USA Embassy – Human Resources Assistant

Expiration date:July 28, 2023

Location:Addis Ababa

Job Title:Human Resources Assistant

Job Description

I.       GENERAL INFORMATION

1.      SOLICITATION NO.: 72066323R10009

2.      ISSUANCE DATE:07/12/2023

3.      CLOSING DATE AND TIME FOR RECEIPT OF OFFERS:07/28/2023, no later than 5:00 p.m (EAT) (close of business).

4.      POINT OF CONTACTS:  Caraline DiNunzio, Contracting Officer and Fekadu Tamirate, HR Specialist, e-mail at addisusaidjobs@usaid.gov.

5.      POSITION TITLE:  Human Resources Assistant

6.      MARKET VALUE: $12,764 – $22,964 yearly i.e., equivalent to FSN – 08. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Ethiopia. Final compensation will be negotiated within the listed market value.  Salary will be paid in local currency at the exchange rate in effect when the payroll is processed.

7.      PERIOD OF PERFORMANCE:  Five (5) years from the award date. The services provided under this contract are expected to be of a continuing nature through a series of sequential contracts, subject to continued need, satisfactory performance, and the availability of funds.

The expected period of performance will be from 11/05/2023 – 11/04/2028.

8.      PLACE OF PERFORMANCE: US Embassy, Entoto Road, Addis Ababa, with possible travel as stated in the Statement of Duties.

9.      ELIGIBLE OFFERORS:  Cooperating Country Nationals (CCNs). “Cooperating country national” means an individual who is a cooperating country citizen, or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

10.  SECURITY LEVEL REQUIRED: Facilities access.

11.  STATEMENT OF DUTIES

1.      General Statement of Purpose of the Contract

The Human Resources (HR) Assistant is a member of the Executive Office (EXO) HR team and is responsible for providing Human Resource Management support to the USAID Mission.

The HR Assistant provides clerical, administrative, and technical support for the Mission to all levels of USDH (U.S. Direct Hires), Cooperating Country National Personal Services Contractors (CCNPSC), Offshore and Resident-Hire U.S. Personal Services Contractors (USPSC) and Third Country Nationals Personal Services Contractors (TCNPSC). The job holder’s responsibilities will include preparing position classification, recruitment, contract management, new employee orientation, and official personnel/contract files management. In addition, the jobholder will be expected to regularly update the position and personnel data in the Mission personnel management system etc., coordinating and managing USAID incentive and On-the-Spot Award Programs, and supporting the arrival, travel, visa and accreditation, and departure processes. The job holder prepares and submits periodic staffing patterns and staffing numbers to the U.S. Embassy and USAID Mission management as needed. The Human Resources Assistant reports to the Senior HR Assistant and serves as a backup for other HR staff, as needed.

2.      Statement of Duties to be Performed

Position Classification, Recruitment, and Contract Administration

●       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 to include the following: 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.

Performance Management, Awards Activities, and Benefits

●       Performance Management: The HR Assistant ensures the performance evaluations of all CCNs are checked for completion and accomplished in a timely basis; 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, and 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; is responsible to review 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.

Reporting, HR Files, Information and Data Management

●       Staffing and Organizational Reporting: Regularly updates the 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 the personnel record in Agency Secure Image and Storage Tracking (ASIST) System.

●       Personnel Entry and Exit Support: Prepares the check-in and check-out forms for new and separating American and CCNPSC employees and TDY staff, and reviews completed actions to ensure accuracy and thoroughness, collects all necessary related documents and processes 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.

Employee Engagement and Labor Relations (EELR)

●       Employment Lifecycle Management:Facilitates the full range of personnel management activities over the course of an employee’s tenure, inclusive of 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, practices and ensures compliance in human resource administration activities.

The contractor is eligible for travel to the U.S., or to other locations abroad, for training, for temporary duty, or to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.

3.      Supervision Received

The Human Resources Assistant reports to the Senior HR Assistant.

4.      Supervisory Controls

Supervision of other USAID staff is not contemplated.

12.  PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

I.       LIST OF REQUIRED FORMS PRIOR TO AWARD

The Contracting Candidates will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:

1.      Medical History and Examination Form (Department of State Forms)

2.      Questionnaire for Non-Sensitive Positions (SF-85)

3.      Fingerprint Card (FD-258)

II.    BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

1.      BENEFITS:

Group life insurance, medical coverage, annual leave and sick leave.

2.      ALLOWANCES (as applicable):

Meal allowance and miscellaneous benefit allowance.

III. TAXES

Cooperating Country Nationals are expected to comply with all relevant Ethiopian laws and regulations.

IV. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:

1.      USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf

2.      Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms.  Pricing by line item is to be determined upon contract award as described below:

LINE ITEMS

ITEM NO(A)SUPPLIES/SERVICES (DESCRIPTION)(B)QUANTITY(C)UNIT(D)UNIT PRICE(E)AMOUNT(F)
0001Base Period – Compensation, Fringe Benefits and Other Direct Costs (ODCs)– Award Type: Cost– Product Service Code: [e.g. R497]– Accounting Info: [insert one or more citation(s) from Phoenix/GLAAS]1LOT$ _TBD__$_TBD at Award after negotiations with Contractor_

3.      Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs

4.      Ethical Conduct.  By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635.  See https://www.oge.gov/web/oge.nsf/OGE%20Regulations.

5.      PSC Ombudsman
The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman. The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov.

EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in Ethiopia 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. USAID/Ethiopia also strives to achieve equal employment opportunity in all personnel operations.

The EEO complaint procedure is available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

Job Requirements

I.       MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

a.    Education: Completion of Secondary Schooling and an additional two years of post-secondary studies in Human Resources, Business Administration, Management, Public Administration, or related fields.

b.    Prior Experience: A minimum of three years of administrative, human resources, personnel assistance, public administration, or customer service-related experience.

c.    Language:  Level IV (fluent) English language proficiency, speaking and writing, and local language proficiency (Level IV).

EVALUATION FACTORS

EDUCATION (10 points):  Points will be given for (1) education above the minimum level and/or (2) specialized education pertinent to the position. and/or (3) specialized training pertinent to the position.

WORK EXPERIENCE (45 points): 

KNOWLEDGE, SKILLS, AND ABILITIES (45points):

INTERVIEW PERFORMANCE (100 points)

BASIS OF RATING: Candidates who meet the Minimum Qualifications will be evaluated in accordance with the Evaluation and Selection Factors.

Candidates should address these factors in the offer package, describing specifically and accurately what experience, training, education and/or awards they have received as it pertains to the factors. Failure to address the Evaluation and Selection Factors may result in not receiving credit for all pertinent experience, education, training and/or awards.

The highest-ranking applicants may be selected for an interview and writing test. Interviews may be conducted either in person or by telephone/video call at USAID’s discretion.

Final TEC recommendations for the candidates will be based on the initial evaluation of the applications, interview performance, and written test. USAID/Ethiopia will not pay for any expenses associated with interviews.

Satisfactory Professional Reference Checks – Pass/Fail (no points assigned). Reference checks will be conducted only for the first-ranked candidate.  Please be advised that references may be obtained independently from other sources in addition to the ones provided by an offeror. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the candidate’s cover letter, and USAID will not contact those references without contacting the candidate.

How to Apply

I.       SUBMITTING AN OFFER

Please follow the following instructions to apply.

Eligible Offerors are required to complete and submit:

  1. The offer form DS-174 (Application for U.S. Federal employment) which can be found in the U.S. embassy website https://et.usembassy.gov/embassy/jobs/ or https://www.usaid.gov/ethiopia/work-with-us/careers/ds-form-174-ccn-application.
  2. A resume in English
  3. Letter of application (cover letter) that describes your experience with the evaluation criteria (Section III: Evaluation and Selection Factors), and
  4. Contact information for a minimum of three and a maximum of five references, including at least two references with direct knowledge of the offeror’s past performance.

Further Guidance:

To ensure consideration of offers for the intended position, offerors must prominently reference the Solicitation Number in the offer submission.

Application must be submitted ONLY via addisusaidjobs@usaid.gov and the email subject must say– solicitation 72066323R10009, Human Resources Assistant. Be sure to include your name and the solicitation number at the top of each page.

Please do not submit more than one application; and

The application must be submitted before or on the closing date at local Ethiopia time 5 p.m. (Local Ethiopia, Addis Ababa Time, or EAT).  Late and incomplete applications will not be considered.

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