U.S. Department of State

Facility Manager

VACANCY ANNOUNCEMENT
United States Department of State
An Equal Opportunity Employer
How to Apply

Announcement No.: FM-2011-0001
Opening Date: September 1, 2011
CLOSED: November 30, 2011

Position Title: Foreign Service Facility Manager

Who May Apply: Applicants must be American citizens and at least 20 years old to apply and at least 21 years of age to be appointed. By law, all career candidates must be appointed to the Foreign Service prior to the month in which they reach age 60.

Duration of Appointment: Permanent.

The Department of State is developing a rank-order list of eligible hires to fill a limited number of Foreign Service Facility Manager vacancies. The specific number to be hired will depend on the needs of the Foreign Service.

Grade and Starting Salary Range: FP-04, $53,003-$77,837

All potential applicants are strongly urged to read this entire Vacancy Announcement to ensure that they meet all of the requirements for this position before applying.

Foreign Service Facility Manager

A Foreign Service Facility Manager (FSFM) in the Bureau of Overseas Buildings Operations manages the Department of State's real property assets abroad. FSFMs oversee large holdings of United States Government-owned and leased properties, and ensure they are maintained within accepted U.S. standards in a safe and operable condition. The FSFM is a member of the government's management team who provides a wide range of building-related services, managing physical resources and asset management in a specific country. FSFM's may be assigned as Regional Facility Managers with responsibilities for FM program activities in several countries. FSFM's normally work under the direction of the Management Counselor or Officer at post, and supervise one of the largest and most diverse work forces at an Embassy.

Competitive Promotion and Within-Grade Increases:

Facility Managers are eligible to compete for promotion to the Senior Foreign Service level in line with Department of State policies. All promotions are competitive, with panels selecting promotees based on published criteria and quality of performance. Performance is evaluated annually, in writing, by the supervisor.

In general, Foreign Service employees with documented satisfactory performance are eligible to receive a within-grade step increase annually up through step 10 and biannually from step 10 through 14.

Benefits

A partial list of benefits includes: Health and medical coverage, federal retirement benefits, generous paid leave, and an unprecedented chance to see the world and experience different cultures. Overseas benefits include paid housing or a housing allowance and paid education for dependent children between K-12.

Initial Career Development Assignments

Upon entry into the Foreign Service and after completion of orientation and familiarization training, a Facility Manager will be assigned to two overseas entry level tours (two years each) as directed by the Department. After the initial two tours, assignments will be for periods of two to four years overseas or in the U.S. and will be based on the Department's needs, career development requirements, and personal preferences.

Career Track

Promotions beyond FP-04 are based on annual performance evaluations in competition with other Facility Managers at the same grade level. Available promotions are awarded to those who have best demonstrated the ability and potential to perform at a higher level of responsibility. The Department currently has two mandatory leadership courses that must be taken prior to promotion to FP-03 and FP-02 levels.

Assignment opportunities for Facility Managers range from grade FP-04 entry level positions up to Senior Foreign Service. For upward mobility, the FSFM must be prepared to serve at hardship posts at some time during their career. Assignment to larger posts with larger physical plants and staff would be expected in a normal career progression.

Initial Salary, Salary Increases and Tenure:

Initial salaries for new employees are set within the FP-04 pay scale depending on education, specialized experience and salary history. Salaries are determined at the time the offer of employment is made.

Entry level salary for federal Civil Service candidates appointed without a break in service is set at the rate in the FP-04 Foreign Service salary schedule nearest to the base salary rate of their previous GS salary, provided the work performed in the previous position is related to Construction Engineering activities.

In general, persons with satisfactory performance ratings receive a within-grade salary increase annually through step 10 and biennially through step 14 if they have not received an equivalent increase during that period.

Foreign Service Specialist Career Candidates are considered for tenure by a Tenuring Board after a minimum of two years experience in the Foreign Service.

Key Requirements

All applicants, in order to be considered for selection, must:

• Be United States citizens.
• Be at least 20 years old to apply and at least 21 years of age to be appointed. By law (Foreign Service Act of 1980), all career candidates (except for preference-eligible veterans) must be appointed to the Foreign Service prior to the month in which they reach age 60.
• Be able to obtain a Top Secret Security Clearance.
• Be able to obtain an appropriate medical clearance for Foreign Service work.
• Obtain a Suitability Clearance, based on a review of the candidate’s record for conduct which falls short of suitability standards defined in Chapter 3 of the Foreign Affairs Manual. For more details see http://careers.state.gov/specialist/selection-process or http://www.state.gov/m/a/dir/regs/fam.

Description of Duties and Responsibilities

Listed below are typical duties, performed at various grade levels, in the course of a career as a Foreign Service Facility Manager. FSFMs are normally deemed "essential personnel" in most missions, and are required to be on "stand by" or "on call" duty 24 hours/day, 7 days/week.

In Overseas Assignments:

1. Strategic planning - Develops short and long-range plans in order to effectively maintain and operate facilities and equipment by putting together preventive and predictive maintenance plans, tracking post's property inventory, determining and tracking equipment replacement dates, performing annual condition inspections, determining facility condition indexes, developing work orders, preparing inspection documentation, developing annual maintenance work plans for staff, maintaining post's development master plan, and formulating facility budgets. Works closely with Washington to ensure coordination on various reporting requirements, compliance with policies and regulations, and to ensure that funding for essential post projects are requested and received on time.



2. Asset management - Oversees maintenance and repair budgets, serves as the liaison between the Bureau of Overseas Buildings Operations (OBO) and post with regard to facility management, reports to post's upper management on facility and property issues, prepares data for briefings, ensures compliance with facility and equipment warranties, drafts statements of work for service contracts and executes service contracts, submits facility maintenance and repair requirements documents and budget requests, uses and manages computerized maintenance management systems, analyzes maintenance data, prepares contingency plans, ensures compliance to regulations, and inspects real property for either U.S. Government leasing or purchasing activities.



3. Facility operation and management - Considered the technical expert at post with regard to facilities, oversees the operation, maintenance, and repair of the physical plant, oversees contractor performance, assists with contract development, schedules and modifies physical plant operations, develops preventative and predictive maintenance schedules, develops maintenance and repair resource estimates, implements maintenance policies and procedures, monitors and improves post energy use, ensures utilities availability, ensures accountability for maintenance equipment, maintains reference library and materials, and approves contractor invoices for payment.



4. Work management - Complies with and implements the Department's ICASS standards (International Cooperative Administrative Support Services) as it relates to facility management, allocates funds, prioritizes work in the Facility Management section, establishes work schedules for staff and contractors, conducts customer surveys, institutes quality control procedures, inspects the work of custodial and grounds maintenance staff, coordinates facility management activities with other agencies at post, ensures the availability of maintenance and repair materials, and manages small construction and renovation projects.



5. Personnel supervision - Supervises post's maintenance staff and other junior FSFMs assigned to the post, hires staff, as needed, sets work requirements for subordinates, sets performance goals and objectives, assigns tasks to staff, monitors staff's performance, prepares employee evaluations, develops and executes training programs, reviews and develops staffing patterns for the Facility Management section at post.

In a Washington Assignment:

1. Performs program and project support tasks, including drafting global maintenance and repair documents, evaluating bids, participating in design and scope of new construction and renovation projects, providing guidance to Area Managers and other bureau offices, coordinating program and project procurement, traveling to post for FM support, and program and project oversight, making recommendations to executive management, serving on promotion boards, recruiting activities, organizing meetings, and participating in program and project planning.



2. Performs administrative support tasks, including developing or participating in policy/procedure development, and training programs and/or activities.

Education Requirements:

Foreign Service Facility Managers (FSFM) must hold a Bachelor of Science (B.S.) or Bachelor of Arts (B.A.) degree from an accredited program. A B.S or B.A. in any undergraduate course or major is acceptable; however additional credit will be given for degrees in one or more of the following disciplines:

• Facility Engineering or Facility Management
• Mechanical Engineering
• Construction Engineering or Management
• Civil/Structural Engineering
• Electrical Engineering
• Architectural Engineering
• Industrial Engineering
• Architecture
• Project Management

Degrees received from non-U.S. colleges or universities will be considered acceptable based on any of the following evidences:

1. The candidate submits an evaluation of completed course work from an accredited program in a college or university. The candidate must substantiate that foreign courses work is equal to the curriculum recognized by an accredited foreign degree evaluations organization.



2. A state university in the U.S. accepts the institution as one whose transcript is given full value in subject areas applicable to the curriculum at the state university and is a recognized non-U.S. equivalent program.



3. The candidate submits an evaluation of completed course work from an organization recognized for accreditation by the U.S. Department of Education, the Council on Post Secondary Accreditation or an accredited U.S. college or university.

Experience

Experience must have been acquired in the last eight years.

Specialized Experience Requirements:

Specialized experience should show that applicants have an in-depth knowledge of their field and can be expected to perform facility engineering or facility management duties related to facility management at Department of State posts and missions worldwide. Specialized experience obtained through work in the facility management or engineering field on large facilities and large physical plants will be given the most favorable consideration.

Applicants should show that their job-related experience has been at progressively increasing levels of performance and responsibility through such indicators as promotions, raises, and increases in scope, authority, impact, etc.

Specialized experience requirements will be judged based on the past performance of activities such as:

1. Reviewing, interpreting, and checking construction drawings, architectural plans, engineering drawings, and other specifications to ensure compliance, recognize errors, ambiguities, or omissions and provide corrective recommendations.



2. Inspecting construction techniques, procedures, standards, and materials to ensure construction is performed in accordance with applicable plans and specifications.



3. Applying quality control and quality assurance practices and procedures to construction projects, and applying test procedures and equipment.



4. Applying safety practices and procedures to construction projects.



5. Developing and applying construction scheduling techniques, monitoring project progress, identifying causes for delays, and developing and taking corrective action.



6. Managing financial elements of a construction project, such as monitoring construction project costs, reviewing and certifying contractor requests for progress payments, forecasting total construction costs, and managing budgets.



7. Analyzing and negotiating pending contract change orders, potential or actual claims, and acceptable cost and time settlements.



8. Applying computer software to construction project management and fiscal control.



9. Recognizing impending problems, developing options for action, and recommending solutions.



10. Preparing and delivering presentations and reports on project status and recommendations.



11. Demonstrating effective verbal and written communications skills with technical and non-technical personnel.



12. Displaying effective leadership, team building and consensus building skills with colleagues, supervisors, and subordinates.

Substitution of Education for Specialized Experience:

A master's degree in a facility management, engineering or architecture discipline may be substituted for one year of specialized experience or a doctoral degree in a facility management, engineering or architecture discipline may be substituted for two years experience toward satisfying the three-year minimum requirement for specialized experience. An undergraduate degree in facility management or facility engineering may be substituted for one year of experience toward satisfying the three-year minimum requirement for specialized experience.

Qualifications That Are Desirable But Not Required To Be Considered for Employment:

1. Experience on large construction projects.
2. Fluency in a foreign language.
3. A professional license in the applicant's field of specialty or an Engineer in Training Certificate. (Applicants who are unlicensed architects participating in an Intern Development Program should so state.)
4. An advanced degree in the applicant's field of specialty.
5. Experience with large facilities and large complex physical plants outside the United States.
6. Demonstrated working knowledge of related engineering fields other than applicant's field of specialty.
7. Demonstrated supervisory experience.

Knowledge, Skill, Ability, and Other Requirements (KSAOs):

The education, work experience, and other qualifications will be evaluated for evidence of the following knowledge, skills, abilities and other requirements that have been identified as important to successful job performance as a Foreign Service Facility Manager based on extensive job analysis and department research. Not all of these attributes need be met by a candidate; the attributes will be used as a set to evaluate candidates.

A. Knowledge of facilities management fundamentals, construction methods, machines and tools, architectural and engineering drawings, facility maintenance planning, property inventory methods, facility condition inspection and assessment methods, statements or scopes of work, acquisition and contracting procedures, building codes, computer applications and skills, service contracts, contractor performance evaluation, facility warranty agreements, physical plant operation, health and safety practices and procedures, environmental safety practices and procedures, equal employment opportunity (EEO) policies and procedures, and human resource practices. Knowledge of these areas in the federal government is desirable but not essential.

B. Skill in communication both oral and written, project management, formulating cost and planning estimates, writing statements or scopes of work, understanding architectural and engineering drawings and schematics, choosing tools and test equipment, trouble shooting techniques, installation practices, leading a multinational workgroup, interpersonal relationships and negotiation abilities and skills.

C. Other requirements such as skill in reading comprehension, mathematics, critical thinking, complex problem solving, monitoring, coordinating, active listening, writing, speaking, instructing, persuading, negotiating, judging and decision making, active learning, managing financial resources, managing personnel resources, managing material resources, social perceptiveness, service orientation, quality control analysis, equipment selection, operations analysis, and systems evaluation and curiosity about peoples and cultures, interest in living abroad, worldwide available, tolerance of living away from family, tolerance for hardship, isolation and/or possible danger.

D. Ability to see objects that are near, far, in color, or at night, including good depth perception; hear speech or other sounds; speak clearly enough so others will understand; walk moderate distances, climb stairs; access work stations and vehicles; maintain attention for extended periods or work long hours; tolerate physical discomforts such as heat, cold, noise, pollution, etc.; perform movements repeatedly or continually, possibly including standing for extended periods or taking frequent extended trips by plane or car; bend, stretch, stoop, twist, and/or reach; ability to grasp and manipulate objects; and lift, push, pull, carry, climb ladders, or balance.

Supplementary Questionnaire

The Supplementary Questionnaire in the application provides an opportunity to describe examples and accomplishments from your education and life and work experience that show you have the KSAOs listed above for the job of Facility Manager. Examples can be drawn from any part of your personal experience. The information you give may be used in your oral assessment/interview should you be invited and is an important factor in the competitive evaluation of applicants.

Instructions: During the application process, you will be asked to individually address each of the numbered items listed below, limiting responses to 2,000 characters or less for each item. Examples can be drawn from any part of your personal experience. You should compose your replies carefully, as one of the skills necessary to succeed as a Foreign Service Facility Manager is the ability to write clearly and concisely.

1. Knowledge of Facility Management: Give examples of a broad working knowledge of all aspects of facility management to include project management, planning, budgeting, contract management and maintenance management of major building systems (heating, ventilation and air- conditioning, electrical systems, building automation, fire alarms, electrical generation, waste water and plumbing).



2. Project Management Skills: Give examples of a working knowledge of and previous experience in construction and renovation to include development of Statements of Work (SOW), requests for proposals (RFP), cost estimates and a broad knowledge of US and International building standards.



3. Problem Solving: Give examples demonstrating your ability to think logically and objectively, to analyze problems, and to apply sound judgment in assessing the practical implications of alternative solutions.



4. Interpersonal and Leadership Skills: Discuss your ability to supervise and be supervised, manage a diverse workforce, including directing and motivating others, team building and being a team member. Describe an experience in at least one of the following: planning for short or long range staffing needs; planning and adjusting schedules; evaluating employees' work; demonstrated effectiveness with employee relations; managing an employee safety program; and/or analyzing and improving operations.



5. Communication Skills: Give examples displaying your ability to communicate effectively and persuasively both orally and in writing.



6. Computer Skills: Describe specific instances which show the extent to which you used computer software to manage facility and construction-related projects (i.e. CMMS, AutoCAD, MS Project and Office suite applications and other applicable software.



7. Cite specific examples from your background and experience that demonstrate how your professional knowledge, skills and abilities would apply to a career as a Foreign Service Facility Manager.

Autobiography

A narrative autobiography (maximum 5,000 characters, equivalent to two or three typed pages) which discusses your:

• Personal background
• Your work experience, including professional experience not included in this application, as it relates to a career as a Foreign Service Facility Manager.
• Personal interests, hobbies and travel
• Motivation for joining the Foreign Service as a Foreign Service Facility Manager.

How Candidates Will Be Evaluated:

Candidates will be evaluated on their total background including experience, education, technical and writing skills, awards, training, and self-development as it relates to the position. Selection for this position will be made only from among candidates possessing the best qualifications and most likely to succeed in the Foreign Service.

Qualifications

Superior oral and written communication skills: In order to pass the Foreign Service’s thorough and competitive assessment process, successful applicants must consistently meet a high standard for English, both written (overall structure as well as grammar, spelling and punctuation) and spoken (overall structure as well as delivery, clarity and succinctness). Those who fall short of this standard will have little chance of passing through the Foreign Service’s highly competitive assessment process.

Professional-level speaking ability in a foreign language is welcome, but not a requirement for applying. However, the applicant must be willing to be trained by the Department of State in a foreign language to meet a job requirement or expectation. These will be important considerations in the competitive promotion process.

How to Apply

We are not currently accepting applications for this position. Please subscribe to receive email updates regarding this vacancy.

Required Documents

Applicants will be asked to submit the following required documents:

• Completed Online Questionnaire (Gateway to State online application.)
• College Transcripts:
  Applicants have the option to upload or fax their transcripts. To submit the transcripts by fax, applicants will be prompted to print out a fax coversheet once they have successfully submitted their application. Instructions for submitting these forms are included in the online application. The transcript must be faxed before the closing date of this announcement, which is 11:59pm Eastern Standard Time.
  
  Important: Whether you upload or fax, please submit all your documents at the same time. If you must send any additional documents after your first submission, be sure to include your first group of documents along with the additional documents. This is because subsequent submissions erase prior submissions.
  
  For additional information please refer to our web site at careers.state.gov
  
  Both official and unofficial transcripts are acceptable as part of the application process. However, if you are selected for an interview you will be asked to bring your official transcripts to your oral assessment. Also bring copies of any Professional Facility Engineering or Facility Management Registration or Certifications, if applicable. These materials will become the property of the Department of State and will not be returned.

Once you have completed the online questionnaire, you will be prompted to decide either to upload your documents or to print out cover sheets generated within the application that must be used to fax the above required documents.

If faxing, it is extremely important that only these system-generated cover sheets, and the phone number included on them, be used for faxing these documents. The cover sheets are coded to insure that your documents are automatically attached to your online application. Please ensure that each document is faxed separately with the appropriate system generated cover sheet.

These documents must be either faxed or uploaded before the closing date of this announcement, which is midnight eastern standard time.

What to Expect Next

All applicants will be notified within a few weeks after the closing date of the announcement via e-mail of the outcome of their applications. Selected candidates will be invited to come for an oral assessment at the Department of State, Washington, D.C.

If you are invited to an Oral Assessment, you will receive instructions on how to access and file for your Top Secret Clearance and your Suitability clearance.

Please note all travel and other expenses incurred in connection with the oral assessment are the responsibility of the candidate.

Executive Branch agencies are barred by 5 US Code 3303 as amended from accepting or considering prohibited political recommendations and are required to return any prohibited political recommendations to sender. In addition, as mandated by 5 US Code 3110, relatives of federal employees cannot be granted preference in competing for these employment opportunities.

THE DEPARTMENT OF STATE IS COMMITTED TO EQUAL OPPORTUNITY AND FAIR AND EQUITABLE TREATMENT FOR ALL WITHOUT REGARD TO RACE, COLOR, NATIONAL ORIGIN, SEX, RELIGION, AGE, SEXUAL ORIENTATION, DISABLING CONDITION, POLITICAL AFFILIATION, MARITAL STATUS, OR PRIOR STATUTORY, CONSTITUTIONALLY PROTECTED ACTIVITY. THE DEPARTMENT PROVIDES REASONABLE ACCOMMODATION TO APPLICANTS WITH DIABILITIES. APPLICANTS REQUIRING REASONABLE ACCOMMODATIONS FOR ANY PART OF THE APPLICATION OR HIRING PROCESS SHOULD SO ADVISE THE DEPARTMENT. ALL DECISIONS FOR GRANTING REASONABLE ACCOMMODATIONS ARE MADE ON A CASE-BY-CASE BASIS.