Human Resources Specialist (m/f)

Description

• The Senior HR Specialist is the senior member of a six-person Human Resources (HR) team within the Executive Office (EXO/HR) of USAID/ Mozambique. Under the general direction of the Executive Officer, the Senior HR Specialist serves as the Mission’s resident expert in broad variety of USG and host country (Mozambique) regulations, policies, laws and procedures, both, related to Human Resources management, administration and contracting for all categories of employment, and advises Mission Management in addressing/resolving issues and problems related to personnel management and employment contract administration. The incumbent will have a wide and varied range of responsibilities in responding to the daily needs of his/her customers.is responsible for effective planning, managing, implementing and administering programs, policies and procedures to provide for staffing requirements, and executing full range of Human Resources (HR) Administration at post functions for all categories of employees assigned to USAID/Mozambique Mission Cooperating Country National PSC (CCNPSC), USPSC, Third Country National PSC (TCNPSC), and US Direct-Hire (USDH) employees (As of FY22 total 200 positions (it may increase): 34 USDH, 17 USPSC offshore; 1 USPSC Resident Hire and 148 CCNPSC positions). These services include full cycle of HR management administration, from recruitment to retirement: position establishing, approval, and classification (position description development, recommendation of position grade level, classification package preparation, facilitating classification via HRSU), solicitation, selection, contracting, onboarding, staff development and career advancement, identification & development of training opportunities, obtaining and maintenance of required professional certification; evaluation of performance, awards, counseling, disciplinary actions; mandatory ethics training and reporting requirements [Confidential Financial Disclosure Report (OGE-450 form) and Public Financial Disclosure Report (OGE-278)], periodic and ad hoc personnel-related reports (OPS, staffing patterns, post-profile, compensation questionnaire, etc.), personnel actions (contracts, step increases, promotions, etc.), processing documentation for incoming and outgoing employees, compensation and benefits plan administration, labor relations, preparation of responses for salary survey requests
• SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC- Local Compensation Plan) – Human Resources Specialist, FSN-11 Equivalent
• Dear Prospective Offerors:
• The United States Government, represented by the U.S. Agency for International Development (USAID) in Mozambique is seeking offers from qualified persons to provide personal services under contract as described in this solicitation
• This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers
• SOLICITATION NO.: 72065622R10009 opened to all Mission current employees and external candidates who meet the stated qualifications
• MARKET VALUE: USD59,111 - USD82,761 per annum, equivalent to FSN11 (Step1-11). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Mozambique. Final compensation will be negotiated within the listed market value
• PERIOD OF PERFORMANCE: The base period will be one year, estimated to start on or about August 2022
• Based on Agency need, the Contracting Officer may exercise an additional option period for the dates estimated as follows:
• Base Period: August 2022 - August 2023
• Option Period 1: August 2023 - August, 2026
• ELIGIBLE OFFERORS: To meet basic eligibility requirements, the applicant must be a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country. Applicants must submit a complete application as outlined in Section
• SECURITY LEVEL REQUIRED: Employment Certification (RSO Certification)
• LIST OF REQUIRED FORMS PRIOR TO AWARD
• Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the required forms
• BENEFITS AND ALLOWANCES
• This is a local position and compensation will be in accordance with the Local Compensation Plan
• USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs USAID regulations and policies governing CCN/TCN PSC awards are available at these sources:
• 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.acquisition.gov/aidar/aidar-appendix-j-direct-usaid-contractscooperating-country-national-and-third-country-national-personal-servicesabroad and revised AIDAR Appendix J, General Provision contract clauses (GPs) titled “Leave and Holidays” (AAPD 20-08)
• 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:
• Item No
• (A) SERVICES (DESCRIPTION)
• (B) QUANTITY
• (C) UNIT
• (D) UNIT PRICE
• (E)AMOUNT
• (F) 0001  Base Period - Compensation, Fringe 1 LOT $ _TBD__$_TBD at Award after CCNPSC Senior HR Specialist SOL#72065622R00009
• Benefits and Other Direct
• Costs (ODCs) - Award Type: PSC - Product Service Code: R497 - Accounting Info: negotiations with Contractor_1001 Option Period 1 – Compensation, Fringe
• Benefits and Other Direct Costs (ODCs) - Award Type: PSC - Product Service Code: R497 - Accounting Info:1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor
• 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 
• 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

Duties

PSC Program: Recruitment and Administration Processes: 50%

• The Senior HR Specialist oversees and is responsible for all phases, from establishment of the position to the retirement of employee, of the Mission’s Personal Services Contract (PSC) recruitment and Administration for the following categories of the Mission’s workforce: USPSC and TCNPSC - both Internationally Recruited (Off-Shore) and Resident Hire, and CCNPSC) USPSC, TCNPSC and CCNPSC
• Advises on and provides assistance to the Office Directors on appropriate procedure on establishment and processing for approval of a position depending on the category of the position: Local Hires by the Mission Director and then by the Chief of Mission (COM); plus HCTM and NSDD-38 approvals for the Internationally recruited ones
• Arranges for position classification/Market Value determination and that Class Justifications and Deviations are prepared when necessary/appropriate
• Once position is classified, oversees and/or drafts Solicitations (vacancy announcements), assists with Evaluation Selection Criteria development, obtains necessary approvals; publishes the Solicitation using all required and recommended means , such as GLAAS/SAM, Agency Notices, Mission-wide Announcement, local newspapers and websites; receives, reviews and screens job applications, forwards them to the respective office supervisor, participates in the interview process as an observer, reviews Selection Memorandum for compliance with ADS 309 and Appendices D and J as appropriate, and upon memo approval by the Contracting Officer(CO) notifies the selected candidate, as well as non-selected ones
• Once selection is approved, determines salary offer based on the salary history in accordance with appropriate AIDAR Appendix, drafts for the CO signature Conditional Selection Letter presenting associated provisions, terms and conditions of respective PSC category, AIDAR Appendix D for US/TCN PSC candidates and Local Compensation Plan (LCP) and AIDAR Appendix J for CCNPSC candidates; negotiates with the selected candidate providing clarification as/if necessary
• Oversees arrangement and arranges for Pre-Employment Medical and Security Clearances upon acceptance of the Offer
• Oversees preparation/prepares for all PSC contract and contract modifications budgets, all necessary support documents in accordance with PSC regulations (ADS 309, AIDAR Appendices D and J, etc.) as well as all related memoranda and correspondence ensuring all paper, ASIST and GLAAS records are properly completed and uploaded
• Overseas processing and processes USPSCs and TCNPSCs actions, contracts/modifications and close-outs execution via GLAAS as a Buyer, and CCNPSC actions according to established procedures, obtains appropriate clearances, approvals, and signatures; ensures proper distribution for records and payment processes
• Maintains valid Certification as Buyer and Requestor in GLAAS
• Ensures that prior to contracting actions are executed all required support documentation is place, and all eligibility requirements are met. Monitors due dates for all required contract modifications and timely alerts operational units in advance of upcoming requirements and due dates and advises on proper format and content of requisition documentation. Ensures PSC actions are completed prior to the effective dates. Oversees/directs process of closing out those contracts which have expired and been terminated. Ensures appropriate preparing and circulating of close-out forms to appropriate offices for action, reviews completed forms to ensure that unexpended funds have been de-obligated; closes and retires contract files in accordance with established procedures

Classification of PSC Position, Personnel Administration, Advice and Policy Development 50%

• Position Description Classification/Determining Market Value:
• Manages and administers the Mission’s Position Classification process in accordance with the PSC regulations (ADS 309mae Position Description Instructions for PSCs and AIDAR Appendices D and J) by working closely with Supervisors and Mission Management to guide and assist supervisors in developing position descriptions to accurately reflect the organizational unit needs, describe actual duties & responsibilities and organizational relationships & structures, to determine appropriate position title in accordance with the USG Mandatory Authorized Titles outlined in FSN Position Classification Standards/Occupational Series and series Definitions, minimum qualifications requirements; interviews and conducts desk audit to ensure all aspects are addressed properly and balanced and avoid duplication and conflict of interest. Classifies and/or facilitates classification of PSC positions in accordance with the respective procedures:
• Determines Market Value of USPSC/TCNPSC PDs based on ADS 309mag Position Level Benchmarks for USPSCs, USAID PSC/GS Classification Worksheet, OPM Position Classification Standards (Classifier’s Handbook), and presents findings in Analysis and Evaluation Memorandum for the Contracting Officer’s approval
• Guides supervisors and employees on appropriate completion of DS-298 Position Description, Job Discussion Help Sheet (JDHS), necessary supporting documents/forms, arranges the Classification Request Package and submits it to HR Support Unit (HRSU) for classification review, serves as Point of Contact (POC) for all communications with the HR Support Unit (HRSU) regarding classification and its approval: facilitates further communication between HRSU and the Mission; assists supervisor in reviewing Preliminary Job Report and advises on concurrence and/or appeal process as necessary and appropriate
• On-boarding/Departure Processing: Responsible for ensuring all personnel assigned to the Mission complete necessary processing. Oversees and/or facilitates the arrangements for on-boarding of all categories of personnel according to the respective procedures:
• For expatriate employees – arranging with other ICASS and EXO Teams for passports, visas, Travel Authorizations, shipment of effects, accreditation with the Ministry of Foreign Affairs in Mozambique, housing and linking with CLO (Community Liaison Office); 2) for all – check-in with the appropriate parties – arranging in-briefings with Regional Security Office (RSO), Health Unit (HU), Front Office (FO); collecting Emergency Locators, establishing access to the Mission computer network and payroll accounts (plus opening of bank account for CCNPSCs); 3) workplace orientation and introduction meetings at all official levels, including Welcome Mission Notices; and 4) all proper documentation is completed and placed in the individual’s Official Personal Employee File (OPEF) Oversees and/or facilitates the arrangements for departures according to established procedures: 1) check-out – out-briefings with all parties (RSO, HU, FO, Mission Director, etc.); ensuring forwarding addresses are in place and all formalities completed as appropriate; 2) for expatriate employees – onward assignment/repatriation address confirmed and Travel Authorization is approved, and travel and shipment arrangements facilitated; 3) Payroll Office notified on account transfer and/or its closing date; and 4) appropriate Farewell Mission Notice issued
• US Direct-Hire Post Administration: Performs or directs all required actions related to USDH personnel. The incumbent prepares all USDH Personnel related actions for review and approval by the Executive Officer, the USDH employee and/or appropriate office(s) in USAID/W (HCTM, Travel & Transportation Division, Africa Bureau, etc.
• Prepares welcome information, arrival/departure cables, ensures overseas return certificates signed as appropriate, extension/shortening of tours, assists and coordinates M/HCTM personnel programs (TSP, CFC, FEHB, FEGLI), verifies benefits eligibility, appropriate processing of OGE-450 (Confidential) and OGE-278 (Public) Financial Disclosure Reports, etc.
• Advises on the current regulations governing FSO assignment processes and processing shortening and/or extending tours of duty, onward assignments
• Advises on various benefits and procedures associated with USDH employee status changes [i.e., Separate Maintenance Allowance (SMA), Divorce in the Foreign Service, Time In Class Extensions (TICs), special educational needs for dependent children, etc.] and assists USDHs and the EXO in the preparation of necessary documentation and processing respective action
• Advises and assists EXO in FSO Assignment Cycle processes: maintaining start/end of tour dates, eligibility for Home Leave/Return to Post or Transfer, necessity to extend or shorten tours, drafting narratives for Position Validation and CERTs selection response
• Advises and assists with drafting of new and/or revised FSO Position Descriptions
• Advises on Tenure requirements and assists with documentation processing
• Communications regarding onward assignments; Home Leave/Return to Post (RTP) and/or Home Leave/Transfer to a gaining Mission. Manages the USDH arrival/departure process
• Maintains active communications with the Embassy Community Liaison Coordinator (CLO) regarding the Youth Summer-Hire Program, Dependent
• Family Member employment opportunities, and schooling information for new arrivals and annual events which promote volunteerism, etc.
• PSC (CCNPSC, USPSC, and TCNPSC) Employee Performance Evaluation Process: Responsible for managing and coordination PSC employees’ Employee Performance Evaluations. Ensures that performance evaluation with relevant action recommendation is completed and signed as appropriate prior to respective action is processed (step-increase, promotion, extension, etc.). In case of marginal evaluations, the incumbent thoroughly reviews the case to identify appropriate follow-on action(s) - providing technical guidance to supervisors, and facilitating/observing developing Performance Improvement Plan (PIP)/disciplinary action (if necessary) and/or counseling sessions, as appropriate
• Mission Awards Program: Manages and coordinates the Mission Awards program including Mission’s Internal On-the Spot Awards handled at post, Agency Awards Program handled in USAID/W, and Post Awards Program –handled by the Interagency Post Awards Committee: advises on the policies, eligibility requirements, criteria and procedures for each program; issues calls for submission, advises supervisors on better appreciation instruments, collects and processes nominations for approvals, issuance of certificates, presentation and payment, if any, as appropriate
• Mission Training Program: Oversees and coordinates with the Mission Management, advises on the mandatory certification training requirements, opportunities and staff needs, and assists in the development, implementation and coordination of the Mission’s Annual Training Plan – ensuring that all employees have equitable access to training opportunities consistent with the responsibilities of their positions and within Mission funding constraints; ensures all required documentation is timely and fully completed. Coordinates hosting and arranging in-house training courses
• Manages/Monitors EXO/HR Information Systems and Data Reporting: Is responsible for overall management of Personnel-specific information databases including protection of information, resource monitoring, timely reporting and the development of specialized personnel tracking/monitoring programs, as/when appropriate; supervises and coordinates the reproduction, distribution and/or transmittal of database reports (i.e. OPS, ASIST, OPEFs, and other paper and electronic records). Ensures 100% accuracy of HR records that all Subject and Case Files are maintained in compliance with Records Management regulations/procedures (ADS 502) and all HR staff exercise exceptional judgment and strictly adhere to the Agency’s file creation, maintenance and disposal regulations and maintain official and working HR records containing PII and Sensitive Information are protected under the Privacy Act in according to the Agency policies/procedures. Provides HR input into current year and workforce projections for USAID/Mozambique’s Annual Report (AR) for submission to USAID/W. Collects data and drafts, in collaboration with the EXO, USAID/Mozambique’s written response to the Mission-wide annual Compensation Questionnaire for inclusion in the Post’s official cable response to Department of State’s (DOS’s) Off-the-Shelf Wage Survey
• Policy Development and Advice: The incumbent maintains first-hand knowledge of new and/or revised personnel policies and procedures received from USAID/W, Department of State and other external sources, which have direct impact on USAID/Mozambique personnel. Provides cultural context on particularly sensitive personnel issues presented to the Executive Officer for resolution. He/she contributes effectively to motivation of employees by counseling with supervisors and managers regarding human resource practices and interpreting human resource policies. Based on the analysis of Mission staffing levels and organizational structures; assists in determining appropriate procedures necessary to support USAID/Mozambique’s full-service Personnel Operations; and providing personnel specific information and/or technical assistance to mission managers. Provides personnel and career counseling to all categories of employee; brings to Mission Management’s attention problems deemed to be potentially volatile. In consultation with the Executive Officer, facilitates and assists in resolving employee relations problems. Advises employees on USG regulations and procedures, and consults on “best office practices”. Coordinates personnel related issues with US Embassy Human Resources, Administrative and Financial Management

Requisites

• Education: Minimum of University degree or host country equivalent in Personnel Administration, Human Resource Management or Public/Business Administration, Law or other related to Administrative Management field is required
• Prior Work Experience: A minimum of six years in the field of Human Resources Administration/Management or Administrative Office/Financial Management in a large organization with diverse international personnel, performing progressively responsible HR work of a technical or management support nature where emphasis was placed on customer service, analytical, judgmental and administrative abilities across the broad range of functions performed by a full-service HR Office Demonstrated successful teamwork and leadership experience is required. At least two years of the six years prior experience will have been in other international development organization is required
• Post Entry Training: The incumbent is expected to possess the necessary technical training, administrative and management skills/abilities required to carry-out/perform the duties and responsibilities of the position. Post-entry training will, therefore, be focused primarily on the Agency’s established policies, procedures and regulations which govern USAID-specific Human Resources Administration and Management functions and responsibilities
• An emphasis will be placed on Agency organized or recommended certification training courses on position classification (MClass), and contracting (USPSC/CCNPSC Workshop, GLAAS, etc). Mandatory Records Management, Annual Ethics and Cyber Security on-line and in-person courses, and on-the-job training on specific software as needed. Other related training subject to availability of courses and funding
• Language Proficiency: Level IV (fluent proficiency) in both written and spoken English and Portuguese is required. (Language proficiency will be tested)
• Job Knowledge: Thorough expert knowledge and understanding of social, economic, labor and other related legal environment in Mozambique - host country Labor and related Laws, as well as prevailing personnel management customs and practices as they apply to compensation, employment benefits and retirement, as well as other applicable laws regulating social security and other personnel, accreditation and visa related issues, as well as prevailing personnel management customs and practices as they apply to compensation, employment benefits and retirement. Strong practical and theoretical understanding of professional HR and administrative management principles, practices and terminology. A sound understanding of financial resource management specifically related to salary negotiations and employment contract budgets
• For the full performance level: Maintains expert knowledge of USG/USAID regulations, manuals, rules and procedures related to broad variety of aspects of personnel management, CCN/US/TCN PSC position CCNPSC Senior HR Specialist SOL#72065622R00009 classification, recruitment, employment contracting and benefits pertaining to each category of employment including but not limited to USAID’s Automated Administrative Directives System (ADS), 3 FAM, 4 FAM, 13 FAM, 14 FAM, 16 FAM, Standardized Regulations, Travel Regulations, Foreign National Employee Handbook, AIDAR Appendices D and J, PEBs/CIBs/AAPDs, Federal Acquisition Regulations, Code of Federal Regulations, etc.
• Skills and Abilities: Proficient knowledge of computer applications (current version of Windows, MS Office Applications: Word/Excel, Vision, Access, spreadsheet programs, etc.), proficiency in typing (good speed and accuracy) and operating office equipment (fax machine, scanner, copier)
• For the full performance level: Proficiency in USG and USAID specific software and internet-based platforms (GLAAS, ASIST, OPS, etc). Strong numerical skills enabling intensive and detailed calculations. Excellent analytical and writing skills, ability to understand and analyze budget information, identify funding sources, absorb and interpret regulations, and present information in precise form. Good management skills and ability to lead the team and to work effectively as a team member in a culturally diverse team environment and communicate with, and understand the needs of a wide range of internal clients to ensure total work objectives for section are attained. Ability to prioritize and work under pressure to fulfill multiple tasks within tough time limits; high level of responsibility and accuracy, attention to detail, and punctuality. Exceptional interpersonal and communication (written and verbal) skills: ability to prepare specific technical reports and multiple documents/forms in a professional and competent manner requiring little or no editorial changes prior to distribution; prepare and present oral briefings and/or training sessions for USAID/Mozambique Mission employees

Evaluation and selection factors

• The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far

The following evaluation factors are established

• Education: 10 points
• Prior Work Experience: 20 points
• Job Knowledge: 30 points
• Language Proficiency: 10 points
• Skills and Abilities: 30 points
• Maximum Points: 100 points

Notes

• Applications will initially be screened for conformity with minimum requirements. Only applicants who meet the minimum qualification requirements for the position will be considered. Candidates will be evaluated based on relevant education, prior work experience, knowledge, language proficiency, skills and abilities demonstrated in their application packages
• A Technical Evaluation Committee (TEC) will be convened to review applications and evaluate them in accordance with the evaluation criteria. Applications from candidates who do not meet the required selection criteria will not be scored. Only shortlisted applicants will be contacted and will be invited for a language test. Candidates successfully passing the language exam will be invited for an oral interview and may also be required to pass a written test. No response will be sent to unsuccessful applicants
• A cover letter in English with CV/Applicant Resume as well as academic transcripts/diplomas
• Names, contact numbers, and e-mail addresses of three professional references from individuals who are not family members or relatives. Reference checks will be conducted for the final selected candidate for the Contracting Officer to make a responsibility determination. USAID/Mozambique reserves the right to solicit references from other sources as deemed appropriate
• Any application received in Portuguese will not be considered. Only English applications will be considered
• 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
• Per this scoring Skills and Abilities and Job Knowledge are the most important factors, followed by Prior Work Experience, Language Proficiency and Education. Applications will initially be screened for conformity with minimum requirements. Only applicants who meet the minimum qualification requirements for the position will be considered. Candidates will be evaluated based on relevant education, prior work experience, knowledge, language proficiency, skills and abilities demonstrated in their application packages. A Technical Evaluation Committee (TEC) will be convened to review applications and evaluate them in accordance with the evaluation criteria. Applications from candidates who do not meet the required selection criteria will not be scored. Only shortlisted applicants will be contacted and will be invited for a language test. Candidates successfully passing the language exam will be invited for an oral interview and may also be required to pass a written test. No response will be sent to unsuccessful applicants Professional references will be conducted for the top ranked candidate and will be utilized to supplement the TEC’s recommendation to the Contracting Officer to offer the position to the top ranked candidate. USAID/Mozambique reserves the right to solicit references from other sources as deemed appropriate Final selection will be based on the application package, language abilities, oral interview and reference checks. This is a local position and compensation will be in accordance with the Local Compensation Plan
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application
• Physical Demands: The work requested does not involve undue physical demands
• Point of Contact: Mission-Maputo-HR@usaid.gov