Einkäufer - Kaiserslautern, Deutschland - U.S. Army Europe and Africa

Beschreibung

Einkäufer

Kaiserslautern, Germany

Ausschreibungsbereich

WHO MAY APPLY?

Current INTERNAL Local National Employees throughout Germany. This covers all current Local National employees of the U.S. Forces in Germany, including U.S. Air Force and AAFES-Europe within Germany.

and

EXTERNAL Local National Applicants, who reside in Germany.

Hauptaufgaben

Serves as a Purchasing Agent for and Management Support Assistant to the Chief, Clinical Engineering Division and as the division purchasing agent. Acts as the principal advisor to the staff of the Clinical Engineering Division on the practical and technical aspects of office administration. The incumbent is responsible for matters pertaining to administrative, managerial and budgetary aspects of the operation to include planning, estimating, and controlling required resources. Performs a variety of administrative duties and functions in connection with the processing of intermediate/wholesale level maintenance support to the European Tri-service Theater, Central Asia, Southwest Asia and North Africa. Performs work on both manual and automated systems.

Serves as Division's Purchasing Agent/Primary Ordering Officer for all medical Test Measurement and Diagnostic Equipment (TMDE), Medical Standby Equipment Program (MEDSTEP), annual centralized maintenance contracts and one-time non-personal service contracts in support of the European Tri-service maintenance mission to include Central Asia, Southwest Asia and North Africa. Individual purchases are valued up to $25,000, with a monthly limit of $100,000, and are generally solicited under small purchase procedures. As Ordering Officer, the incumbent is responsible to and under the surveillance of the Europe Regional Contracting Office. When processing purchases that exceed the micro-purchase limit of $2,500, incumbent must ensure that either a valid sole source document is provided or market research and analysis has been performed in accordance with the Federal Acquisition Regulations (FAR).
Items/services not available through the open market, within the local area, necessitate solicitation world-wide. In almost all cases, purchases are needed on an urgent or emergency basis, requiring frequent reprioritization of workload to timely meet customer requirements. Maintains control of status of orders, including maintenance of records; reviews and signs monthly invoices; reports amounts obligated.
Responsible for administering the contract service calls and performs surveillance of the contractor to ensure they are in strict compliance of the terms and agreements stated within the contracts. Careful planning in placing orders is required so that the contractor may schedule resources (vehicles, workers, etc.). This eliminates the requirements of using a higher cost standby contractor. As a condition of appointment, incumbent is required to review, and acknowledges such review; the Joint Ethics Regulation prescribed in DOD Directive 5500, 7-R on an annual basis. Prior to ordering services, Incumbent prepares an estimate of cost approved by the Commander or his authorized designee. Also, establishes controls necessary to ensure that all contract terms and conditions are met and that services ordered conform to contract requirements before acceptance is made or payment authorized. Ensures that major deficiencies in contractor performance is reported immediately by telephone and confirmed in writing to the Contracting Officer (KO) when and as they occur. The incumbent ensures the report contains detailed data, circumstances and recommends action. Without detailed documentation, the Government may be forced to retain a marginal or poor performing contractor. Incumbent is required to provide information concerning individual purchase transactions and feeder reports on a monthly basis.
Resolves disputes over equipment and supply specifications, maintenance requirements, delivery dates, invoices, types and methods of shipments.
Performs trend analysis of contractual services to identify poor performance of contractors and identify systemic problems leading to default of contract by the contractor, compensation to the government, or non-renewal of contract under extension years.

Manages all administrative functions within the division. Ensures support services are provided in a timely manner. Collaborates with the division chief and other division personnel to ensure an adequate level of required support services and to make changes to accommodate special requirements. Manages a central suspense system for actions, to include monitoring requirements for submission of evaluation reports and award recommendations. Ensures proper preparation of charts, texts, narratives and tabulations with appropriate data for use in reports, programs, special projects and briefings. Makes decisions on office work issues and advises the staff of actual or potential problems and recommends solutions. Screens telephone calls and visitors to the division, referring to staff members and forwarding to the supervisor only those calls or visitors requiring the supervisors attention, otherwise, answers inquiries from own knowledge of medical maintenance operations. Personally handles many requests for information and provides pertinent information to a variety of inquires. Ascertains the needs of customers, identify and correct problems, and ensure compliance with applicable guidelines and procedures. Schedules appointments and makes commitments for the division chief, determines the nature of the proposed meeting and advises the division chief of the topic, its background and provides associated material.
Receives all incoming organizational correspondence, publications, regulations and directives; determines which should be brought to the division chief's attention, or can be handled personally. Searches for, assembles, and summarizes information as required from files and documents as requested or in anticipation of need.
Reviews all outgoing correspondence and other materials submitted for the division chief's signature to ensure that material is presented in compliance with all administrative procedures, suspense dated, and appropriate background materials, etc., are attached. Discusses inaccuracies, deviations from procedures and omissions with the originator to ensure corrections or obtain necessary materials.
Routinely prepares personal and executive correspondence of a technical and non-technical nature for the division chief, Deputy Commander for Operations and Commander's signatures.
Prepares travel orders and vouchers; makes travel and hotel reservations for trips; coordinates travel; develops itineraries, etc. Arranges vendor and contractor conferences and meetings, including making reservations for meeting locations and notifying participants. Assembles background information for use by the division chief. Maintains the division chief's calendar; schedules, reschedules or rejects appointments; accepts or declines invitations to meetings and arranges for attendance as appropriate. Keeps the division chief aware of appointments and briefs him/her on matters to be considered before the scheduled meeting.
Develops administrative and office procedures to ensure effective and efficient operations regarding all clerical and administrative work. Instructs the division's administrative personnel on all administrative procedures. Prepares and maintains the division's Labor and Production Reporting System (LPRS) report for all assigned personnel. Prepares and maintains the Civilian Time and Attendance records which include both, sick and annual leave reports and inputs the data into the automated system. Oversees the work of the NCOIC and Shop Foreman in the area of time and attendance reporting and verifies correctness of data, clarifies discrepancies, and processes pertinent documents.
Monitors Class A telephone usage, prepares accident and TDY trip reports, etc. Ensures accomplishment of assigned task and performs other duties, which do not comprise the full range of supervisory or lead functions. Maintains official employee record cards on all civilian employees, i.e., overtime, disciplinary actions, and leave. Records all personnel actions, pay adjustments, incentive awards and accomplished training. Prepares and coordinates civilian personnel actions originating in the division. Maintains liaison with Resource Management Division (RMD) and coordinates personnel actions with appropriate technical office in all areas of personnel management. Establishes and maintains a personnel administration system for all division employees. Serves as internal point of contact on personnel issues.
Assists the division chief in managing financial resources by estimating resource needs, developing narrative, quantitative analysis and justification for preparing and submitting annual operating budget to ensure equitable distribution and full funding of division programs by priorities. Utilizes historical operational cost data and programmed initiatives to extrapolate future budget requirements. Plans travel allocations and expenditures to provide financial control and assurance of economy of execution. Monitors all fiscal accounts and service contracts, and assures expenditures are in accordance with program budget. Reviews and analyzes resources based on changing mission requirements. Maintains status of funds, keeping supervisor informed and submits reports to higher headquarters as required.
Prepares the monthly Reimbursable Expense Reports and ensures their timely submission. Uses office automation equipment and associated hardware and software features and applications, such as word processing, spread sheet, and graphics to input or edit correspondence, briefing slides and reports which include a wide variety of technical terminology; formats and prints to final form as required. Uses reference sources such as technical dictionaries, administrative regulations policies to assure proper arrangements, grammatical, and spelling accuracy of the final product. Assignments may involve text, message, calendar, and suspense systems. Performs typing and translations for the division. Types a variety of correspondence, reports, tables, directives, charts, illustrations, etc., requiring the use of a wide variety of technical and medical terminology. Produces finished correspondence from drafts provided by supervisor. Instructs division personnel in learning equipment and software operations. Advises the division chief on procuring, justifying, and documenting office automation equipment needs. Serves as Publications Control, Records Management and Forms Management Control Officer for the division with responsibility for regulatory compliance. Request forms, publications and manages files in accordance with the Modern Army Records Keeping System (MARKS). Prepares in final form, all types of documentation and forms incident to administration and office management, i.e., contractor performance reports, receiving reports, etc.

Performs other duties as assigned.

Qualifikationsanforderungen

Explanations to the E&T Levels (Education & Training Levels) can be found at the link "Description of the Education & Training Levels".

C-5A:

E&T Level I: 2 years of creditable experience as defined in A below PLUS 2 years of experience as defined in B below.
Current employees who do not meet E&T Level I and who are not in the same or similar occupation must have 2 additional years of creditable experience as described in A below.
E&T Level II: 1 years of creditable experience as defined in A below PLUS 2 years of experience as defined in B below.
E&T Level III: 1 year of experience as defined in B below.
E&T Level IV: No additional experience required.
Current employees who have served one year in the same or similar occupation are qualified for the next higher grade.

Experience A: Included clerical work in an office or store, working with computers, bookkeeping, making and recording inventories, telephone marketing, arranging for events or as a cashier, etc.

Experience B: Experience in the same or similar line of work as the job for which considered. The experience must demonstrate that the applicant possesses the particular knowledge, skills and abilities required in the position. The predominant experience must have been gained at a comparable level of difficulty to the position to be filled. The amount of the higher level experience must be in a reasonable relation to the required total number of years.

• Office automation skills are required.

• English Language Proficiency level B2 AND German Language Proficiency level B1 required.

Description of the Language Levels:

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Beschäftigungsbedingungen

This is a permanent full-time position (38.5 hrs/week).

Employee may get an approved work schedule to work at an alternate worksite (e.g. at home) on a regular, recurring or ongoing basis.

WE OFFER:

- a global employer who stands for cultural diversity and equal opportunities
- employment in an international environment with a welcoming atmosphere
- high level of job security and attractive pay under German tariff agreements (CTA II; Protection Agreement) including, but not limited to, the following tariff entitlements:
- 30 days of annual leave; 36 days for severely handicapped employees (additional time-off on 24 & 31 December per tariff agreement)
- vacation and Christmas pay (total of 13 monthly salaries)
- various additional social benefits (e.g., employer pension scheme through Allianz group insurance; property accrual payments)

Beyond the tariff agreement,
- usually time off on 8-9 U.S. holidays due to work hour redistribution (governed by shop agreement)
- employer-specific programs for flexible work schedules; mobile work; length-of-service/performance awards
- health promotion and fitness programs, including free use of employer-run fitness centers.