What are the responsibilities and job description for the FMS Program Management Analyst position at Sumaria Systems LLC?
Job Title: Foreign Military Sales (FMS) Program Management Analyst Senior
Job Description:
The Contractor shall support foreign military sales (FMS) teams by working on one or multiple F-16 FMS programs located at Wright Patterson, AFB, Ohio. The Contractor shall assist to gather, analyze, evaluate, and document information required by program or project managers and foreign customers and provide daily administrative support with minimal or no assistance, utilizing FMS policies, the AECA and analytical methods or techniques. Duties and responsibilities shall include:
-Assist others to arrange for domestic and foreign travel, including, collect information to arrange for hotel and meeting rooms for various program reviews and technical meetings; process Government personnel travel orders in DTS; initiate foreign travel country clearances through Aircraft and Personnel Automated Clearance System (APACS); coordinate with security, foreign disclosure, U.S. and foreign embassy staff, overseas MAJCOMs, and SAF/IA representatives to process overseas travel requirements. The Contractor shall assist to provide instruction to travelers in order to obtain visas, passports and other necessary travel documents, and shall assist others in accomplishing applications if needed.
-Assist security assistance managers by collecting manpower data on previous programs and developing new manpower estimated for the new programs.
-Interact with foreign liaisons on a daily basis, if needed, and assist in providing reference material so foreign liaisons can address housing, vehicle, medical, travel and other issues. Prepare and maintain in-processing packages and instructions, including updating these materials annually.
-Performs administrative tasks associated with processing reviews of documents by the Foreign Disclosure Office; answering phones and calendar management for the team; scheduling MS Team and VTCs; preparing organizational charts; reviewing, editing and integrating information into required reports and briefings; generating and maintaining training requirements, files, forms and established file plans; processing unclassified and classified mail (receiving, signing for, and distributing).
-Responsible for creating, filing and retrieving graphics materials to facilitate research and expedite creation of briefings and reports; compile and prepare briefings and reports in both electronic and hard copy, to use for special and/or recurring reports and provide assistance during briefings.
-Experienced using databases and producing spreadsheets, graphics and other specialized products, and facilitating the use of standardized automated forms, performance reports, materials procurement, maintenance and disposition, as well as other periodic or ad hoc reports.
-Supports the planning, formulation, editing, development, coordination and publication of finished products, including but not limited to program documentation, plans, directives, reports, briefings and other presentations as required (technical and non-technical; classified and unclassified) in the media and format requested, ensuring compliance with DoD policies and the current revision of the Tongue and Quill (Air Force Handbook (AFH) 33-337) the branch of militarys guideline for speakers, writers and presenters.
-Establish and maintain master files and file plans of program data (both classified and unclassified), to facilitate tracking and resolution of issues associated with operations. Acts as POC for electronic records filing and maintenance for assigned programs.
-Plan, execute, and provide administrative support for numerous CONUS and OCONUS meetings and program reviews to include taking real time meeting minutes (both programmatic and technical) and action items. Capable of applying knowledge of F-16 terminology and USAF writing guidelines, shall assist to record accurate action items and edit minutes real time into formal records with minimal assistance. Responsible for editing and assembling final documentation to include pre-event program books, briefing charts, and then later follow up on action items and keeping appropriate records/books.
- Assist to establish and maintain Operating Instructions (OIs). This task shall include the development and maintenance of self-inspection checklists, verifying checklists against administrative processes, and assisting with maintenance of a tracking system for identification and correction of deficiencies. This includes assisting in the process and completion of the whole F-16 team OI program by administratively working with responsible organizations for timely establishment and maintenance of individual OIs. Review and update OIs IAW Air Force policies.
-Assist to monitor and manage the organization awards program IAW Air Force polices. Award cycles may be quarterly, annually, or on an ad hoc basis. Provides support to monitor and publish due dates, award selection criteria and nomination package format for each award; track nominations; coordinate results of selection panel; and assist in obtaining and presenting the awards.
-Gather requests for and order office supplies, compare hardware and software, prepare and itemize future purchase lists, maintain inventory list of purchased items, maintain Government Purchase Card (GPC) records, resolve discrepancies related to phone plans, phone equipment and supplies billing, arrange for disposal or repair of equipment or phones and foreign country owned equipment that is no longer needed.
-Serves as the focal point to consolidate, assemble, and visually display materials for staff meetings, prepare a weekly agenda, schedule special topics, prepare copies for attendees; set up and operate virtual and physical conference rooms; and operate appropriate software for virtual meetings using MS Teams or other software identified by DoD as acceptable.
-Capable of retrieving data or information in the form of queries and reports, maintenance of tracking systems for identification of deficiencies and corrective actions/closure, and in preparation of documentation for Government review and approval.
-Capable of tracking IPT manning using currently required DoD systems and formats, including gather and process time and attendance per current F/B Directorate time sheet processing guidance, develop and maintain team calendars, prepare and submit manpower packages and updates in SAMRS in compliance with current DoD, AFSAC, and SAF guidelines and provide advice on input to new manpower packages. Assist in collecting manpower data on previous programs and develop manpower estimates for the new program.
Required Skills: Successful candidate shall demonstrate a minimum of 8 years of experience of relevant administrative, analytical and/or project management experience. Candidates must be independently proficient in MS Office software products (Teams, Outlook, Word, PowerPoint, SharePoint and Excel). Must be skilled in working with others cooperatively, frequently under short deadlines, to develop internal and external briefings, reports, etc. Will be required to perform a range of different activities successfully with little or no supervision.
Additional Requirements: Candidate must hold or be able to quickly obtain a USA passport to support OCONUS travel. Candidate will need to provide evidence s/he meets immunization and health requirements of host nation(s) in order to support OCONUS travel.
Education: Bachelor's Degree highly desired, however tradeoff in education may be offset with experience in administration, project management, and/or analytical work assignments.
Years Experience: 8-14 years of administrative, analytical or project management support. Recommend candidate has 2 years of experience in DoD acquisition and 1 year of experience in FMS program support.
Travel: Yes - CONUS and OCONUS
Security Clearance Required: Must have Active Secret clearance to apply.
Position Type: Full Time
Work Location: Wright-Patterson AFB, Ohio
Top salaries paid for qualified candidates.
For more information on Sumaria Systems, please visit our website at www.sumariasystems.com
Sumaria is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.
Sumaria Systems, LLC (Sumaria) is a market leader in Professional Services, Engineering, and Information Technology has been a trusted partner to U. S. Department of Defense communities for more than 30 years. Sumaria Systems only provides engineering services to the federal government and does not provide professional engineering or surveying services to the public within the meaning of Ohio Revised Code Section 4733.16. With expertise to lead, insight to deliver and commitment to succeed; we staff each mission with a carefully selected team of seasoned professionals. Headquartered in Danvers, MA, with operating locations in Alabama, Colorado, Georgia, Illinois, Ohio, Oklahoma, Utah, and Virginia.
