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OIP Team Leader (ID# 14068)

Washington DC

Cherokee Nation Management & Consulting (CNMC) is a versatile small business that provides advisory & assistance services in research, experimental development, technology implementation, and program management. CNMC has expertise in a wide-range of technical disciplines including engineering, environmental, information and asset management, along with a variety of physical and life sciences. The company is an integral part of the Technology Division’s portfolio of companies. Wholly owned by the Cherokee Nation, CNMC is part of the Cherokee Nation Businesses family of companies.

To learn more about our company visit our website at www.cherokee-cnmc.com.

Provide support functions for US Embassies in Afghanistan, Pakistan, Iraq, Libya and Yemen

(Priority Staffing Posts), posts within the Bureau of African Affairs (AF/EX) and NEA’s Syria Transition Assistance Response Team (START) via the Orientation and In-Processing Center (OIP). The OIP Team Leader shall train and provide supervision of Program Assistants, Liaising with Post regarding OIP’s existing support services, oversee a full range of pre-deployment visa and passport processing functions, submit e-County Clearance requirements, data entry and file keeping, and coordinating START program logistics for over 65 employees.

Responsibilities:

Duties include but are not limited to:

NEA-SCA/EX and AF/EX requires an OIP Team Leader to meet the following:

As a Team Leader performing managerial functions on behalf of OIP, the incumbent shall be:

  • Responsible for overseeing the portfolio/portfolios for designated country/countries as assigned.
  • Responsible for the training and supervision of assigned team’s Program Assistants, if applicable.
  • Provide technical guidance and direction on new DOS requirements as needed.
  • Reports directly to the OIP Deputy Director.
  • Liaise with colleagues at Post and within NEA-SCA/EX for resolution on country-specific issues.
  • Engage with colleagues at Post regarding OIP’s existing support services and any additional services that could be offshored to OIP to reduce the administrative burden at Post.
  • Liaises with colleagues at Post and within NEA/SCA-EX, NEA/AC and AF/EX for resolution on country- specific issues.
  • Execute special projects as assigned by Government Task Manager (GTM) and Deputy Director in support of the OIP Center. This includes refining processes to provide the most efficient services.
  • Overseas the daily work of Program Assistants that involve a full range of pre-deployment processing functions.
  • Draft visa and passport request memos for processing for PSPs, START and designated AF/EX posts.
  • Distribute a balanced workload among employees, if applicable, to ensure the Program Assistants’ work- load is completed in a timely manner.
  • Resolve basic issues raised by travelers and Program Assistants. Refer larger, systemic issues to Deputy Director.
  • Consult with Deputy Director on performance, progress and training needs of Program Assistants.
  • Submit and verifies e-Country Clearance requests, if applicable for PSPs and designated AF/EX posts.
  • Monitor group inboxes daily and respond to any inquiries.
  • Update internal documents and websites pages with minor changes or at the request of the Deputy Director.
  • Ensures that all the pre-deployment elements of in-processing are completed within OIPs established SOPs.
  • Responsible for the accuracy of visa logs and the security of all passports that are received for visa processing.
  • Provides customer support to all U.S. Government employees deploying under COM. Customer service involves phone, email, and direct communication with employees from their initial assignment notification until their arrival at post.
  • Assist and ensure traveler has completed deployment requirements to include but not limited to training and medical for PSPs, START and designated AF/EX posts.
  • Ensure team enters travelers’ data into OIP’s shared databases in accordance with the SOP. Update database as necessary.
  • Maintain an electronic personnel file for each traveler as needed. Monitor personnel files for completeness and accuracy.
  • Prepare and send all weekly required reports to Post and NEA-SCA/EX or AF/EX, if applicable (i.e. Post weekly arrival report, visa report, housing report).
  • Prepare travel authorizations and voucher preparation using the E2 Solutions system for PSPs, START and designated AF/EX posts.
  • Coordinate with several different budget offices to ensure correct funding sources are utilized to write all short term TDY orders in E2 for START program employees.
  • Assist short-term temporary duty employees going to PSPs funded by bureau to include: PSCs and WAEs.
  • Advise short-term temporary employees going to PSPs on pre-deployment requirements that must be met for the trip
  • Review travel authorizations to determine what expenses an employee is entitled to and prepare voucher related paperwork as necessary for PSPs, START and designated AF/EX posts.
  • Assists walk-in customers in a professional manner.
  • Monitors in-processing appointments and ensures employee has met all pre-deployment requirements prior to appointment, as needed.
  • Participates in developing and presenting the OIP briefing for the Familiarization Course at FSI, if applicable. Provide administrative assistance to students throughout their training.
  • Supervises/conducts in-processing orientation and ensures the employee has all deployment documents completed, as needed.
  • Maintaining and organizing office files, including working with the internal shared drive and uploading documents to SharePoint
  • Participates in developing the START program logistics for over 65 employees on a rotating basis.
  • Creates and maintains deployment records for all START program employees.
  • Coordinates with the Department of Defense for training, travel and other agency requirements for all DOS and USAID employees in START programs.
  • Liaises with DS to ensure START employees’ clearances are transferred from DOS to DOD prior to training.
  • Coordinates with MED to ensure ESCAPE requirements are met and DOD MED clearances are in place prior to deployment.
  • Assist with issuance of CAC for START program employees.
  • Manages other tasks authorized by the GTM that fall within the scope of this task order.

EDUCATION and/or EXPERIENCE

  • Bachelor’s Degree
  • Must have active Secret clearance – please designate on your resume
  • Experience with Microsoft Office Suite and SharePoint preferred

 

KNOWLEDGE, SKILLS and ABILITIES

  • Familiarity of Department of State operations and overall office management experience.
  • Experience working under pressure and adhering to short deadlines.
  • Ability to multitask.
  • Knowledge of customer service principles and practices.
  • Working knowledge of personal computers and general administrative practices.
  • Experience with Microsoft Office Suite and SharePoint preferred. Must be customer-service oriented, dependable, and attentive to detail.
  • Must be willing to train and assist other team members, if applicable, as workloads require.
  • Ability to organize, prioritize and schedule work with minimal supervision.
  • Ability to interact with U.S. government Foreign Service and Civil Service employees and contractor staff in a professional and courteous manner.
  • Strong writing skills and the ability to prepare professional emails quickly.
  • Willingness to learn new tasks that arise.

WORK ENVIRONMENT

Work will be performed in a climate controlled office environment.

Applicants selected will be subject to a U.S. Government security investigation and must meet eligibility requirements for access to classified information.

We are an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected Veteran status, gender identity and sexual orientation. If you’d like more information about your EEO rights as an applicant under the law, please copy and paste the links to the following two sites:

 

http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf

 

http://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf

 

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may e-mail “CNB.Compliance@cn-bus.com” for assistance. This email address is for accommodation requests only and cannot be used to inquire about the application process or status.

                                                                                                 

For Pay Transparency Non Discrimination provision, please copy and paste the following link: https://www.dol.gov/ofccp/pdf/pay-transp_formattedESQA508c.pdf

 

  1. maintain an Affirmative Action Plan for the purpose of proactively seeking employment and advancement for qualified protected veterans and individuals with disabilities. Upon request, we will schedule time to make our Affirmative Action Plan accessible. If you are interested, please submit a written request with the email subject line: 2018 Request to View Affirmative Action Plan to the Compliance Administrator at “CNB.Compliance@cn-bus.com”. This email box is not for resumes or follow up on job applications.

Please use the job description document to copy and paste necessary information into the job description