate application procedures to submit your application package by fax. Contact the Human Resources office listed on the announcement between the business hours of 8:15 a.m. and 5:00 p.m. ET at least 2 working days prior to the closing date of this announcement. The application package for alternate application procedures must be submitted and received in the Human Resources office no later than 11:59 p.m. ET on the closing date of this announcement. Paper applications and information sent by mail WILL NOT BE ACCEPTED.
Agency contact information
Martin R. Conterez
AddressU.S. Department of State
1700 N Moore St
SA-39, rm 1400
Rosslyn, Virginia 22209
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Learn more about what it's like to work at Department of State - Agency Wide, what the agency does, and about the types of careers this agency offers.
After all application packages have been received, we will review your resume to ensure you meet the basic qualification requirements. After we review and evaluate all applications, the most highly qualified candidates will be referred to the hiring manager for further consideration for possible interviews in approximately two weeks after the announcement closes. After a tentative job offer, we will conduct a suitability review and/or security background investigation, which generally takes an average of at least two to six months. You will be notified up to four times during the hiring process:
1. Upon receipt of your application.
2. Upon minimum qualification determinations.
3. After the certificate is issued.
4. After final selection is made.
For instructions on how to view the status of your application, please click here . Multiple positions may be filled from this announcement.
Fair & Transparent
The Federal hiring process is setup to be fair and transparent. Please read the following guidance.
Equal Employment Opportunity Policy
The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy And gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor.
Reasonable Accommodation Policy
Federal agencies must provide reasonable accommodation to applicants with disabilities where appropriate. Applicants requiring reasonable accommodation for any part of the application process should follow the instructions in the job opportunity announcement. For any part of the remaining hiring process, applicants should contact the hiring agency directly. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.
A reasonable accommodation is any change to a job, the work environment, or the way things are usually done that enables an individual with a disability to apply for a job, perform job duties or receive equal access to job benefits.
Under the Rehabilitation Act of 1973, federal agencies must provide reasonable accommodations when:
- An applicant with a disability needs an accommodation to have an equal opportunity to apply for a job.
- An employee with a disability needs an accommodation to perform the essential job duties or to gain access to the workplace.
- An employee with a disability needs an accommodation to receive equal access to benefits, such as details, training, and office-sponsored events.
You can request a reasonable accommodation at any time during the application or hiring process or while on the job. Requests are considered on a case-by-case basis.
Legal and regulatory guidance
This job originated on www.usajobs.gov. For the full announcement and to apply, visit www.usajobs.gov/GetJob/ViewDetails/579747900. Only resumes submitted according to the instructions on the job announcement listed at www.usajobs.gov will be considered.