U.S. Embassy Oslo seeks Resource Coordinator

The Resource Coordinator is part of the U.S. Embassy’s Public Diplomacy Team, providing oversight of resources needed to support all Mission public engagement and outreach activities. They serve as Federal Assistance Awards Coordinator and help manage the Embassy Small Grants Program, to include advertising, selection, oversight of grant implementation, and close-out. The position will coordinate and consult with grantees on all programmatic, financial and technical aspects of federal assistance awards and track changes to federal assistance award policies and regulations to ensure the Embassy remains in compliance. It also involves advising on grant planning policies and plan competitive grant programs.

It includes collaborating closely with the Embassy Financial Management Office to prepare and manage the day-to-day accounting for Public Diplomacy programs and representation budgets. It includes closely tracking spending to ensure monetary expenditures and projections align with current Embassy priorities and allocations while advising on rules and regulations for official representation and budget spending issues.

The position will initiate and track contracting and procurement requests, ensuring delivery of goods and services in consultation with Embassy management specialists. 

The Resource Coordinator is the lead on administrative needs for the Public Diplomacy Section, including processing travel vouchers, time and attendance records, and representational reimbursements, as well as maintaining working knowledge of State Department information technology platforms. 

You will identify, plan, and execute opportunities within portfolios to promote current U.S. priorities and contribute to annual Public Diplomacy strategy. The employee will provide support for Public Diplomacy programs and back-up coverage for additional portfolios as needed.

PROGRAM SUPPORT 40%

Coordinates logistics and resource requests for program/activity implementation. Allocates property to individual public engagement activities, acquires new property/materials, and manages transportation for off-site locations. Serves as a primary liaison with Management teams and Regional Security to coordinate support for programs/activities. Works closely with the Management and colleagues to coordinate use of resources.

Provides support to the Strategic Content Coordinator and public engagement colleagues for exchanges and other public engagement programs/activities. Prepares and tracks specific travel and financial arrangements for exchange and other program participants. Manages communications such as program announcements, correspondence, and other communications with program applicants and participants. Coordinates logistics and preparation for program meetings and briefings, grants committees, and other events.  

Serves as administrator for the global system PD Tools that integrates audience analysis, strategic planning, activity tracking, and reporting. Coordinates with the Office of Policy, Planning, and Resources for Public Diplomacy and Public Affairs’ Resource Coordination and Management Unit on the use of PD Tools for monitoring and evaluation to link program data. Advises colleagues on access to and use the applications. Serves as the “power user” for the Mission’s contact management database (CRM). Ensures updates and accuracy of contact information, trains PD and Mission colleagues in its use.

Provides on-site logistical support for public PD events and programs. Oversees program follow-up, including program-related inquiries and communications.

Prepares PD Section time and attendance and representation vouchers. Manages the PAO’s and PD program calendars. Tracks and coordinates Front Office tasks assigned to PD.

BUDGET AND FINANCIAL COORDINATION 40%

Actively plans annual post budget requirements and projections more than one fiscal year in advance for approval by the PAO (or designee); identifies appropriate allocation by PD-specific budget codes for LE staff compensation, activities, programs, and Mission ICS themes for approval by the PAO (or designee). In coordination with the PAO (or designee) and the Financial Management Office, formulates PD’s annual budget submission; prepares, submits, and tracks expenditures against the post’s annual budget projections.  

Coordinates all funding streams and expenditures for PD programs from both the PD Budget Allotment and from multiple non-PD sources, including other USG programs, and non-USG sources. Tracks Department of State resources from the Bureau of Global Public Affairs and the Bureau of Educational and Cultural Affairs, both those administered directly by post and those managed in Washington but allotted for programs that affect the section workload. Advises on and drafts requests for additional financial resources.

Assists Financial Management staff in the disbursement of allotment, ensuring that all obligations and payments for PD activities are met. Coordinates PD entries and tracks reports for accuracy. Serves as the authority on PD Project Codes. Coordinates PD input to the annual Mission Resource Request. 

Monitors, tracks, and reports on PD expenditures against budget targets. Prepares cost analyses and suggests cost-saving measures.  

Supports Grants Officer in administration of all grants countrywide and section coordinator and technical advisor on grants and cooperative agreements.

Has responsibilities as indicated in the Delegation of Authority letter. The incumbent is required to coordinate with recipient individuals and organizations and is responsible for monitoring grantee compliance with grant terms. Reviews grantee accounting and interim reports requiring timely submission of final program and financial reports. Coordinates with PD and colleagues on funding, expenditures, and transfers. Acts as liaison between DOS-based GOR and local implementing institution(s).

PROCUREMENT, PROPERTY, GENERAL ADMINISTRATIVE FUNCTIONS 20%

Section point of contact with General Services Officer for property management of assets, including property inventory and equipment maintenance, upkeep, replacement, and disposal. Monitors the rate of inventory usage and recommends reorders.  

Oversees the design and production of printed materials for PD activities such as program announcements. Develops and collaborates on designs to ensure products conform to PD standards. Manages equipment, publications, expendable supply inventories and representational items, including recommending new items to order, preparing items for presentation, and ensuring sufficient stock is on hand for upcoming events.

Special Work Environment and Conditions

Availability: Must be available to travel throughout Norway.

NOTE: This position description in no way states or implies that these are the only duties to be performed by the incumbent. The incumbent will be required to perform other duties as assigned. 

All selected candidates will be subject to a background investigation and Tuberculosis questionnaire.

Selected candidate must be able to begin working within a reasonable period of time upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Experience:

Three years of experience in administrative services, procurement, customer service, or events management is required.

Language: 

English: Fluency - Speaking/Reading/Writing

Norwegian: B2 Fluency - Speaking/Reading/Writing

*Documentation must be submitted for proof of language levels*  

Education:

A university degree in Business Administration, Financial Management, Organizational Management, Accounting, or Public Administration is required. 

Drivers' License:

A valid Class B driver’s license is required. Must have held for at least five years.

Job Knowledge:

Comprehensive knowledge of Norwegian geography, infrastructure, government institutions, and common business and banking practices is required. Knowledge of customer service practices is required. Must have an understanding of communications in Norway and the international information environment as it affects the Mission. Must be familiar with digital practices and procedures.

Skills And Abilities:

Analytic Skills: Must have strong analytic skills to manage funding from multiple sources, each with differing requirements for purpose, oversight, and accounting. Must be able to accurately assess resource challenges and identify solutions, including those that address sensitive resource challenges.

Communication and Interpersonal Skills: Must have excellent customer relations, interpersonal, and cross-cultural communication skills. Must have excellent written and oral communication skills, including the ability to write reports in both English and Norwegian. Must be able to work effectively with Mission personnel and Norwegian institutions on PD operations and resources, including on sensitive or contentious financial topics.

Management Skills: Strong management skills are required, including the ability to develop and oversee project budgets. The ability to organize logistical support for professional and cultural projects, such as workshops, seminars, digital video conferences, panel discussions, lectures, and camps, is required. Must be able to conclude agreements with partner institutions and manage their fulfillment.

Technical Skills: Good keyboarding and data entry skills are required; excellent familiarity with electronic discovery tools, in particular the internet, and standard information retrieval practices and procedures are required. Thorough knowledge of and the ability to use various computer software programs, specifically Microsoft Word, Excel, and databases, is required.

REQUIRED DOCUMENTS

Please upload all applicable documents to your application. If you fail to submit a complete application, then your application may be disqualified for this position.

All Applicants:

• Residency Permit 
• Work Permit 
• University Degree 
• University Transcript
• Norwegian Language Scores 
• Driver’s License 
• English Language scores
• Cover Letter in English (Upload in Other Document 2)
• Resume/CV in English (Upload in Other Document)

In addition, Eligible Family Member (EFM) Applicants must submit:

• Copy of Sponsor's Travel Orders/Assignment Notification (or equivalent)
• Passport copy
• DD-214 - Member Copy 4, Letter from Veterans’ Affairs, or other supporting documentation (if applicable)
• SF-50 (if applicable)

How You Will be Evaluated

*You will be evaluated against the qualifications and requirements in this vacancy announcement. 

*You may be asked to complete a pre-employment language or skills test.

*You must complete the application form and provide the required documents.

*Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.

The U.S. Mission offers a competitive compensation and benefits package for local employees. For Eligible Family Member (EFM) applicants, benefits should be discussed with the HR Office. The pay plan is assigned by the HR Office and confirmed by Washington, D.C.

Click the “Søk her” button at the top of the page to begin your application. 

Please address all relevant experience, education, language skills (including English), and job-related skills or requirements in your application.

You may edit your application any time before the vacancy closing date. If you fail to submit a complete application by the vacancy closing date of this vacancy, then your application may be disqualified for this position.

To request a reasonable accommodation, please contact the HR Office.

We foster a diverse, equitable, inclusive, and accessible workplace where employees can be themselves. We invite qualified applicants from all backgrounds to apply.  

EQUAL EMPLOYMENT OPPORTUNITY (EEO): The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

HIRING PREFERENCE SELECTION PROCESS:  

A hiring preference is extended to eligible and qualified applicants in the order listed below. It is essential you accurately describe your status in your application, failure to do so may result in a determination that you are not eligible for a hiring preference. 

HIRING PREFERENCE ORDER 

1. Appointment Eligible Family Member (AEFM) / U.S. citizen Eligible Family Member (USEFM) who is a preference-eligible U.S. Veteran* 
2. AEFM / USEFM 
3. Foreign Service (FS) on Leave without Pay (LWOP) and Civil Service (CS) with reemployment rights ** 

* IMPORTANT: US citizen Eligible Family Member (USEFM) applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”) preferably Member Copy 4, Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability, equivalent documentation, or certification. A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active-duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service. Acceptable documentation must be submitted in order for the preference to be given. 

** This level of preference applies to all FS employees on LWOP and CS with re-employment rights back to their agency or bureau. 

For complete definitions of AEFM, USEFM, EFM, Member of Household, etc., please visit the 3 FAM 7210 Definitions.   

ADDITIONAL EMPLOYMENT CONSIDERATIONS

The following apply to EFMs, USEFMs, and AEFMs only:   

• Current employees who used a hiring preference to gain employment who are within their first 90 calendar days of employment are not eligible. This does not apply when the hiring mechanism is temporary or the work schedule is intermittent or irregular.   
• Candidates with a hiring preference who have already accepted a conditional offer of employment may NOT be extended a second conditional offer of employment unless and until they withdraw their candidacy for the first position in writing. 

The following apply to Locally Employed (LE) staff only:  

• Current employees serving a probationary period are not eligible. 
• Current employees with an Overall Summary Rating of Needs Improvement, Unsatisfactory, or an MBC score of less than 100 points on their most recent Employee Performance Report are not eligible.