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Logistics Management Specialist

Washington, D.C. · Administrative
JOB DESCRIPTION:
Kenjya-Trusant is seeking a candidate to fill the role of Logistics Management Specialist (LMS) to support the Bureau of Medical Services, Office of the Executive Director. The primary purpose of this position is to provide high-ranking officials — e.g., personnel with the primary responsibility for the direction of an organization or unit established to accomplish a basic goal or mission — support in getting things done through specialized skills in dealing with organization, methods, funds, people, equipment, and other tools or resources of management. The position has a responsible role in the management of financial, logistical, and human resources.The LMS provides logistics support to the Department of State and its subordinate Bureaus, Directorates and Offices. The LMS 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.
 
Clearance Requirement - Secret 

QUALIFICATIONS:
  • Minimum Education: Bachelor’s Degree in Business, Health Care, Management, Sciences, Information Systems, or other related analytical scientific or technical disciplines.
  • Degree/Experience substitution: 
    • 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.
  • 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 transportation modeling.
  • Must possess working knowledge of office software and IT systems, to include: (a) Microsoft Word; (b) Microsoft Excel; (c) Microsoft Power Point; (d) Microsoft Access; (e) Microsoft SharePoint; (f) Microsoft Publisher; (g) Microsoft Outlook; (h) Adobe Acrobat; and (i) Google Earth.
  • Must have excellent written and verbal communications skills.
 
DUTIES/TASKS/RESPONSIBILITIES:
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. In this role, the LMS assists 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. In this role, the Logistics Management Specialist completes 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.
  • May also be responsible for coordinating the deployment of specialized high-threat medical training teams to advise DS organizations focused on high-threat posts. In this role, the incumbent maintains 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.
  • May be tasked with developing, implementing, and continually updating 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. In this role, the incumbent regularly updates 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.
  • May be tasked with developing 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. In this role, duties include coordinating flight plans, hotel reservations, car rental reservations, and other travel arrangements.
  • 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.
  • 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.
  • 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.
  • Works with the Executive Office to coordinate travel funding and to provide additional justifications as required.
  • 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.
  • 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:
  • May be assigned to analyze and advise on logistics policies, procedures, inventory processes, supply management information systems, logistics warehousing capabilities, pharmaceutical efficacy, and capacity/capability readiness. In this role, the incumbent recommends solutions and/or process improvements to the supported Program Office.
  • May be assigned to 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. In this role, the incumbent may develop 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.
  • Coordinates 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.).
  • 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.
  • 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.
  • May be assigned to 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.
  • Works 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.
  • Procures, assembles, inspects, and distributes standardized emergency medical kits and supplies, including life cycle sustainment service of those kits and supplies to all of the Department posts worldwide.
  • Analyzes implements, and ensures that new or ongoing logistics initiatives comply with current laws, procedures, regulations, and directives applicable to Department logistics programs/projects.
  • Ensures the timely and accurate input of requests into the ILMS Ariba module for purchasing actions within and above the credit card purchasing threshold.
  • Maintains a log of office supply active purchase requests and ensures that office supply purchase orders in ILMS are properly routed. As necessary, conducts follow up with vendors and/or sourcing offices to provide supplemental information and/or documentation.
  • Communicates 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.
  • Assists and advises 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:
  • Interprets 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.
  • Reviews 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 inter-agency relationships.
  • Monitors 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.
  • May be directed to 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.

 

THE KENJYA-TRUSANT GROUP, LLC is a Service-Disabled Veteran-Owned Small Business that was established in 2015 as a merger between The Kenjya Group, Inc. and Trusant Technologies, LLC. Our mission is to implement, support and protect the nation’s advanced technology systems, business processes and high-technology facilities. Working with the Department of Defense, Department of Homeland Security, the Intelligence Community, state and local governments, and commercial clients, Kenjya-Trusant provides cyber protection, information technology, engineering, construction management and acquisition support services. We are a small company with big company benefits, including Health, Dental, Vision, 401K, Bonus Potential, Flexible Spending Account, Life Insurance, Short- and Long-Term Disability, Paid Time Off, and a culture of teamwork and continuous learning. Come grow with us!
 
The Kenjya-Trusant Group is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. If you require accommodations, please contact our Human Resources Department at (410) 740-4045.

 
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