Logistics Management Specialist

Summary

All Native Group is seeking a Logistics Management Specialist to provide logistics support to the Department of State and its subordinate Bureaus, Directorates and Offices. The Logistics Management Specialist is proficient in standard logistics and office computer programs, including the Integrated Logistics Management System (ILMS), Microsoft Office, Microsoft SharePoint, Google Earth, Adobe Acrobat, and other standard office computer systems. The incumbent reports to the applicable Program Office Contracting Officer's Representative (COR) or Government Technical Monitor (GTM) (potentially through an onsite team leader provided by the vendor), works independently on analytical products and projects, and maintains a close and highly responsive relationship to the day-to-day activities of their assigned Program Office. The incumbent is responsible for providing integrated: (1) deployment support for the timely transportation of personnel and materials to meet security-related medical support requirements, using professional judgement to assess the exigency of the support requirement, the availability of funds, regulatory and legal restrictions, and other applicable policy-based and situational-based considerations as applicable; (2) procurement and lifecycle sustainment support of supplies and equipment necessary for the provision of security-related medical support; (3) planning and evaluation support necessary to develop and adjust plans and schedules for the to meet requirements and evaluate logistical support plans for feasibility, efficiency, and economy - developing alternatives as required; and (4) other duties as assigned.

Essential Functions

Deployment Support

• May provide direct support to the Program Office to facilitate the execution of standardized trauma response training programs and post-specific contingency plans for care and evacuation of casualties.
• Assist in the coordination of all travel, administrative, and shipping requirements including visas, and electronic country clearances, while serving as the liaison between the Program Office and the supported overseas U.S. Diplomatic Facility.
• May serve as the liaison between the Program Office and the supported Bureau of Diplomatic Security (DS) team and/or entity.
• Complete any premium travel authorization forms, routes all travel documents for clearance, conducts other coordination with DS, and ensures that personnel traveling in support of DS have matching itineraries.
• Responsibility for coordinating the deployment of specialized high-threat medical training teams to advise DS organizations focused on high-threat posts.
• Maintain a working knowledge of relevant travel rules and regulations, unwritten policies, practices, precedents, and practices (and their applicability to circumstances) and ensures that all Bureau travel complies with applicable laws and rates established by the General Services Administration and/or the Department of State.
• Develop, implement, and continually update the Program Office's travel visa standard procedures to ensure (to the maximum extent possible) that the appropriate travelers have travel visas for high threat posts and other frequent travel destinations.
• Update list of high threat posts requiring visas and advises the Program Office on competing courses of action to ensure the organization's ability to provide TDY emergency medical support to high threat posts.
• Develops travel itineraries using the E2 Solutions Website and, as necessary, making travel arrangements directly through the Carson Wagonlit office at Main State or using Carlson's telephone support desk.
• Coordinates flight plans, hotel reservations, car rental reservations, and other travel arrangements.
• Additional duties include drafting requests for new diplomatic passports and coordinating with the applicable Bureau Executive Office for action. Incumbent further ensures that personnel approved for new diplomatic passports properly complete their DS-82 Passport Application Form and that all required documents are present before submitting to the Special Issuance Agency. Incumbent further assists staff with visa applications and works with foreign embassies, the Special Issuance Agency, and/or the relevant country desk officer to facilitate the issuance of a travel visa. Incumbent further consults with travelers and the applicable Bureau Executive Office to determine whether travel amendments are required and drafts tentative travel amendments for the Executive Office to review. Incumbent further works with the Executive Office to coordinate travel funding and to provide additional justifications as required. Incumbent further manages diplomatic passports and visas for Program Office personnel and maintains a central log of passport numbers, passport expiration dates, passport photos, and travel visa expiration dates. The incumbent may be tasked with preparing and assisting travelers with their travel vouchers, ensuring that all expenses are properly reimbursed, digitizing and uploading all expense receipts, and otherwise ensuring that all required documentation accompanies the voucher.

Evaluation and Planning Support

• Analyze and advise on logistics policies, procedures, inventory processes, supply management information systems, logistics warehousing capabilities, pharmaceutical efficacy, and capacity/capability readiness.
• Recommend solutions and/or process improvements to the supported Program Office.
• Develop novel approaches to non-standard logistics challenges in support of expeditionary medical support, applying health sciences information and re-search skills, as well as professional scientific approaches to identifying, analyzing and solving logistics challenges.
• Develops procedure guides and tracking systems utilizing SharePoint and other systems in accordance with the Foreign Affairs Manual, Foreign Affairs Handbook, or other Bureau-specific quality management documentation systems.
• Coordinate with the supported Program Office and other inter-bureau stakeholders to create, edit, and remove standard operating procedures from the Bureau's quality management documentation system. Procedure documents drafted should be consistent with Department guides for drafting directives, guidance from the "Teamwork at State" initiative, USG-wide best practices, and commercial industry practices (Project Management Book of Knowledge, Six Sigma, etc.). In this role, the incumbent develops new electronic mechanisms/systems to track assigned emergency preparedness and response initiatives, including shipping and receiving of medical materials at posts abroad, drug expirations, lot numbers, basis of allocation, etc.
• Additionally, compiles data from manual sources Emergency Preparedness programs, Monthly Gold Standard Report, E2 Solutions, individual emails from post, etc. and centralizes the data in a digital repository utilizing the Microsoft Office Suite.
• Develop annual logistics distribution plans that concentrate on the support for new and existing programs and initiatives.
• As new initiatives are developed, the incumbent will be responsible for providing a formal analysis of the support requirements, analyzing the efficacy of new systems, equipment, and technologies.

Procurement Support

• May be responsible for assisting in the Responsible for the procurement, maintenance, transportation, storage, distribution, and disposal of sensitive pharmaceuticals, controlled substances, and other non-expendable medical supplies.
• Work in concert with A/LM/OPS and A/LM/AQM to develop, manage, and coordinate cradle-to-grave life cycle logistics support for logistics functions and initiatives.
• Procure, assemble, inspect, and distribute standardized emergency medical kits and supplies, including life cycle sustainment service of those kits and supplies to all of the Department posts worldwide.
• Analyze implements and ensure that new or ongoing logistics initiatives comply with current laws, procedures, regulations, and directives applicable to Department logistics programs/projects.
• Ensure the timely and accurate input of requests into the ILMS Ariba module for purchasing actions within and above the credit card purchasing threshold.
• Maintain a log of office supply active purchase requests and ensures that office supply purchase orders in ILMS are properly routed.
• As necessary, conduct follow up with vendors and/or sourcing offices to provide supplemental information and/or documentation.
• Communicate directly with medical and non-medical vendors regarding the development and availability of supplies and/or equipment, organizes meetings with management officials, and presents recommendations to management.
• Assist and advise the Program Office on invoices to ensure that appropriate officials certify the receipt of goods and services in a timely manner in accordance with the Prompt Payment Act.

Other Duties as Assigned

• Interpret guidelines which consist of state and federal laws, Department policies, logistics and administrative policies, pharmaceutical guidelines, supply directives, technical orders, technical manuals and handbooks, specifications, catalogs, internal policy, bulletins, local procedural directives and precedents.
• Review proposed legislation or regulations which would significantly change the basic character of Department programs, the way the Bureau, Directorate or Office conducts its business with the public or with private industry, or which modify important interagency relationships.
• Monitor the changing political environmental and non-environmental medical threats, develops contingency plans, and recommends/executes adjustments in the Program Office's logistics readiness posture as necessary to ameliorate risk.
• Communicate information concerning Department logistics initiatives to targeted audiences (e.g., military, government, international, private sector, etc.) in a format familiar to the targeted audience and coordinate efforts with stakeholders to ensure unity of effort. Assists Bureaus, Directorates or Offices plan, develop, prepare, and publish financial plans and other budget-related explanatory materials for presentation at Bureau-level budget hearings and meetings.

Competencies :

• Six (6) years of experience in at least two directly related technological areas, including experience in all phases of logistics acquisition and logistics planning.
• Eight (8) years of progressive professional experience and a high school diploma or equivalent GED may be substituted if the professional lacks a degree.

Supervisory Responsibility

• None required for this position

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Must be able to remain in a stationary position 75% of the time.
• Occasionally moves about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Expresses or exchanges ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly or quickly.
• Frequently moves standard office equipment up to 25 pounds.
• Must be able to work indoor conditions 90% of the time.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

Position Type/Expected Hours of Work

This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Evening and weekend hours required, as required by business need.

Travel

Travel is primarily local during the business day, although some out of the area travel and overnight may be expected.

Education

Bachelor's Degree in Business, Health Care, Management, Sciences, Information Systems, or other related analytical scientific or technical disciplines.

Additional Qualifications

• Must have expertise in one or more of the following: logistics systems, tools, assessments of existing supply chains, implementation and change strategies, life-cycle impact analyzes, facility and location consolidations, and transportations modeling. Incumbent must possess working knowledge of office software and IT systems, to include
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Power Point
  • Microsoft Access
  • Microsoft SharePoint
  • Microsoft Publisher
  • Microsoft Outlook
  • Adobe Acrobat
  • Google Earth.

Security Clearance

A Secret clearance is required top secret preferred

Drug Free Workplace

All Native Group is a Drug Free Workplace. It is our policy that all new hires must successfully complete a pre-employment drug screen as a condition of employment. In addition, all employees are subject to random drug screens throughout the term of their employment with All Native Group.

AAP/EEO Statement

All Native Group is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.

About Ho-Chunk, Inc. & All Native Group

Ho-Chunk, Inc. is an award-winning economic development corporation of the Winnebago Tribe of Nebraska. Our mission is to provide long-term economic development for the Winnebago Tribe and job opportunities for Tribal members.

All Native Group is a network of small businesses that support the critical missions of various U.S. Government customers. Our capabilities include telecommunications, health, logistics, specialized training, professional services, and IT solutions. Since earning our first federal contract in 2004, we have continued to grow and diversify our services while maintaining a strong commitment to excellence. As a tribally owned organization, All Native Group operates multiple subsidiary businesses, providing clients with the advantages of working with a small business while leveraging the resources and expertise of a larger, established company. Our work is guided by our core NATIVE values:

• Native American Owned & Proud - Serving the Winnebago Tribe of Nebraska.
• Accountable - To always do what's right.
• Team-Focused - For inclusive progress.
• Innovative - In creating solutions.
• Visionary - In our purpose and direction.
• Excellence - Through learning and performance.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.