Human Resources Assistant

Description

General Information

• Solicitation No.: 72065623R10007 opened to all Mission current employees and external candidates who meet the stated qualifications
• Issuance Date: May 23, 2023
• Closing Date/Time For Receipt Of Offers: June 23, 2023, – 5:30 PM Maputo Time, Mozambique
• Point Of Contact: Human Resources Section, email at
• Mission-Maputo-HR@usaid.gov
• Position Title: Human Resources Assistant
• Market Value:  USD31,826 – USD44,542 per annum, equivalent to FSN-08 (Step1-12)
• 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 September 2023.  Based on Agency need, the Contracting Officer may exercise an additional option period for the dates estimated as follows:
• Base Period: September 2023 – September 2024
• Option Period 1: September 2024 – September 2028
• Place Of Performance: Maputo, Mozambique
• 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 IV
• Security Level Required: Employment Certification (RSO Certification)
• Statement Of Duties

Basic Function Of The Position

• 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/Mozambique 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 Specialist and serves as a backup for other HR staff, as needed
• The job holder may be expected to perform work-related travel.

Duties

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:

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/Mozambique 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

Position Elements

• Supervision Received: The Human Resources Assistant reports to the Senior HR Specialist
• Supervision Exercised: Supervision of other USAID staff is not contemplated
• Available Guidelines: Agency personnel regulations and procedures are readily available. These are detailed and specific in nature and the job holder is expected to be able to interpret and apply them to specific work activities. The job holder will be required to adhere to the Agency’s Management Office for Human Resources (M/HR) established policies. Policies, procedures, and guidelines by HCTM and USAID Washington, and training and reference materials are also available for easy reference in USAID’s Automated Directives System – ADS, FAM and FAH. Locally Employed Staff (LES) handbook and post-specific guidelines are available. The supervisor will provide additional guidance as/when necessary
• Exercise of Judgment:  The job holder must use initiative, judgment, and exercise discretion and patience in dealing with Mission personnel to resolve issues that arise during the course of work. Excellent judgment is also required to maintain integrity and security of the USAID official and working personnel files. The job holder will be required to follow and adhere to the Agency’s Standards of Ethics and Conduct
• Authority to Make Commitments:  The jobholder has no authority to make commitments, however, the jobholder makes determinations and recommendations on appropriate Mission expenses for PSC salary and benefits. The jobholder will independently counsel employees on personnel matters which are not commitments but considered authoritative
• Nature, Level, and Purpose of Contacts:  Contacts are with all levels of the USAID/Mozambique Mission on various elements of the personnel functions. Other contacts for the purpose of giving and obtaining information are with USAID/Washington, D.C. Offices, Institutional Contractors/Grantees, the Ministry of Foreign Affairs, Medical/Health Insurance Company Personnel, and travel agents to provide advice, explain regulations and procedures, coordinate actions, relay and/or obtain information regarding a host of HR matters. Contacts are also with the STATE/HR office staff to clarify any matters pertaining to the Local Compensation Plan and/or any areas of travel and/or HR LES initiatives
• Time Expected to Reach Full Performance Level:  One year
• Support Items: The incumbent will be provided with office space, equipment, and supplies.
• Physical Demands: The work requested does not involve undue physical demands

Requisites

• Education:  Completion of Secondary Schooling and an additional two years of post-secondary studies in Human Resources, Business Administration, Management, Public Administration, or related degree is required
• Prior Work Experience:  A minimum of three years of administrative, human resources, personnel assistance, public administration, or customer service-related experience is required
• Post Entry Training:  The full range of USAID and FSI Human Resources Management Courses are provided, including Personal Services Contract training, Overseas Personnel System (OPS) and USAID filing system; on-the-job, eLearning, or classroom training on USAID human resources policies and procedures; FSN compensation, payroll, and benefits courses; and other appropriate training in the field, subject to course offerings and the availability of funds. CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship Program described in ADS 495maa
• Language Proficiency:   Level IV (fluent) English language proficiency, speaking and writing is required. Portuguese language proficiency (Level IV) is required (Language proficiency will be tested)
• Job Knowledge: In the performance of these duties, the HR Assistant must be able to acquire good knowledge and understanding of USAID’s personnel-related policies, regulations, and procedures. Knowledge of standard recruitment practices, performance management systems, personnel records management and local labor laws. Good understanding and knowledge of HR best practices, reporting, HR data management and standards of confidentiality and transparency. Thorough knowledge of standard office management procedures and practices
• Skills and Abilities:  The HR Assistant is expected to have strong customer service, interpersonal and communication skills (e.g., oral and written) to be tactful and discreet, and to be able to work as a part of a team and to maintain excellent working relationships with all Mission personnel. The job holder is required to have the ability to follow oral instructions and be able to organize, prioritize and follow through on all assignments with minimal oversight, a strong focus towards attention to detail, and a demonstrated proficiency in using word processing and spreadsheet software. The strong ability to maintain strict confidentiality relating to all areas of USAID/Mozambique Mission personnel matters. Must be able to quickly learn the structure and functions of the USAID Mission in the host country and familiarity with its programs and objectives, quickly acquire the USAID and USG specific knowledge related to HR policies and procedures

Notes

• Only shortlisted applicants will be contacted

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: 30 points
• Job Knowledge: 25 points
• Skills and Abilities: 30 points
• Language Proficiency: points
• Maximum Points: 100 points
• Per this scoring Prior Work Experience and Skills and Abilities are the most important factors, followed by Job Knowledge, Education and Language Proficiency. 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

Submitting an Offer

• Eligible Offerors are required to submit electronically to the following email address a cover letter in English with CV/Applicant Resume in English as well as academic transcripts/diplomas: www.emprego.co.mz 
• Offers must be received by the closing date specified in Section I, item 3, and submitted to the following email address  www.emprego.co.mz
• Offeror submissions must clearly prominently reference the Solicitation number in the offer submission
• 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
• Only interviewed candidates will be informed in writing of the Selection Committee’s final decision

 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
• Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors - Please be advised that, upon award, the contractor will be required to follow the Mission policies and/or directives from the U.S. Department of State regarding COVID-19 requirements

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.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf 
• https://www.acquisition.gov/aidar/aidar-appendix-j-direct-usaid-contracts-cooperating-country-national-and-third-country-national-personal-services-abroad 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:

LINE ITEMS

• Item No (A) Services (Description)
• (B) Quantity
• (C) Unit
• (D) Unit Price
• (E) Amount
• (F)0001 Base Period - 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_
• 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
• 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
• 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
• Please note that USAID and the U.S. Government NEVER require payment of any money in connection with a job application
• EEO/AA: THE U.S.  MISSION is an equal employment opportunity/affirmative action employer and does not discriminate on the basis of hiv/aids status