• Logistics Coordinator / Executive Assistant

    Job Location
    VA-Rosslyn
    # of Openings
    1
    Security Clearance
    Top Secret
    Percentage of Travel Required
    0%
    Type
    Regular Full-Time
  • Overview

    The Department of State (DOS) requires an Executive Assistance/Logistics Coordinator to provide general logistical support services at the program level, for the Open Source Intelligence program (OSIN) and reports directly to the OSIN Supervisory Special Agent. This person will provide direct administrative support in logistical operations supporting varies CONUS and OCONUS Diplomatic Security Operations.

    Responsibilities

    Essential Job Requirements:

    • Analyzes and coordinates information and requirements with the DS/TIA Resource Management team in the area of supply and equipment readiness for the program.
    • Reviews, analyzes to assist plans to optimize the impact of future procurement and/or program structure changes and the impact on organizational readiness.
    • Analyzes and plans for the implementation of new policy statements, regulations and directives issued by Department, DS or TIA concerning logistics and property accountability activities.
    • Provides recommendations and assistance to office to ensure requirements have been implemented.
    • Coordinates, and implements standard operating procedures for logistics.
    • Plans and implements actions/procedures for the transfer of all or part of accountable property for TDY assignments of program personnel.
    • Researches, recommends, and implements logistic support plans for natural disasters.
    • Coordinates the execution of inventory and inspection programs in the area of logistics and maintenance.
    • Coordinates periodic inspections, inventories and change of hand receipt accounts to assure supplies are serviceable, properly stored, maintained and accounted for as required by regulatory or Department authority.
    • Advises program management of equipment on hand and equipment readiness issues.
    • Analyzes maintenance status and directs the priority of maintenance effort for program equipment.
    • Coordinates development of written procedures for inventory management. Analyzes results of inventories, reports of survey, and adjustment documents for accuracy and regulatory compliance.
    • Maintain property accountability utilizing Department automated systems and related computer programs to account for property.
    • Coordinates the establishment of hand receipt files and maintains accountability by the use of hand receipt listings.
    • Assures that all authorized non-expendable property is on hand or has been recommended for requisition to assist in maintaining the highest level of readiness for the program.
    • Coordinates the assignment and transfer of equipment assets to enhance readiness. Determines shortages of authorized non-expendable equipment and notifies management for determinations on substitutions or acquisition of new items.
    • Coordinate with the Bureau level elements on the transfer and/or turn in of excess property. This includes analyzing the proposed transfer/turn in actions and its impact on readiness.
    • Coordinates annual supply reconciliations with program management.
    • Establish quality control procedures and oversees the edit of all documents. Establishes administrative procedures and oversees the input of information into Department systems to assure complete, accurate, and timely submission of data.
    • Review and analyze listings and reports produced by the automated system, resolves problems on error listings, and provides guidance to program managers.
    • Performs continuing analysis of the property accounting and equipment status reporting system to assure data provided is complete, accurate and timely.
    • Integrates a comprehensive logistics plans into the overall project plan for the development of the OSIN program.
    • Monitors progress toward meeting the logistics plan and identifies the cause and impact of delays or other problems (varying degrees of responsibility for taking actions to prevent or overcome such problems may also be included).
    • Evaluates plans for and provision of logistical support for feasibility, efficiency, and economy, and to develop alternatives when required.
    • Manages administrative/logistics aspects of OSIN employee program for employees joining and departing the Office, including transfer/creation of computer accounts, acquisition and  of telephone and mobile electronic equipment, assignment of office space, ensuring government supplied equipment and hardware in assigned work space is functional, and liaising with other offices and sections to resolve any administrative issues that arise during the transition process.
    • Manages Information Technology (IT) requests and resolution of issues that affect OSIN as a whole and assist individual employees with submission of their IT requests.
    • Gathers emergency contact information for all employees and maintains office spreadsheets and contact lists.
    • Responsible for escorting maintenance and repair personnel, visitors and cleaning crew, who do not possess the appropriate clearance level, while in OSIN office spaces.
    • Responsible for creating and maintaining inventory control of all OSIN accountable items, including but not limited to laptops, cameras and other equipment.
    • Responsible for managing the efficient use of space in OSIN’s storage room.
    • Responsible for managing OSIN’s fleet management program, including filing monthly mileage reports, performing monthly inspections of each vehicle, coordinating routine and required maintenance and repairs, acquiring and managing State Department parking passes and EZPass for each vehicle, and acquiring/excising vehicles as needed.
    • Responsible for managing OSIN’s mobile electronic equipment program that includes cell phones, laptops and FOBs, ensuring equipment is procured, issued, returned and maintained in the appropriate manner.
    • Presents written or oral reports of findings, conclusions, and recommendations for corrective measures or operational improvements to logistics management.
    • Works cooperatively with established counterparts in other agencies and other offices within the Department of State.
    • Participates in developing data systems as necessary to respond to management information requirements, and to manage the work of OSIN.
    • May conduct/coordinate special projects of a non-recurring nature or other work, as requested.
    • Assists all personnel in planning travel, both foreign and domestic, as needed. Ensures staff completes the DS mandated travel locator.
    • Reviews office completion and coordinates with OSIN supervisors to correct deficiencies.

    Qualifications

    Education:

    • Bachelor's Degree or three years of experience supporting organizational operations and logistics
    • Required Knowledge/Experience:
      • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Cloud Based Platforms
      • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
      • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and internal employees
      • Expert level written and verbal communication skills
      • Demonstrated proactive approaches to problem-solving with strong decision-making capability
      • Highly resourceful team-player, with the ability to also be extremely effective independently
      • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
      • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
      • Forward looking thinker, who actively seeks opportunities and proposes solutions

     

    Other Responsibilities

    • Preferred Knowledge/Experience:
      • Experience working within the Department of State, domestically and overseas
    • Physical Requirements:
      • n/a

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