United States of America: PSC Contracts Deputy Team Lead

Macfadden, now part of PAE, is seeking a Personal Services Contracts (PSC) Deputy Team Lead to support the U.S. Agency for International Development’s Office of U.S. Foreign Disaster Assistance (USAID/OFDA) in Washington, DC. The PSC Contracts Deputy Team Lead will provide support to the PSC Contracts Team Lead. The USAID/OFDA PSC Contracts Team provides support to USAID offices in the procurement of humanitarian response personnel worldwide. The personal services contract (PSC) hiring mechanism allows OFDA to establish contracts with disaster response subject-matter experts in a fast and flexible manner. The PSC Contracts Deputy Team Lead reports directly to the PSC team’s manager, and provides guidance and assistance with many tasks across the team (see specific job duties, below).

KEY RESPONSIBILITIES

• Serve as Acting Team Lead, as needed.
• Manage the day-to-day duties of the PSC Contracts Team.
• Assist Team Lead with onboarding and training of new staff.
• Assist Team Lead with reviewing contract actions and documents for accuracy and completeness.
• Responsible for the producing and drafting of all contract documents, including budgets and memos necessary to execute contracts and contract modifications for assigned actions.
• Ensures that all contract and contract documents are error-free and accurate.
• Ensures performance evaluations are completed on time.
• Monitors upcoming PSC actions and deadlines, and ensures all assigned contracts/tasks are completed in a timely manner. Coordinates assigned PSC contract actions in advance of the start date/anniversary date.
• Responsible for producing and routing all contract actions through Global Acquisition and Assistance System (GLAAS) to the Contracting Officer.
• Serves as the primary POC for DCHA, the Office of Acquisition and Assistance (OAA), and the PSC on all aspects and execution of contract and contract modifications for assigned actions.
• Liaises with DCHA offices and with the OAA Contracting Officers.
• Responds to DCHA and OAA inquiries on PSC contract status, progress and issues.
• Provides ad hoc and regular reports to OAA and/or DCHA/OFDA.
• Ensures assigned PSC contracts are in compliance with USAID, USG and DCHA/OFDA regulations, laws, standards, procedures.
• Maintains electronic and hard copy files and systems in compliance with USG, Agency and office standards.
• Provides administrative support duties including scanning, copying, filing, and other administrative support as needed.
• Proposes ways in which PSC contracts can be improved and/or processes can be streamlined, and participates in trainings and other opportunities as relevant to the position and role.
• Other duties as assigned.

PERFORMANCE CRITERIA

PSC Contracts Deputy Team Lead Function

• Successfully perform Deputy Team Lead duties while serving as the acting team lead, as needed. Assisting with new staff onboarding and training. Assist with reviewing contract actions, as needed.

Deputy Team Lead must be able to fully function as the acting team lead, as needed, by communicating effectively with the client and team members. Providing the necessary guidance and support to team members. Assist with the interview process, selection and training for new hires. Review Contract Specialists and PSC Coordinators actions, as needed, for accuracy and completeness.

Quality of Work

• Prepares contract actions and supporting documents independently with appropriate content and minimal errors.

Contract actions and supporting documentation should be prepared in accordance with the appropriate policies, regulations and procedures. The PSC Contracts Deputy Team Lead should demonstrate an understanding of when to seek additional information, if/when there is a lack of clarity when preparing contract actions. The PSC Contracts Deputy Team Lead should make a habit of using checklists and thoroughly reviewing all related materials when preparing contract documents to ensure all details are accurately captured. PSC Contracts Deputy Team Lead is able to work with minimal oversight.

• Is able to work at a fast pace and consistently meets deadlines.

Demonstration of effective time-management skills, as well responding to a high volume of daily email and verbal requests. The PSC Contracts Deputy Team Lead should also demonstrate an understanding of requests or an ability to work with the team on unclear requests, and should consistently respond to all aspects of multi-part tasks. In addition, the PSC Contracts Deputy Team Lead should also maintain current status of contract actions in People Trak and Google Trackers.

Job Skills

• Has strong attention to detail.

PSC Contracts Deputy Team Lead should produce contract actions and supporting documents that receive minimal edits and do not repeatedly make the same types of errors.

• Can multitask and balance priorities.

Is able to handle multiple contract actions simultaneously, while maintaining accuracy and timeliness**.** PSC Contracts Deputy Team Lead should also be able to identify and prioritize contract actions based on the set due dates and urgent priority requests, while meeting the necessary deadlines. The PSC Contracts Deputy Team Lead should communicate in a timely manner with the Team Lead when unable to meet necessary deadlines.

Professional Qualities

• Understands Client relationship and handles communications effectively and appropriately.

Have excellent written and verbal communications skills. PSC Contracts Deputy Team Lead should also be knowledgeable and able to convey current and accurate onboarding information when conducting PSC orientations for new hires.

• Has the ability to meet the client needs, act professionally, show initiative and represent the team effectively.

The PSC Contracts Deputy Team Lead must produce accurate, high quality work rapidly, while contributing to a team in a collegial manner.

Interpersonal Relationships

• Contributes proactively as part of a team.

The PSC Contracts Deputy Team Lead must be able to pitch in or volunteer where needed and must have demonstrated an ability to work well with a range of personalities.

EDUCATION, EXPERIENCE AND SKILLS

Experience:

• Minimum 8 years of relevant experience
• Government contracting experience, including demonstrated understanding of and experience with applicable laws, rules, regulations and procedures governing contracting operations

Skills:

Successful candidates must be reliable, highly organized, motivated, and able to excel in a deadline-oriented work environment. S/he will have:

• Communications. Excellent communication skills, both written and oral. Must communicate with clients, team members, and other stakeholders in the contracting process.
• Technology. Superior computer skills and the willingness/ability to learn new software and databases management tools quickly. (Microsoft Office in a network environment, Google Suite, etc.)
• Organization. Process-oriented, efficient, and highly organized with high attention to detail. Ability to balance priorities and manage multiple work streams.
• Self-motivated. The ability to complete tasks independently and in a timely manner.
• Analytical. Strong ability to identify problems and solve them with demonstrable mathematical and reasoning ability.
• Professionalism. Customer service oriented with the ability to build strong relationships.

U.S. Citizenship is required; selected candidate must be able to qualify for a government sponsored clearance.

Physical Requirements

While performing the duties of this job, the employee is regularly required to talk, hear, and use hands to finger, handle or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision. The employee must occasionally lift or move up to 25 pounds.

This position description reflects Macfadden’s assignment of essential functions; nothing in this job description restricts the Company’s latitude to assign or reassign duties and responsibilities to this job at anytime.

PSC Contracts Deputy Team Lead