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Supervisory Administrative Management Specialist

The USAID is recruiting a Supervisory Administrative Management Specialist to be based in Maputo, Mozambique. Description The Executive Office at…

RESUMO

The Executive Office at USAID/Mozambique manages a large operational portfolio with a high degree of scope and complexity. In addition te o the normal functional responsibilities, Exo a 5,700 square meter commercial lease for office space for 275 staff that includes 3 other USG Agencies and their personnel, a USAID-owned housing complex consisting of 12 houses ( separate from ICASS ), a Guesthouse and owns a residential property that is currently part of the U.S. The diverse range of services required te o keep the Mission functioning at a high level presents enormous management challenges. Proper systems and controls are essential for smooth functioning as well as for protection of USG resources, both physical and human. A primary role of the Senior Administrative Management Specialist will be te o ensure that appropriate and necessary management systems and controls are in place and appropriately utilized by all USAID/Mozambique staff Duties The Senior Administrative Management Specialist assists in evaluating and conducting negotiations of the costs and services provided through the International Cooperative Administrative Support ( ICASS ) platform, assists with the development of the Mission’s annual procurement plan and conducts assessments te o achieve greater efficiency in Executive Office operations. The incumbent represents USAID at all levels within the Agency and in the Interagency at the post Supervision and oversight of General Services include : Housing and Residential Building Maintenance, Office and Non-Residential Building Maintenance, Vehicle Maintenance and Records ; Custodial Staff ; Occupational Safety ; Space Management ; and Utilities Tracking, Payments and Records Responsible for ensuring that appropriate management systems controls are in place and utilized at USAID-managed and leased residential facilities Oversight of maintenance, renovation, repair and make ready contracts and preparations at the USAID-owned residential compound of 12 residences and Guesthouse Oversight of all ICASS-provided GSO services, including residential maintenance and repair, and make ready preparations Serve as point of contact with the landlord for all maintenance, renovation and repair requirements at a USAID-leased commercial office building Ensure that all systems for tracking mileage, fuel and repair costs in the area of vehicle management and maintenance records are current and that all required vehicle reports are completed and submitted by the established deadline Investigate all incidents involving Mission vehicles, in conjunction with the Embassy RSO and the GSP Specialist, and recommend te o the S/EXO corrective or disciplinary action as appropriate Administer and supervise the Mission’s safety program. The program includes but is not limited te o, maintenance of emergency notification systems covering all staff and institutional contractors in the commercially-leased office building ; Maintain office and residential evacuation equipment and procedures, building floor warden programs ; Ensure compliance with Occupational Safety and Health Standards and coordinating periodic safety training Coordinate oversight with the A/GSO of janitorial services Serve as point of contact on all requests for additional or reconfigured office space as needs dictate ; Provide management with options te o best meet requirements within space available ; Review plans for office moves with the GSO Specialist and A/GSO te o ensure manpower and materials are available at the time moves are scheduled Provide expertise and support for space allocation and logistical planning in anticipation of the move te o the New Embassy Compound ( scheduled for 2020 ) Oversee management, disposition and reporting for the USAID-owned property, supplies, and equipment Supervision and oversight of C & amp ; R functions include : Diplomatic Pouch, records disposition, records reporting and incoming/outgoing correspondence Oversight of establishment and maintenance of the records management program, vita is recorded program, correspondence tracking, bulk printing, and mail and telephone/fax procedures Responsible for modernizing operations te o ensure C & amp ; R staff are appropriately trained te o manage new information management systems and are appropriately trained te o efficiently perform duties Supervision and oversight of Procurement includes procurement planning and execution, procurement execution, sourcing, troubleshooting contractual issues, and closeouts Support the development and execution of the annual OE and project funds procurement plan for services, equipment, and supplies Responsible for ensuring that appropriate management controls are in place and procedures conform with FAR and AIDAR procurement regulations, and USG statutes Review and provide clearance for all procurement documents committing funds for the Contracting Officer/Senior EXO’s signature, and ensure purchases are within approved budget levels Monitor procurements through final disposition of contract actions, including the review and pre-approval of all procurement and contract actions, and actual receipt of the goods and services procured te o final close-out Liaise and consult regularly with a wide variety of Mission offices, vendors, contractors and proprietors. Review procedures for source selection, invitations for bids/quotations and preparation of purchase order documentation Supervision and oversight of the Travel Division include : travel and transportation policies and regulations, travel authorizations, visas and credentials, coordination with Travel Management Center ( TMC ) Responsible for overseeing and supervising USAID’s Travel division Establish and maintain a professional relationship with the Travel Management Center ( TMC ) ; Support troubleshooting issues between TMC and traveler Serve as reviewer and approver in E2 for all Mission travel authorizations and travel vouchers Oversee the issuance of extension of visas and credentials for diplomats, non-diplomats, and respective eligible family members Oversee the preparation and dissemination of weekly travel schedules Maintain communications and establish a working relationship with the ICASS services platform te o ensure receipt of services procured under ICASS and resolve any outstanding issues Represent the Agency on interagency committees and working groups, as required Conduct management analyses and studies te o achieve greater efficiency in management operations ; Make administrative and technical recommendations te o the D/Exo and S/Exo Draft or clear Mission Orders, Management Notices, memorandums and correspondence from the Executive Office on management policy Work closely with the S/EXO, D/EXO and Office of Financial Management te o assist with planning and managing the Mission’s cost of the operations budget In the absence of the D/EXO and S/EXO, ensure the continued effective operation of the Executive Office Exercises first and second level supervision over all CCN employees in the Executive Office Divisions of General Services, Procurement, C & amp ; R, and Travel, providing guidance and assistance in resolving problems and achieving objectives. In the absence of the S/Exo and D/Exo, supervise the Exo HR, IT and Language & amp ; Translation divisions and personnel. First level supervision is exercised over the General Services Assistant, FSN 10 ; the C & amp ; R Supervisor, FSN 7 ; the Travel Assistant, FSN 8 and the Procurement Agent, FSN 8 positions Requisites Master’s degree in Business Administration, Management, Finance, Engineering, or other related area is required A minimum of seven ( 7 ) years of experience in the areas of business, administration, finance, and/or management is required, Demonstrated successful experience in the field of management, operations and administration including analysis and planning, personnel management, general services and travel, with a demonstrated knowledge of procurement, budgeting, and contract management. Performing and supervising operations or administrative management for a large and complicated organization At this level, the incumbent must have a high degree of proficiency in both the written and spoken language, including the ability te o translate. A comprehensive knowledge of management principles, concepts, methods, practices, and techniques, especially as they relate te o the fields of business management, operations and/or administration. A detailed knowledge of market prices, local laws, regulations, practices, and procedures Ability te o guide and work with a multidisciplinary, diverse team in the administration of a full-service, customer focused Executive Office for a complex economic assistance program Must be able te o work under pressure while navigating managerial, administrative and sensitive issues, and possess the ability te o deal with emergency situations Must possess the ability te o use computer-based applications, technology, and software Must be able te o obtain a thorough understanding of USG and local federal regulations and policies, foreign affairs manuals, and understand USAID ' s programming planning, budgeting, contracting and supply management procedures Notes Only shortlisted applicants will be contacted Please note that USAID and the U.S.

ACÇÕES

SENTID_1 The USAID is recruiting o be based in Maputo
SENTID_1 The@Executive@Office at USAID/Mozambique
SENTID_2 17 USPSCs and 132 CCNPSCs
SENTID_2 Background – USAID/Mozambique staffing is
SENTID_3 Exo meter commercial
SENTID_3 Exo meter commercial a 5,700 square
SENTID_3 a USAID-owned housing complex consisting of 12 houses
SENTID_5 The diverse range of services
SENTID_6 Proper systems and controls
SENTID_7 A primary role of the Senior@Administrative@Management@Specialist
SENTID_1 of the Mission’s annual procurement plan and conducts
SENTID_1 efficiency operations in Executive@Office
SENTID_2 The incumbent represents USAID
SENTID_1 Office and Non-Residential Building@Maintenance
SENTID_1 Vehicle@Maintenance and Records
SENTID_1 Supervision and oversight of General@Services
SENTID_1 Payments and Records
SENTID_1 Housing and Residential@Building@Maintenance
SENTID_1 USAID-managed and leased residential facilities
SENTID_1 USAID-owned residential Guesthouse
SENTID_1 Oversight of repair and make ready contracts
SENTID_1 including residential maintenance and repair
SENTID_1 Oversight of all ICASS-provided GSO
SENTID_1 Coordinate discussion te o control costs
SENTID_1 requirements at a USAID-leased
SENTID_1 costs the area of vehicle management
SENTID_1 Ensure that all systems for tracking mileage
SENTID_1 and maintenance records are current and that all
SENTID_1 required vehicle reports are the established deadline
SENTID_1 RSO and the GSP Specialist
SENTID_1 Investigate all incidents involving Mission
SENTID_1 and recommend te o the S/EXO
SENTID_1 Administer and supervise the Mission’s
SENTID_2 The program includes but is not
SENTID_2 contractors the commercially-leased office building
SENTID_2 Maintain office and procedures
SENTID_2 Ensure compliance with Occupational@Safety
SENTID_1 Coordinate oversight with the A/GSO
SENTID_1 office space as needs dictate
SENTID_1 Provide management with
SENTID_1 Review plans for office moves with the GSO Specialist
SENTID_1 and materials are available at the time
SENTID_1 and logistical planning anticipation of the
SENTID_1 associated with Mission residences and functional space
SENTID_1 Review and approve payments for various utility costs
SENTID_1 mechanisms are current te payments
SENTID_1 mechanisms are current te payments in place and kept
SENTID_1 and make suggestions te o reduce costs
SENTID_1 R functions include
SENTID_1 Supervision and oversight of C & amp
SENTID_1 Oversight of the records management program
SENTID_1 R staff are appropriately trained te o manage new information management
SENTID_1 systems and are appropriately
SENTID_1 Responsible for modernizing operations te o ensure C & amp
SENTID_1 Supervision and oversight of Procurement
SENTID_1 the annual OE and and supplies
SENTID_1 Support the development and execution of
SENTID_1 with FAR and AIDAR
SENTID_1 a backup Requestor and Buyer
SENTID_1 a backup Requestor and Buyer in GLAAS
SENTID_2 and ensure purchases are within approved budget levels
SENTID_2 Review and provide clearance for all procurement documents
SENTID_1 Obtain contracting warrant
SENTID_1 goods and services procured te o final close-out
SENTID_1 Liaise and consult regularly
SENTID_1 of purchase order documentation
SENTID_1 Review and vouchers in ASIST
SENTID_1 travel and transportation policies and regulations
SENTID_1 Supervision and oversight of the Travel@Division
SENTID_1 and direction applying travel regulations and
SENTID_1 Support troubleshooting issues between TMC
SENTID_1 Oversee the issuance of extension of
SENTID_1 Oversee the securing of entry
SENTID_1 Oversee the weekly travel schedules
SENTID_1 Maintain communications and
SENTID_1 Represent the Agency
SENTID_1 efficiency management operations
SENTID_1 Make administrative and technical
SENTID_1 Conduct management analyses and
SENTID_1 the Executive@Office on management policy
SENTID_1 Draft or memorandums and correspondence from
SENTID_1 Work closely with the S/EXO
SENTID_1 managing the Mission’s cost of the operations budget
SENTID_1 D/EXO and Office
SENTID_1 Work on special projects or assignments
SENTID_1 Contingency of FMFIA
SENTID_1 D/EXO and S/EXO
SENTID_1 Exercises first and second level supervision over
SENTID_1 providing guidance and assistance resolving problems and achieving
SENTID_2 IT and Language & amp
SENTID_2 Translation divisions and personnel
SENTID_2 S/Exo and D/Exo
SENTID_3 First level supervision is exercised over the General@Services@Assistant
SENTID_1 Master’s degree in Business@Administration
SENTID_1 years of experience the areas of business
SENTID_1 Demonstrated successful experience
SENTID_2 Performing and supervising operations or administrative management
SENTID_1 Level IV and Portuguese is required
SENTID_1 Level IV and Portuguese is required in English
SENTID_2 This will be tested
SENTID_3 At this level
SENTID_3 including the ability te o translate
SENTID_3 the incumbent must have a high degree of proficiency
SENTID_5 Written@English skills are particularly important
SENTID_1 and apply these te o specific
SENTID_1 Must have the
SENTID_1 diverse team the administration
SENTID_1 o guide and work te with a multidisciplinary
SENTID_1 Must possess the
SENTID_1 Must demonstrate interpersonal
SENTID_1 train and supervise staff
SENTID_1 and possess the ability te o deal with emergency situations
SENTID_1 Must possess the
SENTID_1 Only shortlisted applicants will be contacted
SENTID_1 Please note that USAID
SENTID_2 Government NEVER require payment of any money

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