Job Description
MAJOR DUTIES AND RESPONSIBILITIES:
Administration of Professional Development, Awards, and Performance Management Program (60%)
Training/Professional Development Program
- The HR Assistant serves as the Mission Training Coordinator for USAID Philippines and client Operating Units and is responsible for the management and administration of the employee professional development initiatives. Ensures compliance with the Mission Order on Training and Agency policies and procedures and provides guidance and direction to employees and managers on training policies and regulations. Coordinates with relevant offices on training budget, office professional development plans, and approval process. Consolidates all office professional development plans into the Mission Professional Development Plan (PDP). Reviews professional development plans, identifies high demand training courses, and makes recommendations if courses should be hosted at the Mission. Monitors changes to the approved Mission PDP and budget. Prepares periodic reports for the Mission Training Officer and Front Office to address concerns or organization issues. Processes Authorization, Agreement, and Certificate of Training (SF-182) form and Continued Service Agreement while reviewing compliance with regulations and mission procedures. Coordinates Mission nomination process for the Agency Leadership training program. Conducts a training needs survey, when needed, and participates in the analysis of training needs of Mission staff. Partners with Asia Regional Training Center (ARTC) to identify training and development needs of Mission staff. Prepares responses to training surveys and to other relevant data calls. Produces training reports, training materials, and presentations as required. Maintains and upkeeps a training database with the training history of all employees and establishes and maintains training files for all employees and programs. Advises and assists Mission employees and supervisors with the completion of Individual Learning and Training Plans (ILTPs), linking the ILTPs to the Employee Performance Reports (EPRs). Guides staff to find appropriate on-line and in-person training opportunities. Tracks completion of funded training, and when needed, advises the Executive Officer when reimbursement is due.
Awards Program
- The HR Assistant serves as the Mission Awards Coordinator for USAID Philippines and client missions. Processes and administers all award nominations for the USAID Agency Incentive Awards program, Inter-Agency Mission Award Program (IMAP/Embassy Awards), and Mission Award Program (Special Act/On-The-Spot Award/Time Off/Certificate of Appreciation) – plans and calls for nominations; ensures the eligibility of employee aligns with each award category and no duplication of recognition for the same accomplishment, ensures the award justification meets award criteria; ensures cash amount proposed is aligned with Embassy and Agency policy and cash is obligated; ensures award is submitted on time; organizes, communicates, and/or facilitates award presentation; coordinates award payment; requests supplies for award purposes. Keeps abreast of applicable regulations and processes, both at Posts and Agency, to be able to provide Mission staff with qualified advice and guidance on awards. Maintains and updates the employees’ awards database and tracks cash awards to ensure that the approved amounts are within the limit for each employee per fiscal/calendar year. Monitors years of service of local employees and liaises with Embassy HR on the processing length of service awards.
Performance Management Program
- The HR Assistant supports the HR Specialist in the management of the performance evaluation program and serves as an alternate advisor to all Mission employees and Mission Management on the employee evaluation and performance management process. The HR Assistant is responsible for proper and quality implementation of the employee evaluation program within the Mission. The HR Assistant advises Mission employees and supervisors on all aspects of employee performance management such as annual evaluation process and achievement recognition. The HR Assistant ensures the performance evaluations of all employees are accomplished in a timely manner. The HR Assistant is responsible for maintaining the performance evaluation files current on when evaluations and annual salary increases are due; and follows through with employees and supervisors to ensure that evaluations are submitted on or before due dates, and that narratives are consistent with the official duties and responsibilities of the respective position. The HR Assistant ensures that annual performance evaluations as well as work objectives for the next rating cycle are completed and submitted to the HR Office within the timeframe set.
Recruitment (40%)
- The HR Assistant, together with the HR Specialist, is responsible for the recruitment and contracting processes for Cooperating Country Nationals Personal Services Contract (CCNPSC) or locally employed employees in USAID Philippines’ client Operating Units. Provides advice and technical guidance to the Mission Management and employees related to recruitment procedures and internal Mission policies for local employees. Responsible for proper and timely management of recruitment, selection, and appointment of CCNPSC employees. Manages the complete cycle of the recruitment process for CCNPSC employees to include the following: a) drafting solicitations/vacancy announcements and ensuring appropriate publication of solicitations and prompt distribution; b) collection and review of applications received, screening them for meeting the publicized minimum qualifications, and shortlisting applications for review by the appropriate Mission Technical Evaluation Committees (TEC); c) arranging interviews, serves as the HR representative on TEC panels, and administering pre-employment skills tests; d) reviewing selection memo to ensure compliance to relevant policies and regulations prior to the cognizant Contracting Officer’s approval; e) drafting all correspondence required under the hiring process and communicating with applicants regarding selection matters. Works closely with the selected candidate and hiring office to ensure smooth and timely onboarding.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
To be considered for this position, offerors must meet the following minimum qualifications:
- a. Education – A college/university studies in human resources management, Business Administration, Communication, Psychology, Social Science, Law, or related field, is required. Note: Additional education may NOT be substituted for experience.
- b. Prior Work Experience – Minimum of three (3) years of progressively responsible experience in human resource management, particularly in the areas of awards, training, performance evaluation/management, and recruitment within a U. S. Government organization, host government organization, international or donor organization, or any organization where English language is routinely used in the workplace is required. Note: Additional experience may NOT be substituted for education.
- c. Language Proficiency/Communication Skills – Fluent (Level IV) - oral, reading, and writing proficiency in English and Tagalog (local language) is required to communicate effectively with Mission staff at all levels and with external contacts.
- d. Job Knowledge – Must have demonstrated knowledge and understanding of human resources management processes and policies to carry out HR functions, particularly: training/professional development, awards, performance management, and end-to-end recruitment. Must have the ability to quickly gain knowledge of the U.S. government and USAID regulations and processes on human resource management.
- e. Skills and Abilities – Good organization skills to be able to work independently and manage work according to priorities. Must be detail-oriented in preparing solicitations, personnel action documents, and staffing reports and in maintaining training, awards, and performance management databases. Must have the ability to research, interpret, and apply regulations relevant to situations at hand. Ability to keep sensitive personnel information with utmost discretion is required. Must have good mathematical and analytical skills. Excellent interpersonal skills to maintain good rapport with USAID, U.S. Embassy and USAID/Washington colleagues at all levels and external contacts. Must possess a high degree of maturity and flexibility and strong teamwork and communications skills.
CLOSING DATE: JUNE 28, 2024
