Service Support Specialist
Office of U.S. Global AIDS Coordinator
U.S. Department of State
Must be able to obtain a Public Trust
The Office of the U.S. Global AIDS Coordinator and Health Diplomacy (S/GAC) is responsible for implementing the U.S. President's Emergency Plan for AIDS Relief (PEPFAR) – the U.S. Government initiative launched in 2003 focused on saving and improving the lives of those suffering from HIV/AIDS around the world. PEPFAR is focused on achieving an AIDS-free generation. PEPFAR is the largest commitment made by any nation to combat a single disease internationally. PEPFAR is global, operating in more than 36 countries through bilateral and regional programs. PEPFAR supported programs are implemented in these countries under the leadership of the Department of State and through a multitude of U.S. Government agencies, including U.S. Departments of State, Health and Human Services, Defense; the U.S. Agency for International Development; and the Peace Corps. Since 2003, $65 billion has been invested through PEPFAR to address HIV/AIDS globally and the annual budget is approximately $6 billion per year. The program is funding over 4,000 employees around the globe and in the agencies. Additional information about S/GAC and PEPFAR is available at www.pepfar.gov.
The incumbent serves as a Service Support Specialist for the Office of the U.S. Global AIDS Coordinator and Health Diplomacy (S/GAC) under the general direction of the S/GAC Executive Director. The Executive Director's team provides overall operational and administrative support to S/GAC, including in the areas of human resources, travel and transportation, facilities, general services, information technology and communications, and administrative budget.
The incumbent provides leadership on and/or support to other staff members with a broad range of reoccurring administrative duties to support S/GAC’s operations, including contract administration, purchasing, travel and transportation administration, inventory management, billing, space planning and coordination, copier and printing services and records management, and funds management. Incumbent must be able to work cooperatively with other persons and operating units in S/GAC to achieve these tasks. Incumbent must be versed or capable of becoming proficient in a wide range of U.S. Government and State Department-specific administrative processes.
Procurement, Contracting and Purchasing
- Serves as a first line procurement and contract advisor for S/GAC.
- Prepares requests for furniture, equipment, supplies, construction, records containers and other services, including justifications. Ensures requests are economically feasible, do not duplicate other requests, and determines if the required services are available within the Office or elsewhere in the Department.
- Researches applicable acquisition regulations and policies and prepares narrative justifications for certain procurement categories. Contacts vendors on the cost and availability of particular items or services and obtains both price quotations and delivery schedules. Where possible, negotiates with clients and vendors in the areas of price, delivery, schedules and particular specifications of goods and services required by the Office. After all the information is gathered, recommends what course of action would be more advantageous to the Office, price and other matters considered.
- Prepares requisitions for the procurement of equipment, furniture and other services in accordance with established General Services Administration, Office of Management and Budget, and Department of State regulations and guidelines.
- Creates, submits and monitors action on requisitions that include single purchase items, lease to buy options, multiple year funds, etc., given the complexity and varied requirements of the Office.
- Assists in analyzing work processes for procurement for the Office and developing guidelines for implementation. Establishes and maintains files using spreadsheets and database tools to track firms that are accessible on DoS contracts and GSA Schedules. In coordination with others, keeps account of task order managers, statements of work, periods of performance, funding and contractor personnel status. Researches and produces documentation for major equipment purchases. Initiates appropriate actions utilizing the Department of State’s Integrated Logistics Management System (ILMS), and arranges expeditious, cost effective delivery of goods for Office operations.
- In coordination with the Executive Director and/or the Deputy Executive Director/Senior Management Analyst, reviews professional services contract requests to assure that governmental and departmental standards have been applied, and that the contracting officer’s technical representatives (COTRs) will be knowledgeable about the work product on a daily (or otherwise frequent) basis.
- Continually reviews assigned support services projects to determine their efficiency, quality and effectiveness of services provided. Assists in evaluating services by contractor and commercial personnel; makes recommendations for improving services.
- In coordination with S/GAC’s management and budget unit, the incumbent obtains budget estimates for anticipated needs in the general services area of the Office, including regular purchases and replacement of furniture and equipment and telephone usage. Participates in preparing the justification for these estimates for the Office budget presentation or in periodic financial plans.
- Receives and inspects deliveries of equipment, furniture and supplies to ensure there are no damages or missing items and records the new acquisitions into the Department’s Integrated Logistics Management System (ILMS). Plans, conducts and/or oversees comprehensive, periodic inventories of accountable furniture, equipment and supplies utilizing the Department’s NEPA software. Maintains the inventory for the Offices using ILMS. Enters data into the NEPA system to record adjustments and updates. Prepares and submits periodic inventory reports on the items and their dollar value.
Travel and Transportation Administration
- Serves as back-up to the Office’s travel officer. Applies travel regulations to all levels of -personnel (i.e. Fly America Act, direct/indirect travel, per diem, actual subsistence, etc.). Ensures that all travel complies with existing laws and regulations. Follows procedures to obtain travel orders and advances for Office staff, including preparing travel authorizations, and requests for passports and visas. Maintains liaison with the Department’s contract airline representative and contracting firms of contract firms to ensure most economical means of travel. Obtains fiscal authorizations. Accountable for return of unused tickets to conserve and account for limited travel funds during the fiscal year.
Space Planning and Coordination
- In coordination with S/GAC’s management and budget unit, serves as point of contact for vendors regarding invoices. Initiates, maintains, and updates system for the review, verification, and tracking of vendor bills before they are sent to the Global Financial Management Services Directorate, and takes action to process these bills. Provides periodic status reports on bills verified to resolve invoice disputes. In this regard, processes time and attendance records for contractor and State Department direct-hire staff.
Telephone, Copier and Printer Services and Records Management
- Assists the Executive Director to conduct space surveys necessitated by organizational changes or other moves within the Office that involve the shifting of personnel and that therefore affect office space. Participates in periodic space surveys to ensure efficient space utilization, allotment of space appropriate to individual rank and office needs, and proper office maintenance. Works closely with the General Services Administration, the Department’s Bureau of Administration, and/or representatives of the building management company on physical office suite issues. Implements the details of office moves with the Office, including arranging for door signs and appropriate preparation of office space to be occupied.
- Procures necessary telephone and fax services for the Office, including varying types of services. Obtains funding approval. Reviews and distributes monthly domestic and international telephone bills, including mobile phone bills. Distributes bills to staff for review and authorization for payment. Oversees installation and servicing of and training as necessary on communication equipment.
- Manages the utilization of and payment for copiers and approved media (graphics, publications, etc.) services. Determines most efficient and effective approaches to obtain those services. Arranges for special reproduction services, audio-visual services, picture framing, and special delivery service passes for Office staff. Manages the mail and file operations and provides overall guidance for mail and file operations including liaison with commercial express mail firms such as FedEx, UPS, and DHL.
- Administers an effective records management program for the Office, including ensuring with A Bureau that Departmental records disposition schedules are being followed. Arranges for the training of Office staff in the Department’s Records Management Program, including electronic files in coordination with appropriate information technology staff.
- Performs other related duties as assigned.