The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.
Offersmust be in accordance withAttachment 1, Sections I through VIIIof this solicitation.Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.
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.
Any questions must be directed in writing to the Point of Contact specified in the attached information.
Supervisory Executive Officer
I. GENERAL INFORMATION
1. SOLICITATION NO.: 72066018R10007.
2. ISSUANCE DATE: July 23, 2018.
3. CLOSING DATE/TIME FOR RECEIPT OFOFFERS: August 10, 2018 before and/or on 5:00PM (close of business).
4. POSITION TITLE: Supervisory Human Resources Specialist.
5. MARKET VALUE: FSN-11.
In accordance with AIDAR Appendix J and the Local Compensation Plan of
USAID/Democratic Republic of the Congo.Final compensation will be negotiated within the listed market value.
6. PERIOD OF PERFORMANCE: Five (5) years. The services provided under this contract are expected to be a continuing nature that will be executed by USAID through series of sequential contracts, subject to the availability of funds.
7. PLACE OF PERFORMANCE: Kinshasa, Democratic Republic of the Congo with possible travel as stated in the Statement of Work.
8. SECURITY LEVEL REQUIRED: Regional Security Office certification.
9. STATEMENT OF DUTIES
1. General Statement of Purpose of the Contract
USAID/DRC is a large Mission managing three operating units (OUs) – the DRC, the Central African Republic (CAR), and Central African Regional – and provides oversight of programming in the Republic of Congo (ROC). The Mission’s current approved staffing level of 163 employees includes 46 Foreign Service Officers (FSOs), 14 Personal Service Contractors (PSCs), 1 Eligible Family Member (EFMs) and 102 Foreign Service Nationals (FSNs). The Mission anticipates increased staffing levels over the next few years. USAID/DRC implemented over $500 million in Fiscal Year (FY) 2017 development and humanitarian assistance for the three OUs. The Mission’s staffing level is projected to increase to 187 employees by 2020. The Supervisory Human Resources Specialist (S/HRS) serves all three OUs and is responsible for managing all activities of the Human Resource Unit of the Executive Office (EXO) of USAID/Democratic Republic of Congo (DRC). The S/HRS reports directly to the Supervisory EXO (or designee) with responsibility for providing the full range of Human Resource (HR) services. The S/HRS serves as the principal advisor to the S/EXO and Mission management for HR policy matters. HR Unit responsibilities include position classification and recruitment of all local (FSN) and international (US and TCN) Personal Services Contract (PSC) positions; management of Mission staff training, awards, and performance management for FSN and American staff; budgeting for all PSC personnel including salaries and benefits; and, serving as the main liaison with the US Embassy regarding HR topics and periodic reports.
2. Statement of Duties to be Performed
a. Human Resource Administration – 40%
- The Supervisory Human Resources Specialist plans, directs, and manages the work of the Human Resources (HR) Unit, implementing new or revised regulations, manuals, and other directives; researching, analyzing, reviewing and making recommendations to the S/EXO on HR directives; researching, analyzing, reviewing and making recommendations to the S/EXO on HR policies and programs, and advising on their application; liaising with the Embassy HR office, processing and passing on pertinent information to the S/EXO with an analysis of implications to be addressed, and recommendations on how to manage and/or implement.
- The S/HRS supervises a staff of two FSNs including: one HR Specialists and one HR Assistant and coordinates their work by providing a weekly overview of tasks to be performed, setting priorities and following up on ongoing tasks, and reaching final decisions on their accomplishment. The S/HRS provides both formal and on-the-job training to unit staff in order to enable them to perform their duties, and provides cross-training to avoid service gaps in periods of heavy workload or in the case of the absence of staff members.
- The S/HRS provides guidance to Mission staff on the full range of HR concerns and administrative matters, including terms and conditions of employment, procedures and requirements for awards, performance evaluations, allowances, etc. and provides guidance on personnel-related issues.
- The S/HRS guides Mission staff in the process of establishing new positions and reclassification of existing positions submitted to the EXO; oversees HR staff reviews of position descriptions to assure accuracy, clarity, and completeness; provides assistance and advice to Mission managers and supervisors, at all levels, including advising supervisors on position description writing, to ensure descriptions reflect current duties and organizational relationships; conducts jobsite interviews to ensure an understanding of duties and responsibilities delegated and performed; supervises the process of submitting positions for grade-level evaluation to the Regional Human Resources Support Unit (HRSU) in South Africa, including recommending grades and official titles; advise supervisors and employees of HRSU classification results, and on appeal procedures if required; ensures that position information is properly recorded; supervises maintenance of Official Position Description Files, with original classifications; and, assures HR unit staff provides copies of classifications to the employee, the supervisor, and the file.
- The S/HRS reviews proposed US/PSC Statements Of Work (SOW), proposed Market Rates (a Civil Service-equivalent classification); provides a recommended Market Rate to USAID/Washington or other Agency resource for final classification and approval to recruit internationally for US or TCN/PSCS prior to initiation of international recruitment, when required; and, ensures the preparation of appropriate supporting documentation for project-funded PSC positions.
- The S/HRS keeps abreast of prevailing wage, benefit and labor practices in DRC and the region, and advises the S/EXO of changes. Upon receipt of embassy approval and USAID concurrence, The S/HRS implements new FSN Local Compensation Plans, submitting new salary information to the appropriate payroll center; and, supervises the preparation of Personnel Actions and personal services Contracting Action forms (JF 62s), in order to reflect new changes.
b. Contract Management and Recruitment – 30%
- The S/HRS supervises the preparation of PSC contracts and amendments using appropriate contract formats and attachments, as provided in AIDAR,; reviews contracts for completeness, presence of necessary technical information, evaluation criteria, and appropriateness for use as a PSC, conferring with the originator to answer questions regarding position requirements; and, based on informed knowledge of various markets, recommends probable sources, advertising requirements, and other conditions that may apply. Incumbent manages procurement processes in the HR Unit.
- The S/HRS prepares advertisements, gains Office Director clearance, and submits PSC SOWs for international recruitment in required formats, and with necessary information, in accordance with agency procedures in order to assure the widest possible dissemination and appropriate competition; and, assures that positions are advertised the required length of time, and all other USAID procurement regulations are met.
- The S/HRS receives applications, and supervises assessment of applications against SOW requirements; discusses possible trade-offs with selecting official offices when no candidate meets the exact qualifications sought; and assures candidates meet the minimum qualifications set forth by the requesting office.
- The S/HRS supervises implementation of Mission Orders on personnel selection and recruitment; coordinates with hiring offices to set up selection panels and oversees the interview and selection process; ensures that the HR staff verifies information provided by candidates, by contacting references and past employers; and, personally screens applicants for professional positions, as referred by the staff, and discusses candidates with the S/EXO, providing a recommended course of action.
- S/HRS initiates negotiates with USPSC, and TCNPSC, contractors sharing responsibility for contract negotiations in accordance with guidance provided by the S/EXO, appropriate USAID regulations, and/or the Mission compensation plan. Negotiations involve detailed discussions with potentially-selected candidates regarding salary history compared to the compensation package offered at USAID; and, requesting proof of salary history in the form of previous salary statements and/or tax statements, checking in detail to verify accuracy. After discussion, S/HRS presents information and makes recommendations to the S/EXO for final approval.
- The S/HRS supervises preparation of Offer Letters and Memoranda of Negotiation, and ensures that all appropriate contract documentation is completed and filed in the individual contract file.
- The S/HRS provides advice and assistance to the S/EXO on issues affecting USDH, TCNPSC, and USPSC benefits and allowances at post, such as shipment of HHE, UAB, Consumables, vacation leave, etc.; and advises such employees on travel and allowance entitlement, such as education travel, R&T, separate maintenance allowance, etc.
c. Performance Management, Training, Awards and Other Personnel Duties– 30%
- The Supervisory Human Resources Specialist provides guidance, advice, and
assistance to employees on personnel matters, local social security benefits, retirement, recruitment, appointment/hiring/firing, leave, or other personnel matters of concern to employees; and, provides advice to the S/EXO on local labor practice and local social security law.
- The S/HRS coordinates the process of USDH performance evaluation, the
USDH position validation exercise, and the USDH assignment cycle. In consultation with the S/EXO and the Mission Director/Deputy Mission Directors, The S/HRS prepares requests to establish, revise, convert, or delete USDH positions; ensures completed packages are forwarded to USAID/Washington for action; submits USDH position validations, advertisements, and other actions to contacts within the Administrative Management Services (AMS) office for the Africa (AFR) Bureau, and onward to HCTM.
- The S/HRS provides advice and assistance to the S/EXO on issues affecting
USDH, TCNPSC, and USPSC benefits and allowances at post, such as shipment of HHE, UAB, Consumables, vacation leave, etc,; and , advises such employees on travel and allowance entitlement, such as education travel, R&T, separate maintenance allowance, etc.
- The S/HRS supervises the administration of the Mission incentive awards
program, including cash awards, meritorious step increases, safe driving awards, and length of service certificates. The S/HRS supervises or drafts memoranda to all employees providing awards information and deadlines for submission; collects award nominations; reviews nominations with the S/EXO; and, provides nominations to the interagency awards committee. Once awards are approved, The S/HRS ensures the responsible HR unit staff member informs the nominee, and processes cash payments, meritorious step increases, or other award, and submits awards to the appropriate payroll office, and ensures the preparation of contract modifications. The S/HRS assures that nominations submitted to USAID/Washington are provided in the correct format, and submitted to the proper Washington contact.
- The S/HRS ensures the performance evaluation of all FSNPSCS are
accomplished in a timely basis; supervises the maintenance of current files on when evaluations and annual step increases are due; and, assures HR staff 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.
- The S/HRS supervises implementation of Mission language and other staff
The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.
The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy.
3. Supervisory Relationship
The Supervisory Human Resource Specialist directly reports to the S/EXO. The Supervisory Human Resource Specialist works independently, under the minimum supervision of the Supervisory Executive Officer or designee. Most assignments are self-generated, and occur in the normal course of work. The S/HRS sets priorities, and uses initiative in the performance of duties, and only unusual or unique situations are referred to the supervisor for final action and/or direction. The supervisor provides a review of the assignment, the goals and objectives to be achieved, and the results expected; The S/HRS is expected to carry out those tasks independently.
4. Supervisory Controls
The S/HRS provides full line management over two subordinates coordinating their work by providing a weekly overview of tasks to be performed, setting priorities and receiving information on ongoing tasks, and reaching final decisions on the accomplishment of activities.
10. AREA OF CONSIDERATION: All interested applicants. Cooperating Country National Personal Service Contractor (CCN). Cooperating country national (CCN) means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
11. PHYSICAL DEMANDS
The work requested does not involve undue physical demands.
12. POINT OF CONTACT: firstname.lastname@example.org.
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Bachelor’s Degree, or local equivalent, in Human Resources Management, Business Administration, or closely related field is required.
b. Prior Work Experience:
A minimum of five years of progressively responsible, job related, professional-level experience in the field of human resources management, business or public administration, and/or contracting is required. At least three years of such experience should have included substantive work in an English-language work situation, in the private sector, or for a USG or other international organization. One year of the above experience in a supervisory capacity is required.
Fluent English and Level French language ability is required. The S/HRS is required to possess a high degree of proficiency in both written and spoken English and French.
III. EVALUATION AND SELECTION FACTORS
Applications will be initially screened by the Human Resources Office to determine whether applicants have met the advertised minimum qualifications. A list of qualified applicants will be referred to the hiring office for further consideration and screening.
Experience (30 points): A demonstrated ability to work independently and manage complex human resources issues for a large organization. The incumbent should have expert level experience on the full range of human resources services including performance management, recruitment, policy interpretation, position classification, position analysis and contract/agreement management, and technical guidance.
Knowledge (30 points): Demonstrated knowledge of local labor law and standard human resources practices applicable to the full spectrum of human resources management, from recruitment through retirement.Demonstrated knowledge in Human Resources Management; a history of success in one or more of the position’s responsibilities: recruitment, contracting, training and development program coordination, awards program, HR reports and records, position classification, position management, operational support, etc.
Supervision (20 points): Demonstrated skills in setting work objectives, prioritiesfor subordinates and following up on ongoing tasks, and reaching final decisions on the accomplishments.Demonstrated skills to provide guidance and supervision to complete tasks, serve customers, and meet deadlines. Demonstrated skills in planning, organizing, directing, and controlling the work of subordinates.
Skills and Abilities (20 points):The position requires excellent organizational skills, tack, good judgment and discretion, compassion, understanding, and an interest in serving people to maintain smooth and effective working relationships with personnel of both Missions, at all levels. The incumbent must possess good interviewing and analytical skills in order to make objective decisions and present them concisely; ability to interpret regulations to current situations is required. The incumbent must have excellent computer skills in the use of word processing system, Excel, and other MS Office Applications. Work requires the utmost discretion in handling human relations matters, and the ability to inspire confidence and maintain confidentiality is required. The incumbent must have the supervisory and managerial skills necessary to manage a high-performing Unit in the Executive Office; and, the ability to plan, organize, establish priorities, direct, and follow up on the work of the Unit.
BASIS OF RATING:
Applicants who clearly meet the Education/Experience requirements and basic eligibility requirements will be further evaluated based on scoring of their Evaluation Factor responses. Those applicants determined to be competitively ranked will also be evaluated on their interview performance and satisfactory professional reference checks. The Applicant Rating System is as follows:
Evaluation Experience: 30 points
Knowledge: 30 points
Supervision: 20 points
Skills & Abilities: 20 points
TOTAL: 100 points
Satisfactory Professional Reference Checks-Pass/Fail (no points assigned)
To ensure consideration of applications for the intended position, Applicants must prominently reference the Solicitation number and sign in the application form before submission.
IV. PRESENTING AN OFFER
1. Eligible Offerors are required to complete and submit the offer form DS-174 Application for U.S. Federal employment along with a cover letter and resume written in English.The DS-174 Application form can be found in the US embassy website https://cd.usembassy.gov/embassy/jobs/job-opportunities/
2. Offers must be received by the closing date and time specified inSection I, item 3, and submitted to the Point of Contact in Section I, item 12.
3. Applicants must provide a narrative for each selection criteria listed in Section III
4. To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.
Once the Contracting Officer 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 following forms.
- Medical History and Examination Form (Department of State Forms)
- Questionnaire for Non-Sensitive Positions (SF-85)
- Finger Print Card (FD-258)
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
1. BENEFITS and ALLOWANCES:
Child allowance, spouse allowance, 13th and 14th month bonuses, transportation allowance, meal allowance, housing allowance, housing allowance, and miscellaneous benefit allowance, medical insurance, annual leave and sick leave.
The employees are responsible for calculating and paying local income taxes. The U.S. Mission does not withhold or make local income tax payments.
VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN/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
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
END OF SOLICITATION
EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in DRC provides equal opportunity and fair and equitable treatment in employment to all people with out regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. USAID/DRC also strives to achieve equal employment opportunity in all personnel operations.
TheEEOcomplaintprocedureisavailabletoindividualswhobelievetheyhavebeendeniedequalopportunitybaseduponmaritalstatusorpoliticalaffiliation.Individualswithsuchcomplaintsshouldavailthemselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.