Statement of Duties to be Performed
1. Position Classification, Recruitment, and Contract Administration – 25%
Position Classification:
The HR Assistant performs the initial review of position descriptions, drafts edits, and provides feedback to stakeholders. The job holder may review position classification packages for accuracy and up-to-date documents. Facilitates preparation of job discussion help sheets, collects, and prepares classification package documentation for further review and submission for classification action.
Recruitment:
The job holder administers segments of the recruitment process for locally and internationally-hired contract employees, including:
a) Drafts solicitations/vacancy announcements based on the most current approved and classified Position Descriptions, specifies evaluation and selection criteria, and ensures appropriate publication of solicitations and prompt distribution within USG Mission community and outside of the Mission;
b) Collects and reviews applications received, screens them for meeting the publicized minimum qualifications, and shortlists applications for review by the appropriate Mission Technical Evaluation Committees;
c) Arranges interviews and may serve as the HR representative on TEC panels;
d) Drafts all correspondence required under the hiring process and communicates with applicants regarding selection matters; corresponds with the selected candidate under the direction of the supervisor.
Personnel and Contract Administration:
Prepares budgets, submits requisitions, drafts, and issues solicitations. Facilitates recruitment processes and advises hiring managers of contracting policies and procedures. Prepares and processes personnel and contracting actions. Monitors contract obligations, prepares funding actions, tracks periods of performance, and processes termination, closeout, and renewal actions.
2. Performance Management, Awards Activities, and Benefits – 25%
Performance Management:
The HR Assistant ensures the performance evaluations of all CCNs are checked for completion and accomplished in a timely manner. S/he is responsible for maintaining accurate and current performance evaluation files and tracking when evaluations or reviews are due. 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. Ensures that annual performance evaluations for CCNs, as well as work objectives for the next rating cycle, are completed and submitted to the HR Office within the timeframe set by the EXO. Regularly checks the list of departing rating officers and requests interim reports, as appropriate. Responds to general questions and provides information to assist employees and/or supervisors in completing reports. Reviews completed reports to ensure accurate and thorough completion, requests/explains necessary modifications, processes completed reports, and updates the database system accordingly.
Incentive Award Programs:
The HR Assistant tracks the administration of nominations when submissions are requested for the Interagency Mission Award Program (IMAP), On-the-Spot, Special Act, or the USAID Incentive Awards Program. The HR Assistant provides guidance, collects award nominations, and is responsible for reviewing nominations to ensure eligibility and nomination completeness for all types of awards within the assigned portfolios and in accordance with policy, in coordination with the nominee’s supervisor and nominator. The HR Assistant ensures funding availability for all nominations and submits the completed and approved nominations to the interagency awards committee or to the Bureau/Office of Administrative Management Services (AMS), as appropriate. Once awards are approved, the Assistant informs the nominee and submits the approved awards to the appropriate payroll office to facilitate cash payment processing.
Benefits Administration:
Assists in the administration of compensation and benefit programs. Advises employees on applicable salary plans, allowances, benefits, entitlements, and other relevant program elements based on the employment mechanism. Tracks policy changes and implements updates to procedures accordingly.
3. Reporting, HR Files, Information and Data Management – 25%
Staffing and Organizational Reporting:
Regularly updates staffing reports on Human Resources Information Systems, prepares and submits periodic staffing patterns, personnel numbers, and other ad-hoc HR reports for USAID Mission or Washington, D.C., and the U.S. Embassy.
Personnel Records Management:
Maintains, organizes, updates, and performs close-out of Official Personnel Files (OPFs) for PSC staff and ensures their completeness, accuracy, and compliance with HR and contracting content requirements and organization. Maintains, organizes, and updates a variety of other HR files and records, including subject files, chronological, and historical files to ensure the maintenance of complete and accurate records. Searches files and records to extract data and/or assemble information required for various documents and/or reports or to provide information. Maintains and updates personnel records in the Agency Secure Image and Storage Tracking (ASIST) System.
Personnel Entry and Exit Support:
Prepares check-in and check-out forms for new and separating American and CCNPSC employees and TDY staff, reviews completed actions to ensure accuracy and thoroughness, collects all necessary related documents, processes them for signature by the Executive Officer, and files documents accordingly. Maintains and updates the Mission’s welcome orientation packets for all USDH and all offshore and locally recruited contract employees, and assists with new employee orientation. Drafts and processes arrival/departure notice cables for all USDH staff.
4. Employee Engagement and Labor Relations (EELR) Employment – 25%
Lifecycle Management:
Facilitates the full range of personnel management activities over the course of an employee’s tenure, including onboarding, facilitation of employee wellness and support programs, exit interviews, and out-processing actions.
Equal Employment Opportunity, Diversity, Equity, and Inclusion (DE&I), and Local Labor Law Compliance:
Advises and serves as a resource to equal employment liaisons (EELs) and counselors (EEOCs) on relevant policies and regulations. Provides guidance and support on DE&I programs and concerns. Provides information on local labor law and practices, ensuring compliance in human resource administration activities.
Travel Eligibility:
The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.
Minimum Qualifications Required for This Position
a) Education:
Completion of Secondary Schooling and an additional two years of postsecondary studies in Human Resources, Business Administration, Management, Public Administration, or related degree is required.
b) Prior Work Experience:
A minimum of three years of administrative, human resources, personnel assistance, public administration, or customer service-related experience is required.
c) Language Proficiency:
Level IV (fluent) English language proficiency, speaking and writing, is required. Local language – Romanian and Russian proficiency (Level IV) is required.
CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: October 14, 2024, at 11:59 p.m. Chisinau Time
