Human Resources Assistant

SOLICITATION NUMBER: 72066019R10008
SSUANCE DATE: August 22, 2019
CLOSING DATE/TIME: September 5, 2019

 

SUBJECT: Solicitation for the FSN-9, Human Resources Assistant, Cooperating Country National Personal Service Contractor (CCNPSC) (Local Compensation Plan)

 

Dear Prospective Offerors:

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.

Offers must be in accordance with Attachment 1, Sections I through V of 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.

 

Sincerely,

/S/

Charles S. “Chuck” Pope
Supervisory Contracting Officer

 

I. GENERAL INFORMATION

  • SOLICITATION NO.:  72066019R10008
  • ISSUANCE DATE:  August 22,2019
  • CLOSING DATE/TIME FOR RECEIPT OF OFFERS:  September 5, 2019
  • POSITION TITLE:  Human Resources Assistant (Multiple awards may be made as a result of this solicitation)
  • MARKET VALUE:  Equivalent to FSN-9 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.
  • PERIOD OF PERFORMANCE:  The period of performance is five (5) years.  The services provided under this contract are expected to be of continuing nature executed by USAID through a series of sequential contracts, subject to availability of funds, satisfactory job performance and need for continued services.
  • PLACE OF PERFORMANCE:  Kinshasa, Democratic Republic of the Congo (DRC)
  • SECURITY LEVEL REQUIRED:  Regional Security Office Clearance
  • STATEMENT OF DUTIES

A. Basic Function of Position

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 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). 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 Human Resources (HR) Assistant serves all three OUs and is responsible for providing the full range of Human Resource (HR) services and reports directly to the Supervisory Human Resources Specialist. 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 programs 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. The HR Assistant will be the primary responsible individual for the overall management of Mission-wide training and career development needs. The Assistant will serve as a key resource to all Mission staff on training, performance management, and career development related matters.

B. Major Duties and Responsibilities

a. Administration of Performance Management program, Training, and Awards 40%

Performance Management: The HR Assistant ensures the performance evaluations of all FSNs 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. Ensures performance annual evaluations for FSNs as well as work objectives for the year following the evaluations are completed and submitted to the HR Office within the timeframe set by the EXO.

Training Program and Activities: The HR Assistant oversees the maintenance of a training database with the training history of all employees, and establishes and maintains training files for all employees and programs.

The HR Assistant advises and assists Mission employees and supervisors with the completion of Individual Learning and Training Plans (ILTPs), linking the ITPLs to the Performance Evaluation Reports (PERs). The HR Assistant guides staff to find appropriate on-line and in-person training opportunities.

In cooperation with the Supervisory/EXO, and under the supervision of the Supervisory HR Specialist, the HR/ Assistant ensures compliance with the Mission Order on Training and Agency policies and procedures, and provides guidance to employees and managers on training policies and regulations.

The HR Assistant is responsible for the following: Solicits feedback from managers, supervisors, and employees to determine what training is required to help staff meet strategic goals and objectives; plans and coordinates Mission hosted courses, announces them to the region, and develops participants lists according to target audience; prepares and/or evaluates statements of work for Mission-tailored courses submitted by training providers; interviews training instructors in the case of contracting with a local training provider, and reviews course contents and training manual submitted; participates and manages the evaluation of proposals and/or interviews of prospective providers; negotiates details of course design and content, duration, target audience, delivery, etc., with selected providers; provides trainer(s) with necessary information about USAID and participants, as well as training goals and objectives; prepares requisition requests for contracting with training providers, training venues, purchase of materials, supplies and equipment needed for the Training unit; and, coordinates logistical arrangements related to training events and organizes Mission retreats, team building, and training exercises and other Mission events, as needed. In consultation and coordination with Mission management, (s)he conducts surveys and/or interviews to determine the types of activities or concerns that need to be covered, develops an agenda, coordinates logistics, and assists with facilitation (if necessary).

Annually, the HR Assistant oversees the solicitation of the reimbursement requests from FSN staff; Convenes a meeting of the Training Committee (TC) to review and approve requests, and ensure 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.

Awards: The Assistant manages the administration of the Mission incentive awards program, including cash awards, meritorious step increases, safe driving awards, and length of service awards. The Assistant 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. Once awards are approved, the Assistant informs the nominee, and processes cash payments, meritorious step increases, or other awards, submits the awards to the appropriate payroll office, and ensures the preparation of contract modifications. The Assistant assures that nominations submitted to USAID/Washington are provided in the correct format, and submitted to the proper Washington contact.

b. Human Resources Administration 30 %

Organizes and coordinates the orientation of new FSN employees and new off-shore arrivals at the Mission. S\he 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, ensuring that these are kept current, accurate, and complete; prepares personnel actions for promotions, 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 Assistant 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 in the USAID/DRC, Republic of Congo, and the Central African Republic; and, provides advice on local labor practice and local social security law.

Prepares arrival and departure notices for USDHs departing for and returning from home leave. Provides newly-arrived USDHs with check-in lists. Ensures that all new arrivals complete the arrival processes, such as registration with Embassy and Ministry of Foreign Affairs, acquisition of pink card, security and health briefings, etc. are completed within the shortest time possible. Monitors USDH arrivals and departures in connection with the FS Open Assignments system by ensuring that employees receive updated cables as they are sent by USAID/Washington. Upon receipt of official assignment cable, communicates with the arriving employees by sending the USAID/DRC welcome cable. Ensures all departing Americans receive departure checklists, and comply with departure procedures.

c. Personal Services Contractor (PSC) Contract management 20%

Position Classification: Receives all requests for establishment of new positions or reclassification of existing positions. Reviews position description and Job Description Help Sheet submitted for adequacy, clarity, and completeness. Assists employees and supervisors in preparing accurate and current position descriptions (PDs) to reflect duties, responsibilities, and organizational relationships for authorized positions. Finalizes reports with grades, prepares related forms, and presents the package for appropriate signatures. Positions include all grade levels and all types of local positions. Distributes and files forms as appropriate. Ensures that all incumbents have up-to-date and signed classification reports and PDs, as appropriate. Ensures that employees and supervisors understand the functions described in the PDs, coordinates the classification of PDs for USAID/DRC and supported OUs.

Recruitment: Drafts vacancy announcements/solicitations based on approved PDs. Determines end date, and ensures appropriate publication of vacancy announcements. Reviews applications received, and pre-selects candidates who meet minimum qualifications for the position. Works with Supervisors for the interview process, and when selection is made, drafts all correspondence required under the hiring process; negotiates salary/grade level; and initiates all pre-employment and personnel actions which affect appointment. Briefs incoming personnel on USAID policies and regulations. The incumbent provides continuous counseling to employees throughout their career, on matters which pertain to their employment.

Contract Management: Prepares/renews contracts for all PSC contractors, amends contracts when necessary (e.g., change in work schedule, promotion, etc.). Ensures all contracts are fully funded and current. Coordinates with the Office of Financial Management Office (OFM) for obligation of contract funds. Obtains necessary signatures and distributes signed contracts.

d. Various HR Services for Mission Employees 10%

The HR Assistant is responsible for managing the USAID Summer Intern and Family Member Summer Hire Programs, and is considered the Point of Contact (PoC) for information and implementation of these programs at the Mission. For USAID Interns assigned by Washington, the incumbent will manage all logistics, when necessary.

For Family Member Summer Hires, the incumbent will solicit USAID offices for statements of work, obtain a list of all eligible family members seeking summer employment, and coordinate with Embassy HR. Once students are identified, notifies both the students and Offices of their relative assignments. The incumbent assists interns and dependents with all logistical aspects of their internship, such as completion of the W-4 form, and recording Time and Attendance. The
incumbent will prepare and present an orientation session, explaining USAID procedures for payment, conduct, etc. The incumbent will provide backup to the EXO/Human Resources Specialist on HR issues.

  • Supervisory Relationship: The HR Assistant will serve under the supervision of the Supervisory Human Resources Specialist.
  • Supervisory Controls:  The Human Resources Assistant will not serve as a supervisor.

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.

  • AREA OF CONSIDERATION: All interested candidates eligible to work in DRC

Cooperating Country National (CCN) is defined as an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

  • PHYSICAL DEMANDS:  The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

The education and experience factors below determine basic eligibility for the position. Applicants who do not meet all of education and experience factors are considered NOT qualified for the position.

A. Education:
Completion of Secondary Schooling and a minimum of two years’ College and
University Studies, or local equivalent, in Human Resources Management, Business Administration, or a closely related field is required.

B. Prior Work Experience:
A minimum of three 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 two 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 desirable.

III. EVALUATION AND SELECTION FACTORS

The evaluation and selection criteria of the selected candidate will be based on a review of his/her qualifications, work experience, knowledge, skills and abilities, and level of language required.  The applicants who obtain the highest score based on the criteria defined will be interviewed and may also be required to pass a written test (depending on the TEC Chairperson’s decision).  The security clearance and medical clearance is required for the top ranking candidate, after conducting and receiving the positive reference checks.

Quality Ranking Factors (QRFs):

Job Knowledge (50 points)
Possess a thorough knowledge of, or have the ability to quickly gain a thorough knowledge of, the Automated Directives System (ADS) Chapter 3 FAM-Overseas Employment, FSN position classification, the FSN handbook, 3 FAM, the LEPCH USAID-specific handbooks and associated-agency human resources manuals and regulations. A good understanding or the ability to gain a good understanding, of MClass and its associated manuals is required. A good knowledge of USG contracting regulations (AIDAR, AAPD, etc.) and procedures is required, after appropriate training. Knowledge of local labor law and standard human resources practices applicable to the full spectrum of human resources management, from recruitment through retirement, is highly desirable.

Skills and Abilities (30 points)
The position requires excellent communication and organizational skills, tack, good judgment and discretion, compassion, understanding, and an interest in serving people to maintain smooth and effective working relationships with personnel at all levels. Good judgement and analytical skills, in order to make objective decisions and present them concisely is necessary and the ability to research, interpret and apply regulations to particular situations is required. Excellent computer skills in the use of MS Office applications are needed. Work requires the utmost discretion in handling human relations matters, and the ability to inspire confidence and maintain confidentiality. The HRS 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 through on the work of the Unit.

C. Language Proficiency (20 points)
Level IV (fluent) English and Level IV French language ability is required. The Assistant is required to possess a high degree of proficiency in both written and spoken English and French.

Rating System

  • Knowledge:  50 points
  • Skills and Abilities:  30 points
  • Language:  20 points

Satisfactory Professional Reference Checks-Pass/Fail (no points assigned)

Total Possible Points:  100 points

IV. PRESENTING AN OFFER

  • Eligible Offerors are required to complete, sign and submit the offer form- DS-174 Application for U.S. Federal Employment with a cover letter and CV.  All the three documents must be in English. The DS-174 Application form can be found in the US embassy websitehttps://cd.usembassy.gov/embassy/jobs/job-opportunities/
  • To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation Number in the offer submission.

V. LIST OF REQUIRED FORMS FOR PSC HIRES

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 following forms:

  • Medical History and Examination Form (Department of State Forms)
  • Questionnaire for Non-Sensitive Positions (SF-85)
  • Finger Print Card (FD-258)

VI. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: Child Allowance, Spouse allowance, 13th and 14th Month Bonuses,  Housing Allowance, and Miscellaneous Allowance, Medical Coverage, Annual Leave and Sick Leave.

VII. TAXES

The employees are responsible for calculating and paying local income taxes.  The USAID/DRC does not withhold or make local income tax payments.

VIII. SAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

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

  • 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 USAID Mission in DRC 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/DRC 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.

Contact

Société :USAID DRC

Site Internet :

Email :

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