ISN/ECC Team Lead for Resource Management

Company: U.S. Department of State, Bureau of International Security and Nonproliferation.

Location: Washington, DC 20520.

Industries: Government.

Job Type: Full Time.

Telework: Up to five days per two-week pay period.

Years of Experience: 7+ Years.

Education Level: Bachelor’s Degree.

Career Level: Senior Level.

Salary: $139,395-181,216. (GS-14, Step 1 to Step 10)

Number of Positions: One.

Overview

The Export Control and Related Border Security (EXBS) Program promotes cooperation with foreign governments to ensure their strategic trade controls systems meet international standards and to help build partner countries’ capabilities to detect, interdict, investigate, and prosecute illicit transfers of weapons of mass destruction, dual use components, conventional arms, and explosives. The EXBS Program employs a globally dispersed workforce of 130 people to oversee design, management, implementation, and evaluation of these capacity building activities, including Civil Service, Foreign Service, Personal Services Contractors (PSC), and Locally Engaged Staff (LES). The incumbent oversees a team of 8 people responsible for management of EXBS personnel resources and related systems and processes in a dynamic, fast-paced environment.

Job Description

THIS IS A NON-PERMANENT POSITION. YOU DO NOT ACQUIRE COMPETITIVE OR EXCEPTED SERVICE STATUS FROM THIS POSITION.

This is a personal services contract (PSC) position located in the Office of Export Control Cooperation (ISN/ECC) at the U.S. Department of State in Washington, DC. The incumbent of this position provides support for the implementation and management of the Export Control & Related Border Security (EXBS) Program by serving as the Systems and Resources Team (SRT) Lead. SRT is responsible for a variety of administrative, financial, operations, and system operations for ECC and EXBS staff globally, including: recruiting, contracting, onboarding, and deploying EXBS Advisors; coordinating with Posts on Advisor assignments, housing/payroll/benefits; maintaining official vehicles/office space/equipment at Post; facilitating international travel by EXBS Advisors and LES for official EXBS business; processing and managing all domestic and overseas PSC contracts for ECC; maintaining financial systems and other databases/document repositories like SharePoint and the shared drive; and managing a variety of administrative and HR functions such as conference and meeting logistics, payroll, health insurance reimbursements, travel, recruitment, onboarding/out-processing, and other office operations. The incumbent seeks to provide excellent customer service by leading the team that manages these issues and ensuring the smooth functioning of complex administrative and program support operations. The incumbent serves on ISN/ECC’s management team and reports directly to one of ECC’s Senior Advisors.

Specifically, The Incumbent Will

• Manage the Systems and Resources Team, develop and maintain team roles and responsibilities, review work for accuracy; monitor performance, and provide constructive feedback; monitor and report on the status and progress of work, checking on work in progress and reviewing completed work to see that the supervisor’s instructions on work priorities, methods, deadlines and quality have been met.
• Oversee contract staff: Organize workflow and ensure that employees understand their duties or delegated tasks; provides direct oversight of ECC staff to leverage diversity, develop and mentor individuals, and foster team and office cooperation; serve as coach, facilitator and/or negotiator in coordinating team initiatives and in consensus building activities among team members; facilitate cooperation and teamwork by supporting communication and solutions to common problems; mentor team on best practices and career development, including suggestions for training, detail opportunities, and other career development activities; conduct performance reviews, and ensure that team members receive real-time performance feedback in addition to performance review sessions during rating period; nominate team members for awards as recognition for outstanding effort; approve annual/sick leave and teleworking requests; assign and monitor backup duties;
• Oversee the administration of EXBS’ domestic and overseas personal services contractors, including recruitment activities and security clearance-related processes to ensure personnel have appropriate clearances.
• Oversee contract activities, including new contracts, amendments, and terminations. Maintain the tracker for monitoring the progress of individual contracts. Ensure contracts are submitted to AQM at least four weeks prior to the PSC effective date.
• Oversee onboarding-related activities for new hires to ensure they have a smooth onboarding process.
• Oversee out processing-related activities.
• Oversee deployment of overseas EXBS Advisors including Permanent Change of Station. Work closely with Sr. Human Resources Specialist to ensure all requirements are met.
• Oversee human resources records management policies for ISN/ECC to assure that the office is compliant with State Department standards.
• Ensure EXBS alignment with Department’s HR polices and guidance and consult with Department stakeholders to provide guidance to ECC staff, ECC senior management, and Bureau senior leadership. Liaise with the bureau’s HR department, the Global Talent Management office, and the PSC Working Group on benefit-related issues.
• Oversee benefits-related activities including insurance reimbursements and ensure that EXBS is aligned with Department policies and best practices. Ensure EXBS PSCs are receiving benefits promptly.
• Document and monitor payroll irregularities. Serve as EXBS’ liaison with employees, Pay Intake, the Financial Management Team, the bureau’s Executive Office, and Charleston to correct payroll irregularities and identify/correct root causes of the irregularities. Work with the bureau’s Executive Office to correct PSC over-expenditures and de-obligate/reclassify remaining funds on PSC contracts.
• Oversee an annual budget for PSC related costs including overseas housing, overseas operating costs, PSC and LES salaries and benefits, ICASS, and travel. Provide clear projections for office-wide budget planning purposes.
• Oversee support for post evacuations including authorized, ordered, and medical departures, long-term TDYs.
• Maintain human resources and operating resources such as organizational charts on an easily accessible platform.
• Oversee the PSC performance evaluation process including communicate processes, deadlines, and best practices to ECC staff, senior management, and Team Leads.
• Oversee meeting and conference planning for biannual in-house conferences.
• Review and clear formal memoranda and cables, such as fund cites, country clearances, and cables advising of new/revised policies and procedures.
• Ensure office functioning of office space, IT functions including mobile IT, office equipment and supplies, and overseeing office security protocols.
• Maintain applicable Standard Operating Procedures and policies for the above areas of responsibility.
• Oversee ECC’s timekeeping operations policies and procedures are being followed.
• Maintain communications with senior management.
• Lead the team in assessing its strengths and weaknesses and provide leadership to the team in exploring alternatives and determining what improvements can be made (e.g., in work methods, processes and procedures); resolve simple, informal complaints of employees and refer others, such as formal grievances and appeals, to the supervisor or an appropriate management official; communicate team consensus and recommendations to the supervisor on actions affecting team and individual awards, rewards and recognition; inform employees of available employee benefits, services and work-related activities; intercede with the supervisor on behalf of the team to inform the supervisor of performance management issues/problems and to recommend/request related actions.
• Perform other duties as assigned.

Conditions Of Employment

• U.S. Citizenship.
• Must have Secret security clearance.

Required Skills And Experience

• At least three years of experience managing a team or supervising others.
• At least three years of experience related to Human Resources activities.
• Strong interpersonal and customer service skills, ability to effectively establish coalitions, and work with a diverse workforce on sensitive personnel issues.
• Experience in drafting documents such as memos, cables, SOPs, and other documentation and coordinating approvals.
• Experience in organizing and maintaining shared drives and SharePoint sites.
• Skilled in Microsoft Office Suite, to include Teams, Outlook and Excel.
• Excellent written communication skills and attention to detail, ensuring that materials are clear, concise, and error free.
• Superior follow through, problem-solving skills, and initiative to improve the program and office operations.
• Ability to operate effectively independently and in a group environment to resolve issues in a constructive, collegial manner.

Benefits

• Annual & Sick Leave
• The individual selected will earn annual and sick leave in accordance with OPM regulations, the employee will be paid for federal holidays that fall within their regularly scheduled tour of duty. Those entering on duty with prior military service and/or federal civilian service can credit their years of service for higher annual leave accrual rates.
• Health & Life Insurance Reimbursement
• Personal Services Contractor may be provided a maximum of up to seventy-two percent (72%) against actual costs of their annual health and life insurance premiums. Eligibility for reimbursement requires evidence of enrollment in a qualifying health insurance plan and proof of actual payment of the associated health insurance premiums.
• Diversity and Inclusion
• The EXBS Program works to recruit, retain, develop, empower, and promote employees from diverse backgrounds at all levels. A team with diverse backgrounds and perspectives, including in leadership positions, is crucial to achieving the mission of the EXBS Program.

Relocation Assistance Available: None

How To Apply

Please submit the following:

• Cover letter
• Resume
• A list of at least three professional references
• Writing sample

You will be evaluated against the requirements outlined in this announcement, so your resume and cover letter should demonstrate that you meet the required qualifications above to undertake this position. Your references will only be contacted after your permission following an interview.

State/ISN/ECC expects to screen and interview candidates within 45 days of close of announcement. ONLY APPLICANTS SELECTED FOR INTERVIEWS WILL BE CONTACTED. Offers of employment will be dependent on ability to obtain security clearance through the Department of State’s Diplomatic Security bureau.

There may be unanticipated vacancies that occur during the period of this job posting or soon after its close. Candidates that apply to this announcement will also be provided the same consideration for these vacancies.

Note: This is a Personal Services Contract. This is NOT a federal direct-hire position.

Vacancy announcement will close at midnight, August 7, 2024