Assistant aux Ressources Humaines

Assistant aux Ressources Humaines

01Vacant Position advertisement: USAID/Mali Executive Office – Human Resources Assistant (HRA)

For detailed minimum requirements, applicants must refer to the Full Statement of duties and the qualification requirements available on https://www.usaid.gov/mali/work-with-us/careers   or https://ml.usembassy.gov/embassy/jobs/

 

REF No.:                              72068823R10002 (must be inserted in the subject line of the email)

 

Market Value/Grade Level:                FCFA 15,473,415 TO FCFA 23,983,791 equivalent to FSN-9. In accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of USAID/Mali, final compensation will be negotiated within the listed market value.

 

BASIC FUNCTIONS:

The position is located in the Human Resource Section of the Executive Office and is responsible for a variety of human resource development activities and personnel functions required to support USAID/Mali mission.


Under the supervision of the Supervisory Human Resource Specialist (HRS), the incumbent performs a wide variety of HR functions dealing with recruitment processing, benefits administration, and personnel actions for Personal Services Contracts with individuals (US/TCN PSC and CCNPSC) in USAID/Mali. Incumbent is also involved in Mission Training as well as the inter-agency mission awards program coordination as needed. The job holder provides assistance to the offshore staff in coordinating their household employee’s contracts and quarterly social security payments. S/he performs work-related liaison duties with the offices of Labor and Social Security as needed. The job may be expected to perform work-related travel.



MAJOR DUTIES AND RESPONSIBILITIES 

 

STATEMENT OF DUTIES


  • General Statement of Duties

The position is located in the Human Resource Section of the Executive Office and is responsible for a variety of human resource development activities and personnel functions required to support USAID/Mali mission. 

Under the supervision of the Supervisory Human Resource Specialist (HRS), the incumbent performs a wide variety of HR functions dealing with recruitment processing, benefits administration, and personnel actions for Personal Services Contracts with individuals (US/TCN PSC and CCNPSC) in USAID/Mali. Incumbent is also involved in Mission Training as well as the inter-agency mission awards program coordination as needed. The job holder provides assistance to the offshore staff in coordinating their household employee’s contracts and quarterly social security payments. S/he performs work-related liaison duties with the offices of Labor and Social Security as needed. The job may be expected to perform work-related travel.

  • Statement of Duties to be Performed

 

Position Management and Recruitment: 50%

 

In close collaboration with the Supervisory HR Specialist, the incumbent manages and administers the complete cycle of the recruitment process for locally and internationally hired PSC contract employees. S/he:



Personnel Management and Contract Administration: 30%

 

In close collaboration and upon consultation with the Supervisory HR Specialist, the HR Assistant:


  • Coordinates with newcomers to ensure they complete all required documents and processes, and coordinates employee orientations with Mission staff.
  • Conducts the orientation session for incoming personnel on USAID policies and regulations.
  • Provides counseling to PSC staff throughout their career, on matters pertaining to their employment.
  • Prepares with guidance from the S/HR and S/EXO, all types of contract actions in GLAAS for USPSC and TCNPSC not under the local compensation plan, and modifications such as incremental funding, extension, salary step increase, renewal, etc.
  • Obtains fund cites and ensures all contracts are funded in coordination with the OFM for obligation of contract funds.
  • Obtains necessary signatures and distributes fully executed contracts.
  • Follows up on probationary period evaluation of all new hires and ensures that the Supervisors are fully aware of the options for the termination of underperforming Locally Employed Staff during or at the end of the probationary period as per the Local Compensation Plan, FSN Handbook and local labor law.
  • Processes all types of CCNPSC personnel actions for within-grade increases, appointments, reassignments, changes in data elements, terminations, resignations, retirement, disciplinary actions, etc.
  • Assists in ensuring that the performance evaluations of all CCNs are accomplished in a timely basis based on the established work objectives.
  • Maintains the performance evaluation files accurate on when evaluations and annual step increases are due.
  • Follows through with employees and supervisors to ensure that evaluations are submitted on or before due dates by using the Google based e-alert tool, processes completed reports, and updates the database accordingly.
  • Reviews completed reports to ensure accuracy and thorough completion, requests or explains necessary modifications.
  • Ensures that narratives of the performance review are consistent with the official duties and responsibilities of the respective position (PD), and work objectives for the next rating cycle are established and submitted to the HR Office within the timeframe set by the Mission policy.
  • Drafts and transmits notices on overdue reports and prepares related lists for the S/EXO and Front Office.
  • Establishes or modifies rating cycles, keeps abreast of changes in supervisors, reassignments, Leave Without Pay (LWOP), and other actions affecting the rating cycle, and modifies the related database records to ensure the maintenance of accurate and up-to-date information.
  • Responds to general questions and provides information to assist employees and/or supervisors in completing reports.
  • Assists in coordinating all activities related to the Medical Insurance Plan provided to employees under the Local Compensation Plan.
  • Enters upon instruction all Medical Expenses Report for employees on a quarterly basis and reports Debit for employees who have exceeded the allocated amount in respect of medical allotment.
  • Drafts for the S/HR Specialist review, the cable for the annual medical co-payment collection and forwards it to payroll after review.
  • Conducts and processes the PSC contract close-outs following the mandatory ADS Reference 302sat procedures and guidelines.
  • Provides guidance, advice, and assistance to employees on personnel matters, local social security benefits, retirement, recruitment, appointment/hiring/termination, leave, or other personnel matters of concern to employees in the USAID/Mali.
  • Prepares arrival and departure notices for USDHs departing for and returning from home leave, EVT, etc.
  • Assists in drafting letters of authorization (LOA), DIP title and DIP passport requests and coordinates with the appropriate office for processing.
  • Provides newly arrived USDHs, US/TCN PSC and CCNPSC with check-in lists, and assists in ensuring that all new arrivals receive the HR welcome package and complete arrival processes, such as meeting with relevant offices, etc.
  • Assists in coordinating the registration with Embassy and Ministry of Foreign Affairs, acquisition of pink card, security and health briefings, security verification, etc. are completed on time.
  • Monitors USDH arrivals and departures in connection with the FS Open Assignments system by ensuring that up to date cables are sent by USAID/Washington to the Mission.
  • Ensures all departing Americans receive departure checklists and comply with departure procedures including the PCS process.
  • Coordinates employee’s PCS or entitlement Travel with the Travel section and S/EXO.
  • Provides guidance and support to offshore staff (American and US/TCN PSC) on personnel matters including the management of their domestic staff for contract and social security payments (INPS), and final settlement before their departure from post.
  • Shares responsibility for providing backup to other HR staff during their absences and perform duties as assigned by Supervisor.


Training Activities, Awards Program Administration and Filing: 20%

Under the supervision of the Supervisory HR Specialist:

 

  • Advises and assists Mission employees and supervisors with the completion of Individual Learning and Training Plans (ILTPs), linking the ILTPs to the Performance Evaluation Reports (PERs).
  • Establishes and maintains all CCN, USPSC and TCN employees' official personnel/contract folders in ASIST, ensuring that these are kept current, accurate, and complete for all PSC contracts.
  • Guides staff to find appropriate virtual/on-line and in-person training opportunities.
  • Ensures compliance with the Mission Order on Training and Agency policies and procedures and provides guidance to employees and managers on applicable training policies.
  • Assists in the administration of the Mission incentive awards program (IMAP) and the Agency Incentive Awards Program, including cash awards, superior or mission honor awards, meritorious step increases, safe driving awards, and length of service awards.
  • Coordinates communication to all employees providing IMAP awards information, and deadlines for submission.
  • Collects award nominations for review by the S/HR Specialist and S/EXO, and follow-up with the nominator/supervisor for corrections/modifications if needed.
  • Informs the nominee and requests fund cites from the OFM before submitting the approved awards to the appropriate payroll office for cash payment processing, effecting meritorious step increases, or other awards recognition.
  • Assures that nominations submitted to USAID/Washington are provided in the correct format, and eOPEF for USDHs are updated accordingly.
  • Ensures certificates of OTS/SA are printed, signed and presented to nominees (during all staff meetings).
  • Maintains complete and up-to-date information related to Mission and post awards for employees.
  • Maintains accurate and up to date different types of Human Resources records on relevant HR information systems (EAPS, OPS, ASIST, V:/ folder, HR P:/ drive, HR Google spreadsheets, etc.), staffing data, official personnel and contract files, and recruitment files.
  • Updates regularly various Mission staffing reports to ensure that all employees and contract data and information are up to date and accurate at all times.
  • Prepares and submits periodic staffing pattern and staffing numbers and other ad-hoc HR reports to Supervisory HR Specialist and S/EXO.
  • Assists Supervisor to respond to Ad Hoc Data Calls from the Embassy, AFR/AMS Bureau, Front Office, EXO on a daily, weekly and/or monthly basis

  • Supervisory Relationship


This position reports directly to the Supervisory Human Resources Specialist. However, s/he may receive guidance from the Supervisory Executive Officer who is the Reviewer of the employee’s overall annual performance. Work is reviewed for conformance to policy and effectiveness.


MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION


a.     Education: Minimum of college/university studies in Human Resources management, Business Administration, Public Administration, social sciences, or related fields is required.


b.     Prior Work Experience: Minimum of three (3) years of progressive experience in Human Resources, Human Capital Development, Personnel Administration, Management, Business or Public Administration, and/or Contracting is required. Some of the total experience should be in recruitment, position classification, personnel administration, performance management or in a closely related field. At least two years of such experience should have included substantive work in an English-language work environment, in the private sector, or for other large international organization is required.


c.     Language Proficiency: Level IV (fluent) English and French is required. At this level, the incumbent is required to possess a high degree of proficiency in both written and spoken English, including ability to translate the host country language into precise and correct English, and vice versa.


d.     Job Knowledge: The incumbent will be considered the resident technical "hands-on" point of contact in all facets of staff contract management and administration. Thorough knowledge of Malian labor law and standard personnel practices applicable to the full spectrum of personnel management from recruitment through retirement, prevailing practice in compensation and employment; and a knowledge of personnel administration principles and benefits for all categories of international staff in Mali are required. The HR Assistant must possess a detailed knowledge of or have the ability to quickly gain a thorough knowledge of Local Compensation Plan (LCP), Personal Services Contracts, USAID Personnel Manuals and Regulations. Must be able to gain knowledge particularly of the Federal Acquisition Regulation (FAR), AID Acquisition Regulation (AIDAR) and Automated Directives System (ADS) as these relate to the employment of Personal Services Contractors. A practical knowledge of Agency policies, regulations, and procedures and related HR management requirements.


e.     Skills and Abilities: The position requires excellent communication and organizational skills, tact, excellent negotiation skills, discretion, compassion, understanding, and an interest in serving people to maintain smooth and effective working relationships with personnel at all levels. Good judgment and analytical skills are necessary, and the ability to research, interpret and apply regulations to particular situations is required. Excellent computer skills in the use of MS Office tools, Google Suite, and HRM applications are needed. Work requires the utmost discretion in handling human relations matters, and the ability to inspire confidence and maintain confidentiality. The incumbent must be able to work under pressure, prolonged work time, and to make decisions quickly and independently when dealing with emergencies. The incumbent must maintain a positive customer service orientation and be able to manage multiple priorities with minimal supervision. Good customer service, interviewing and analytical skills to make objective evaluation decisions and present them concisely. In addition, to be effective he/she must be tactful in working with internal and external contacts as well as all categories of Mission personnel. Of critical importance is the ability to analyze and evaluate HR administrative information and data.


 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 technical evaluation committee (TEC) or the HR team may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed. To be considered for this position, applicants must meet the minimum qualifications noted above. For applicants meeting the minimum qualifications, further consideration and selection will be based on panel assessment of the selection factors listed below.

 

Prior Work Experience :                30 points

Knowledge                   : 35 points

Skills and Abilities       : 35 points

 

Applicants may address each of the selection factors on a separate sheet or directly in the cover letter.


How the selection will be made: The successful candidate will be selected based upon:


  • Preliminary review of the applications package submitted to establish that minimum requirements are met.
  • English and French language proficiency test.
  • Other Tests: Candidates may be (pre) tested on Microsoft Office proficiency skills, critical thinking and writing skills, or any technical skills or practical skills test that might be deemed appropriate as part of this procurement.
  • Interviews.
  • Professional Reference checks (pass/fail).
  • Security & Police Background check.
  • Responsibility Determination.


USAID/Mali Human Resources Section will perform the preliminary review (Step 1) to eliminate those applications that do NOT meet the minimum requirements. Applications which meet the minimum qualifications will be contacted (Step 2) for English language testing. Applicants passing the language test by obtaining the required scores will be forwarded (Step 3) to the Technical Evaluation Committee (TEC) for further review against the established evaluation criteria to develop a shortlist of applicants to be tested (technical) and/or interviewed. Following the interviews (Step 4) during which applicants will be evaluated against the established criteria herein, the TEC will make the preliminary determination of candidates to be considered for employment (Step 5) and forward that list, through the HR Specialist, as a recommendation memorandum to the Supervisory Executive Officer (Contracting Officer). HR or the TEC will conduct reference checks (Step 6) on the best suitable candidate(s) as decided by the TEC. References may be solicited from current as well as former supervisors in addition to the references provided in the application package. The HR section will contact the selected candidate to confirm their interest and for contract negotiations (Step 7).


Note: Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.


Current employees serving a probationary period are not eligible to apply unless duly justified by the Supervisor to the EXO(CO). Current employees with an “Overall Summary Rating of Needs Improvement” or “Unsatisfactory” on their most recent Employee Performance Report are not eligible to apply.


SUBMITTING AN OFFER

 

Qualified candidates for this position should submit the following documents to be considered. Failure to do so may result in a determination that the application is not qualified. Only shortlisted applicants will be contacted.



Resume or curriculum vitae (CV) relevant to the subject position for which the applicant is applying.


Cover letter of not more than two (2) pages describing how the candidate’s skills and experience fit the requirements of the subject position, and meet the evaluation factors set in this solicitation.


Applicants are required to provide five (5) professional references with complete contact information including email addresses and telephone numbers. References should have knowledge of the candidate’s ability to perform the duties set forth in the application and must not be family members or relatives.


Copy of Degrees/Diploma or any relevant Certificates or Recommendation letters, submitted in a simple searchable PDF file.


Applicants must provide their full mailing address with telephone numbers, email address and should retain for their records copies of all enclosures that accompany their submissions.


Applicants must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 4.

 

All CV/Resumes and cover letters must be in English, otherwise the application package is incomplete and will be rejected. 


LIST OF REQUIRED FORMS PRIOR TO AWARD


Once the Executive Office/CO informs the successful Applicant about being selected for a contract award, the EXO/CO will provide the successful Applicant instructions about how to complete the following:


Conditional Selection Letter

Medical Examination/Statements

Security Eligibility for Certification

Offeror Information for Personal Services Contracts with Individuals (AID 309-2)

  • Employee Biographical Data Sheet (Form AID 1420)

Responsibility Determination

 

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

 

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


  • Basic salary,
  • Miscellaneous allowances,
  • Holiday Bonus, and
  • Comprehensive medical insurance subsidy.


The incumbent will be compensated in accordance with the U.S. Mission to Mali’s Local Compensation Plan (LCP). Final compensation will be based on the position grade and negotiated within the corresponding market value.

 

TAXES

 

The successful Applicant will be subject to host country (Mali) tax laws.


 

SUBMITTING AN APPLICATION: 

 

Applicant submissions must clearly reference the Solicitation number on all documents to ensure consideration of the application package. Email subject line must be: [solicitation number 72068823R10002] - [CANDIDATE NAME]. If this is not properly indicated your submission would NOT be retrieved.

 

Email Human Resources Management Section: bamakohrmvacancies@usaid.gov with the above reference in the subject line.

 

CLOSING DATE AND TIME FOR THIS POSITION:  JANUARY 10, 2023, AT 5PM. BAMAKO TIME