Overview

The Department of State, Bureau of Overseas Buildings Operations, Directorate of Program Development, Coordination, and Support (DOS/OBO/PDCS) is responsible for the design, coordination, and management of OBO’s construction and renovation programs.

The Office of Cost Management (OBO/PDCS/COST) identifies all costs associated with OBO projects during project development; recommends project management alternatives that improve function and value; and manages value engineering (VE) and risk programs to evaluate projects.

The purpose of this task order is to provide program office management with consulting services as outlined below to support the program office and its mission efficiently and effectively.

Responsibilities

• Based on a knowledge of the supervisor’s views, composes documentation/ correspondence on own initiative about administrative matters and general office policies for supervisor’s approval.
• Anticipates and prepares documentation/materials needed by supervisor for conferences, correspondence, appointments, meetings, telephone communications etc., and informs supervisor on matters to be considered.
• Reads documentation (publications, regulations/directives) and takes action or refers those that are important to the supervisor and staff.
• Prepares special documentation or onetime reports, summaries, or replies to inquiries using information form a variety of sources such as reports or correspondence.
• Handles a wide array of situations and conflicts involving clerical or administrative functions
• May participate in developing workload goals, documentation, and
• Composes documentation correspondence requiring some understand of technical matters
• Notes commitments made by executive(s) during meetings and arranges for staff
• Makes recommendations for staff member to represent organization at conferences and meetings, establishes appointment priorities, or reschedules or refuses appointments or invitations.
• Reads outgoing correspondence for executive’s approval and alert’s writers to any conflict with a document/file, grammatical or format errors, or departure from policies or executive’s viewpoints
• Summarizes the content of incoming materials, specially gathered information, or meetings to assist executive; coordinates the new information with background office sources; draws attention to important parts or conflicts.
• In the executive’s absence, ensures that requests for action, documentation, or information are related to the appropriate staff member as needed, interprets requests and helps implement final action. Makes sure that information is furnished in timely manner; decides whether executive should be notified of important or emergency
• Determines when new procedures are needed for changing situations and devises and implements alternatives; revises or clarifies procedures to eliminate conflict or duplication; identifies and resolves various problems that affect the orderly flow of work in transactions with parties outside the organization.
• Prepares documentation agenda for conferences; explains discussion topics to participants; drafts introductions and develops background information and prepares outlines for executive or staff members to use in speeches.
• Contacts or responds to contact from high-ranking officials in unique These officials may be relatively inaccessible, and each contact must be handles differently, using sound judgement and secretion.
• Makes travel arrangements to include, airline, hotel, ground
• Coordinates necessary preparatory travel meetings, and assists with obtaining visas, documents, and schedules.
• Collaborates with action officer and post point of contact (POC) on compiling travel briefing materials and trip logistics details.
• Management of administrative details including supervisor’s
• And other duties as

Qualifications

• Must be a S. citizen.
• Be able to obtain a Secret Security Clearance
• Knowledge of programmatic, administrative, and clerical support
• Organizational skills including but not limited to tracking and maintenance of documentation, project workflow, storage of electronic documentation and files, schedule management, and meeting coordination and set-up.
• Ability to use analytical and evaluative techniques to assess program and project efficiency and effectiveness and to assist in the preparation of management
• Ability to provide efficient services to support various staff members, priorities, commitments, and program goals.
• Ability to use judgment and to show confidence and poise needed to communicate effectively, both orally and in writing, with key level management officials of OBO and the Department of State (DOS), as well as employees and diverse Federal and non-Federal individuals and groups at all levels.
• Proficient in the use of Microsoft Office suite, including Access, Excel, PowerPoint, Word, and other applications such as SharePoint, as well as other automated systems used by the Office, and the ability to learn and apply new software variations as they affect Office operations.
• Ability to extract detailed information from various sources, accurately capture that information in the appropriate system or document and monitor status of information to prepare reports for management use.

• Ability to review office administration processes, problems, and issues and provide recommendations based on findings.
• Ability to work effectively under pressure within short time constraints, and during times of rapidly developing events.
• Skilled in oral and written communication which enable the contractor to ensure facts, ideas, and instructions in a succinct and organized manner to advise and otherwise interact with other Office members on staff actions, reports, tasks, office correspondence and the use of automated office equipment, and with managers and others external to the Office with whom business is conducted or operational requirements are discussed.
• Knowledge of proper English grammar, spelling, punctuation, capitalization, and syntax is required and familiarity with DOS and office style guidance is a plus.
• Skill in using the telephone and in conducting conversations with a variety of callers, including individuals both inside and outside of the organization and at a wide range of organizational levels.
• Skill in proof reading and correcting errors in correspondence and documents reviewed for signature or approval by higher level officials in various offices; skill in text editing on word processing equipment, and in exercising independent judgment in the use of such equipment for maximum efficiency; and ability to assist others in the use of word processing equipment and in formatting and organizing various types of documents.
  •  A Bachelor’s degree from an accredited institution