Management Security

VALERIE L. POLLOI

P.O. Box **** UOG Station

Mangilao, Guam 96923

Home: 671-***-****

Mobile: 671-***-****

*********@*****.***

SUMMARY

Administrative and Financial Management professional with over 10 years of

experience with the United States Embassy in Koror, Republic of Palau.

Demonstrated and proven success in administrative, personnel, unclassified

computer systems, financial and budget functions, procurement of supplies

and contract services, lease negotiations and building maintenance.

Extensive experience in the financial arena specializing in budget

formulation, justification, presentation, and execution? allotment control?

financial systems? internal controls? travel, payroll, time and attendance,

obligation authority, and contract management. Other assigned duties

include cashier supervisor, post security officer, information systems

security officer, classified communications (Top Secret and Crypto security

clearance), personnel officer and backup systems administrator. Recruit,

train and directly supervise 7 local staff in Office Management,

Accounting, Maintenance, Procurement, Information Management and Security.

Regularly perform representational duties at official US Embassy functions

and events.

PROFESSIONAL EXPERIENCE

Management Specialist

November 1996 - March 2011

Department of State

Hours/week: 40

US Embassy Koror

Grade: FP-05

P.O. Box 6028

Former Supervisor: Mark J. Bezner

Koror, Palau 96940

Telephone: 202-***-****

OK to Contact: Yes

Directly responsible for the day to day Administrative and Financial

Management of the US Embassy in Koror to include providing direct

supervision and training for 7 local staff. Provide administrative

support, as required, for 3 other USG agencies in country such as DOD Civic

Action Team, USDA-Rural Development and USDA-Natural Resources Conservation

Service.

Administration and Office Management: Provide administrative support to

all employees of the US Mission and as required to employees of USDA-NRCS,

USDA-RD and DOD Civic Action Team. Submit required reports to Washington

such as the annual Mission Strategic and Resource Plan (MSRP), Rightsizing

Report and Chief of Mission (COM) Annual Management Control Statement of

Assurance. Prepare and submit, every two years, the Post (Hardship)

Differential Report, Retail Price & Hotel Survey and Post Allowance Report.

Completed questionnaires and reports in preparation for the Office of

Inspector General (OIG) visit in November 2008. All formal recommendations

requiring action by US Embassy Koror have been closed. Supervised and

trained other employees on manual and automated travel actions to include,

air and hotel accommodations, travel authorizations (JF-144), travel

advances (OF-261) and travel reimbursement vouchers (DS-189) for foreign

and domestic travel in compliance with USG travel regulations and published

per diem rates. Review and approve travel authorizations and travel

vouchers using Web-based travel system Global eTravel (GeT). Regularly

meet with Administrative section employees to properly plan and provide

support on pending and future Embassy projects and visits.

Budget and Finance: Prepare yearly budgets for Program $312,000 and ICASS

(International Cooperative Administrative Support Services) $569,775 using

Web-based automated budget programs such as WEBPASS for ICASS and RABIT

(Resource Allocation and Budget Integration Tool). Review and analyze the

monthly obligation and funding reports generated from RFMS (Resource

Financial Management System) to ensure that funding is available to

continue with program requirements to include preparing interoffice

memorandums requesting increase in obligation of funds. Manage the

transfer of funds between object classes and line item accounts under the

same budget account and identify the need for reprogramming between budget

accounts. On a quarterly basis review ULOs (Un-liquidated obligations) to

ensure that funds that are no longer needed are de-obligated and made

available for other critical requirements. Manage the annual fiscal year

closing and opening process to include year-end purchases, closing of

obligations and allotments by de-obligation and de-allotment memos and/or

cable communications and funding recurring obligations in compliance with

Continuing Resolution instructions. Regularly communicate with East Asia

Pacific Bureau's Chief Financial Officer, Diplomatic Security and the

Office of Building Operations regarding funding requests to meet mission

budget requirements and goals as stated in the annual MSRP. Recruit, train

and supervise the Financial Assistant/Class B Cashier in the areas of

voucher processing using Momentum, cashiering using WinACS, advice of

allotments, status of funds and obligations, time and attendance, overtime,

and payroll. Conduct monthly un-announced cash counts of the Class B

Cashier.

Property Management: Directly supervise and trained the General Services

Assistant (GSA) on the annual inventory and disposal of non-expendable and

expendable property. Disposal of property included deciding on the best

method of disposing USG property, inventory and record keeping of property

and execution of bills of sale in compliance with US State Department

regulations and Republic of Palau law and tax regulations. Deposit

Proceeds of Sale to the US Disbursing Officer in Bangkok, Thailand and

submit the annual Proceeds of Sale cable to the appropriate offices in

Washington DC. Successfully negotiated a 50 year lease with Airai State

Government for a 3 acre site for the new Embassy building. Lead and assist

the GSA in developing a maintenance program for the new $10M Embassy

building and COM residence. Train and supervise the GSA with property

identification, inspection and lease negotiations for the COM residence.

Procurement: Supervise all procurement actions prepared by the General

Services Assistant (GSA) to include, office supplies and equipment,

maintenance equipment, office and residential furnishings, phone and cable

services and contract management for grass cutting, janitorial and garbage

disposal services. Ensure that all Purchase Orders (OF-2076), Blanket

Purchase Agreements, Purchase card transactions and cash purchases are

properly obligated to prevent unauthorized commitments. As the designated

Receiving Officer ensure that all procured items are received in good

condition and properly inventoried before signing and forwarding the

Purchase Order or voucher to the Financial Assistant for payment

processing. Supervise the GSA in the development of Statement of Work to

identify services to be performed, tasks to be accomplished, conditions

under which the work is to be performed and the method of evaluating the

work performed for construction projects based on specific requirements

provided by the Regional Facility Manager in Manila and the requirements of

the COM and Embassy staff. Designated as the Authorized Contracting

Officer Representative (ACOR).

Human Resources: Recruit, train, cross-train and supervise 7 local staff.

Prepare Employee Performance Report (JF-50) and counsel employees on their

performance to include developing a training plan and performance standards

and preparing personnel action forms (JF-62A) for hiring, within grade

increases, promotions, re-assignments, resignations and terminations.

Periodically review employee position descriptions to ensure that assigned

duties are current and submit significant changes to the COM for approval

for re-CAJEing (Computer Aided Job Evaluation). Nominate (JF-66) employees

for performance and cash awards recognizing their exceptional performance

and contributions to the US Mission in Palau. Create and maintain

personnel folders for all local staff of the Embassy including entering

personnel data into Post Personnel a Web based personnel program for

tracking positions and employees. Directly assist regional HR personnel in

the gathering and analysis of information for the annual FSN Wage and

Compensation survey.

Work with diverse groups and/or individuals: Frequently work and

communicate via email and telephone with colleagues in Embassy Manila,

Embassy Bangkok, Washington and Palau in areas such as Management, Finance

& Budget, Procurement, Security, Information Management and Personnel. In

addition, I worked with other non-US Dept of State colleagues such as US-

Dept of Agriculture Rural Development, US-Dept of Agriculture Natural

Resources

Conservation Services, DOD and Peace Corps to promote the US Mission in

Palau. Regularly represent the US Embassy at official representational

events and functions in Palau and regional Financial conferences.

Information Management: Directly supervised and trained Computer Management

Assistant on the operation of all Information Systems at post to include U-

ACT, INMARSAT, ALMA, UHF Radio, HF Radio, Iridium phones, exchange email

and the Mitel SX-50 telephone system. Established and implemented a

mission wide scanning of documents program to streamline the storage and

retrieval of information for all sections of the Embassy. Trained the

Computer Management Assistant on the proper transfer, receipt, record

keeping and storage of classified documents and equipment dispatched and

received via Diplomatic Courier. Designated as the alternate Information

Systems Security Officer (ISSO), alternate COMSEC Custodian and alternate

Systems Administrator. Requires Top Secret and Crypto security clearances.

Security: Administer post security policies and procedures in compliance

with 12 FAM (Foreign Affairs Manual) Diplomatic Security (DS). Provide

security briefings as determined by the Regional Security Officer (RSO) in

Manila to all USG employees in country. Report security incidents and

threats to the COM and RSO. Conduct background investigations for Foreign

Service National and American citizen applicants as assigned by the RSO in

Manila and/or DS in Washington. Negotiate, monitor and implement the

Memorandum of Agreement (MOA) with the Republic of Palau Ministry of

Justice (MOJ) for police security services at the Chancery and COM

residence. Foster and maintain relations with MOJ officials and other USG

agencies in regards to security. Assist and provide information to the RSO

in Manila for the Security survey. Administer and manage all DS funded

positions and projects including physical security upgrades for the

Chancery and COM residence. A key member of the Embassy's Emergency Action

Committee (EAC) with designated primary Emergency Action Plan (EAP)

functions of coordination officer, threat analysis, evacuation,

transportation, destruction of classified, administration and Handbook

control. Alternate EAP functions include EAP officer, counter terrorism,

internal defense and medical.

Accomplishments:

. Coordinated and managed the successful transition from a non-ICASS to

an ICASS-Lite post - a two year project where the implementation year

(FY-2010) had no assigned permanent officer at the Embassy

. Managed the closing of the old Embassy and the physical relocation to

the new Embassy building in February and March 2009 which required

coordination between Embassy personnel and personnel from Regional

Information Management offices in Manila and Bangkok, movers,

landlord, construction and security personnel.

. Drafted and completed the Embassy's first Employee Handbook

Education:

College: Hawaii Pacific University, Honolulu, HI

96813

Major field(s) of study: Business Administration -

Accounting

Type and year of degree(s) received: Bachelor of Science, May 31, 1994

Overall GPA: - 3.54

OTHER QUALIFICATIONS:

Job-related training courses:

. Web PASS Post Personnel (distance learning course) - March 2010

. Financial Management Officer Course - May 2004

. NEPA (Non-Expendable Property Application) - August 2002

. Overseas Cashier Supervisors Course - November 2000

. Win T&A (Time & Attendance) - October 1997

Job-related skills (other languages, computer software/hardware, tools,

machinery, typing speed, etc.):

. Software: Microsoft Word, Excel, Outlook, Quickbooks

. Networks: State Department Intranet

. Operating Systems: Microsoft Windows XP

. Typing: 50 wpm

. Calculator: 10-Key by touch

. Palauan - speak

Job-related honors, awards, special accomplishments, and additional

information:

. Meritorious Honor Award September 2000, August 2004, September 2010

. Meritorious Service Increase - October 2000, June 2010

. Contracting Officer Warrant - December 2000 to December 2001

. Top Secret Security Clearance - expired 2010

. Crypto Clearance

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