XLA is looking to grow and add new talent to our team. 

Location: Washington, D.C. (with potential for telework and international travel)

Reports To: Project Director, USAID Bureau for Humanitarian Assistance (BHA)

Position Type: Personal Services Contract (PSC)

 

Job Overview:

The Operations Manager is responsible for managing the operational aspects of the Recruitment, Hiring, and Administration of Personal Services Contractors (RHAPSC) program for USAID/BHA. This role includes overseeing the logistical, administrative, and operational systems needed to support the recruitment and management of up to 760 PSCs globally. The Operations Manager will ensure smooth operational workflows, compliance with USAID and federal regulations, and efficiency in supporting personnel deployment and day-to-day functions.

 

Key Responsibilities:

Operations Management:

- Oversee the operational activities involved in recruiting, hiring, onboarding, and managing personal services contractors (PSCs) in line with USAID’s goals and requirements.

- Develop and maintain standard operating procedures (SOPs) for efficient project operations, ensuring compliance with federal regulations and USAID guidelines.

- Manage the internal workflows for administrative tasks such as PSC recruitment, personnel onboarding, contract administration, and performance management.

- Oversee and maintain key project management systems for tracking contract deliverables, timelines, personnel records, and performance metrics.

 

Logistics and Coordination:

- Coordinate logistical support for PSCs, including travel arrangements, onboarding, and the provision of government-furnished equipment (GFE) such as IT, office space, and other resources.

- Manage travel coordination for PSCs, including routine and emergency travel requests, travel reimbursements, visa applications, and compliance with the Federal Travel Regulation (FTR).

- Ensure seamless onboarding for all new PSCs by coordinating with human resources, IT, and government stakeholders to deliver timely access to systems, clearances, and workspace requirements.

 

Compliance and Risk Management:

- Ensure all operational activities are in compliance with USAID policies and applicable federal regulations, including those related to security clearances, medical clearances, and employment eligibility.

- Monitor internal control systems and operational risks, ensuring that appropriate mitigation strategies are in place to avoid contract discrepancies or performance issues.

- Collaborate with the Project Director and Deputy Project Director to ensure all performance goals are met and that operations run efficiently and on budget.

 

Vendor and Contract Management:

- Manage relationships with external vendors and service providers involved in supporting operational functions such as travel, logistics, and equipment.

- Oversee procurement processes, ensuring compliance with USAID procurement regulations and that all vendor contracts and agreements are delivered in a timely and cost-effective manner.

- Track the financial performance of the operations and logistics budget, ensuring that all activities remain within budgetary constraints.

 

Performance Monitoring and Reporting:

- Implement and manage systems to track and report on key operational performance indicators, including time-to-fill PSC positions, travel compliance, and operational cost control.

- Provide regular and ad-hoc reports to the Project Director and USAID on operational status, key achievements, and areas for improvement.

- Identify opportunities for continuous improvement in operational efficiency and PSC management.

 

Team Leadership and Development:

- Lead and mentor an operations support team responsible for managing the daily logistics and administrative functions of the RHAPSC program.

- Ensure that all team members are adequately trained on operational processes, federal regulations, and USAID-specific systems and requirements.

- Foster a collaborative and efficient team environment, ensuring high performance and continuous improvement within the operations function.

 

Required Qualifications:

- **Education**: Bachelor’s degree in Operations Management, Business Administration, Public Administration, or a related field; Master’s degree preferred.

- **Experience**: Minimum of 5 years of experience in operations or logistics management, with at least 2 years in a supervisory role within a U.S. Government-funded program or similar environment.

- **Technical Expertise**: Strong understanding of federal contracting regulations (FAR/AIDAR), personal services contracts (PSCs), and USAID procurement and operational guidelines.