Program Analyst

Position Overview

Provide support for the implementation of major, highly complex, and mission critical facility management efforts throughout the world. The incumbent's actions cut across the entire Bureau of Overseas Buildings Operations, Office of Facility Management (OBO/FAC) organization, requiring significant insight, far-reaching coordination, and long-term planning both internally and in coordination with other key offices within OBO (e.g. budget, policy, human resources, travel).

Primary Duties and Responsibilities

• Manage and oversee financial and human resources, administrative support services, organizational policy development and implementation, management controls, special studies and analysis, resource allocation, validation and prioritization of needs, review, approval, and audit of funding, and the establishment of internal operating procedures for OBO/FAC.
• Participate as a key member of OBO/FAC’s management team providing guidance and advice to the Office Director and Division Chiefs with regards to establishing and meeting financial, management, and administrative goals and objectives.
• Oversee OBO/FAC support services and ensure services meet timely and functional needs of the Office and align fully with OBO’s mandated guidance and procedures; and work closely with other OBO offices to ensure FAC needs support and reflect management decisions.
• Provide training to multiple entities on OBO/FAC administrative and financial policies and procedures; serve as the point-of-contact for overseas posts on any questions on the use of OBO/FAC funds; and resolve problems and assist posts in obtaining needed resources.
• Conduct research and propose solutions to organizational inefficiencies and increase the effectiveness of the organization.
• Leverage expertise in management and organizational principles pertaining to areas of responsibility (e.g., administrative procedures, financial management rules and regulations, priorities, etc.) in order to plan and conduct complex studies to assess organizational and financial operations.
• Develop and/or recommend edits on facilities management policies. If accepted by the Department, promulgate said policies.
• Provide expert advice on the administrative and management implications of new program proposals.
• Draft updates to 15 FAM to reflect changes based on the evolving mission and its authorities.
• Develop, for consideration by the Department, and review internal OBO/FAC initiatives to ensure the orderly, effective, and efficient accomplishment of assigned missions consistent with directives of OBO/FAC and higher Departmental authorities (e.g. New Embassy Transition, Mechanical Controls Program).
• Provide guidance or clarification to posts (e.g., 7901.3 Routine Maintenance and Repair versus 7901.C Maintenance Cost Sharing) on the correct use of facility management funds.
• Provide input on proposed changes to FAC funding matrices; and guidance on aligning FAC services with OBO goals and objectives.
• Ensure that all documents are well-written, in proper format, timely, complete, and fully coordinated with other affected organizations.
• Prepare meeting minutes, presentations and reporting documents; compile and properly file project documents; and draft and/or review planning documents.
• Assess the overall progress of funding implementation that is committed or in progress and outline issues and recommend solutions necessary for senior FAC managers to improve or resolve difficulties, and to ensure funds are obligated and that carry-over is minimized.
• Oversee the initiation and accomplishment of administrative office support services (e.g. memorandums for decisions, official requests for information, etc.) functions ensuring they are effectively and efficiently enabling the organization to meet its worldwide commitments.
• Develop and maintain yearly and long-range resource needs in line with management priorities; monitor expenditures to ensure availability and correctness of funds; make projections regarding expenditure patterns; and prepare and review financial expenditures, obligations, and fiscal year close-out reports.
• Develop, coordinate, and review quarterly and yearly financial updates required by the Department, ensuring that the information is accurate and up-to-date.
• Ensure project objectives are met and that resulting recommendations for action are sound and practical and include implementation plans.
• Follow up to ensure that approved recommendations are successfully implemented.

Required Qualifications and Experience

• Bachelor’s degree
• Six (6) years or more of relevant experience
• Knowledge and mastery of the application of a wide range of qualitative or quantitative (e.g., using excel spreadsheets, Computerized Maintenance Management System (CMMS), Departmental accounting systems) methods for assessing and improving effectiveness
• Knowledge of the range of financial laws, policies, regulations, and precedents applicable to the Facility Management programs
• Knowledge and ability to assemble and analyze relevant facts and draw significant conclusions
• Knowledge and skill in presenting accurate findings and the ability to make feasible and responsive recommendations both orally and in writing
• Ability to interact effectively with individuals in garnering cooperation and support for key planning, operations, and management initiatives in the assigned program area
• Knowledge and ability to design and conduct comprehensive management studies

Desired Qualifications

• Bachelor’s degree in Business, Computer Science or related field is preferred