Job Description
FSN-09 Duties and Responsibilities:
a. Personal Services Contract (PSC) Administration and Management
- Recruitment: The HR Specialist manages and is responsible for the recruitment and contracting processes for Personal Services Contract employees. Provides advice and technical guidance to the Mission Management and employees related to recruitment procedures and internal Mission policies for both local and international employees. The HR Specialist is responsible for proper and timely management of recruitment, selection, and appointment of PSC staff. The Specialist administers the complete cycle of the recruitment process for locally and internationally hired contract 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; c) arranging interviews, serves as the HR representative on TEC panels, and administering preemployment skills tests; d) drafting all correspondence required under the hiring process and communicating with applicants regarding selection matters. The Specialist has the authority to negotiate salary and other contract terms, initiates all pre-employment and personnel actions which affect appointment, and works closely with the selected candidate to ensure smooth and timely onboarding.
- Contract Administration and Management: The HR Specialist is in charge of PSC contract administration and management. The HR Specialist is responsible for proper implementation and application of the Federal contracting and Agency regulations and policies, for achieving effectiveness and efficiency of contracting operations, and ensuring fiscal integrity of the Agency’s fiscal systems. The HR Specialist is responsible for ensuring that PSC contract files are administered, managed, and maintained consistent with M/OAA guidelines governing contract management requirements. The HR Specialist is responsible for preparing and processing all PSC contracts, personal services contracting actions, and modifications such as incremental funding, extension, salary increase, renewal, etc. The HR Specialist ensures all requisite contract documentation is uploaded in ASIST, maintains and upkeeps ASIST database for all PSC contracts. The HR Specialist is responsible for conducting and processing the PSC contract close-outs following the mandatory ADS close-out procedures and guidelines.
b. Administration of Performance Management Program, Training, and Awards
- Performance Management: The HR Specialist is responsible for the management of the performance evaluation program and serves as an advisor to all Mission employees and Mission Management on the employee evaluation and performance management issues. The HR Specialist is responsible for proper and quality implementation of the employee evaluation program within the Mission. The HR Specialist advises Mission employees and supervisors on all aspects of employee performance management such as annual evaluation process, performance improvement plan, mentoring and coaching, and achievement recognition. The Specialist ensures the performance evaluations of all employees are accomplished in a timely manner; the HR Specialist 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. 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 by the EXO.
- Training Program and Activities: The HR Specialist is responsible for the management and administration of the employee training and career development initiatives. The HR Specialist conducts Mission-wide assessment and analysis of the employee training needs to determine what training is required to help staff meet strategic goals and objectives and ensures these are linked to and included in their annual work plans. The HR Specialist 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. The HR Specialist maintains and upkeeps a training database with the training history of all employees and establishes and maintains training files for all employees and programs. The HR Specialist advises and assists Mission employees and supervisors with the completion of Individual Learning and Training Plans (ILTPs), linking the ILTPs to the Performance Evaluation Reports (PERs). The HR Specialist guides staff to find appropriate on-line and in-person training opportunities. The HR Specialist serves as the HR representative and facilitator for the annual and ad-hoc Training Committee (TC) meetings for review and approval of employee’s training requests and ensures that the TC’s recommendations are submitted to the Mission Director in a timely manner; and, tracks recipients’ completion of their funded training, and advises the EXO when reimbursement is due.
- Incentive Awards Programs: The HR Specialist manages the administration of the Mission incentive awards program (IMAP) and the Agency Incentive Awards Program, including cash awards, honor awards, meritorious step increases, safe driving awards, and length of service awards. The Specialist drafts memoranda to all employees providing awards information, and deadlines for submission; collects award nominations; reviews nominations with the S/EXO and the supervisor; and provides nominations to the interagency awards committee or to the Bureau AMS through LaunchPad, as appropriate. Once awards are approved, the Specialist informs the nominee and submits the approved awards to the appropriate payroll office to facilitate cash payment processing, effecting meritorious step increases, or other awards recognition. The HR Specialist assures that nominations submitted to USAID/Washington are provided in the correct format and submitted to the proper AID Washington contact.
c. Human Resources Administration
The HR Specialist serves as a liaison and resource person responsible for providing leadership, advice and technical guidance to employees on all personnel matters, salary and benefit entitlements under contracts, in accordance with the Standardized Regulations and General Provisions. Provides guidance and counsels employees in the proper implementation of HR policies and procedures. Specific responsibilities include: provides advice and technical guidance on matters relating to the local compensation plan, payroll, wages and compensation and benefits, health and life insurance, leave policy, and retirement and severance pay entitlements. Keeps employees informed and advises them of changes in personnel policies and procedures in USAID. Advises and counsels employees on the full range of personnel and management matters such as employee relations, Post privileges, housing, allowances, entitlements, salary increases, environmental and working conditions, Reduction-in-Force (RIF), separation, ethics and conduct, disciplinary actions, grievance procedures, and other HR management issues.
Organizes and coordinates the orientation of new CCN employees and new offshore arrivals at the Mission. The job holder develops and coordinates mentoring programs and professional enrichment programming, including staff exchanges, fellowships, rotations, and other opportunities. Establishes and maintains all CCN employees’ official personnel/contract folders in ASIST, ensuring that these are kept current, accurate, and complete; prepares personnel actions for grade increases (promotions), salary (step) increases, resignations, retirements, disciplinary actions, etc.; coordinates all activities related to the Medical Insurance Plan and the CCN Retirement Plan provided to employees under the Local Compensation Plan; and, requests insurance for the duration of official travel for CCNs traveling abroad.
The HR Specialist manages and coordinates arrivals and departures of expat staff. The HR Specialist serves as the main point of contact and liaison for all employees assigned to Post responsible for providing guidance and coordinating their transfer to/from Post. This includes coordination and communication with gaining/losing Mission(s) and AID/W, sending out the welcome to Post information, arrival and departure notices, making sure employees complete their check-in or check-out process, coordination with the Embassy GSO regarding housing, ICASS support, and making other Post arrangements. The HR Specialist provides the orientation program and advises new personnel on overseas and educational allowances, jobrelated subjects, security matters, and the physical location of offices and services, including completing HR forms. Processes all agency entitlement/allowances related to personnel and family arrival, including the accreditation of PSC and other non-USDHs and school payments. Ensures that all new arrivals complete the arrival processes, such as registration with Embassy and Ministry of Foreign Affairs, acquisition of the Ministry of Foreign Affairs card, security and health briefings, etc. are completed within the shortest time possible.
d. Position Management and Positions Classification
- Position Management and Classification: The HR Specialist serves as the Mission HR Advisor for position management and classification purposes acting as consultant to management, familiarizing participants, and management with the MCLASS classification structure and process and PSC benchmarking. The HR Specialist advises and assists employees and supervisors in preparing accurate and current position descriptions to reflect duties, responsibilities, and organizational relationships for authorized positions. HR Specialist serves as a main point of contact (POC) for the servicing Human Resources Support Unit (HRSU). Reviews Position Description (PD) and Job Discussion Help Sheet (JDHS) submitted for adequacy, clarity, and completeness and serves as a quality control specialist for review of all MClass documentation prior to submission to the HRSU. Ensures that all employees have up-to-date and signed classification reports and PDs, as appropriate. Advises employees and supervisors on final position evaluation and classification results and appeals procedure. The HR Specialist conducts the review and analysis of job descriptions for USPSC and excepted TCNPSC positions and conducts a GS- or FS-equivalent market value determination in accordance with Agency policy.
e. Records Keeping
The HR Specialist is responsible for maintaining accurate and up to date different types of HR records on HR information systems (EAPS, OPS, ASIST, G drive, HR drive, etc.), maintaining official personnel and contract files and recruitment files. The Specialist regularly updates various Mission staffing reports and ensures that all employee and contract data and information is up to date and accurate at all times, prepares and submits periodic staffing pattern and staffing numbers and other ad-hoc HR reports to USAID/Washington and the Embassy. Prepares various reports and status updates on recruitment actions as needed.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Full Performance Level (FSN-11):
- a. Education: A Bachelor’s Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in HR-related field (i.e. Human Resources, Business Administration, Communication, Human Services, Humanities, Law, Organizational Management, Psychology, Public Relations, Social Science), is required.
- b. Prior Work Experience: A minimum of five years of progressively responsible experience in human resources administration, management, and negotiations, or a position that requires closely related skills in the following areas: compensation and benefits, employment contracts, financial management, labor laws and regulations, organizational leadership, training and professional development, recruiting or any combination thereof, with a government or nongovernment organization, the private sector, or within an international or donor organization is required. One year of this experience must have been gained working in a position equivalent to no less than the next lower level of FSN responsibility in this or an occupation that requires similar skills, with a government or non-government organization, the private sector, or within an international or donor organization. Note: Additional experience will NOT be substituted for Education.
- Language Proficiency: Level 4 English and Level 4 local language is required.
Intermediate Performance Level (FSN-10):
- a. Education: A Bachelor’s Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in HR-related field (i.e. Human Resources, Business Administration, Communication, Human Services, Humanities, Law, Organizational Management, Psychology, Public Relations, Social Science), is required.
- b. Prior Work Experience: A minimum of four years of progressively responsible experience in human resources administration, management, and negotiations, or a position that requires closely related skills in the following areas: compensation and benefits, employment contracts, financial management, labor laws and regulations, organizational leadership, training and professional development, recruiting or any combination thereof, with a government or nongovernment organization, the private sector, or within an international or donor organization is required. One year of this experience must have been gained working in a position equivalent to no less than the next lower level of FSN responsibility in this or an occupation that requires similar skills, with a government or non-government organization, the private sector, or within an international or donor organization. Note: Additional experience will NOT be substituted for Education.
- Language Proficiency: Level 4 English and Level 4 local language is required.
Entry Level (FSN- 09):
- a. Education: A Bachelor’s Degree or the equivalent of a four-year US college/university (or equivalency accreditation if a non-US institution) degree in HR-related field (i.e. Human Resources, Business Administration, Communication, Human Services, Humanities, Law, Organizational Management, Psychology, Public Relations, Social Science), is required.
- b. Prior Work Experience: A minimum of three years of experience in human resources administration, management, and negotiations, or a position that requires closely related skills in the following areas: compensation and benefits, employment contracts, labor laws and regulations, organizational leadership, training and professional development, recruiting or any combination thereof, with a government or non-government organization, the private sector, or within an international or donor organization is required. Note: Additional experience will NOT be substituted for Education.
- Language Proficiency: Level 3 English and Level 4 local language is required.
CLOSING DATE: JULY 4, 2024
