USAID/Ukraine Solicitation for an HR Assistant (Host Country National only)

Human Resources

Overview

Support human resources functions and employee services.

You have:

• Minimum of college/university studies in Human Resources, Business Administration, or equivalent is required.
• A minimum of three (3) years of progressively responsible administrative experience in human resources or a related management field is required.
• Fluency (Level IV) in English and Ukrainian (oral and writing ability) is required.

Solicitations open to: Ukrainian Nationals (Residency/Ukrainian Work Permit)

Solicitation No.: 720-121-23-R-10012

Position Title: Human Resources Assistant

Type of vacancy: Multiple

Issuance date: June 09, 2023

Closing date and time: June 23, 2023 at 11:59 p.m. Kyiv Time

Work hours: 40 hours (Full time)

Position Grade: FSN-09

Market Value: Basic Annual Rate (in U.S. Dollars): $28,376-36,890 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Ukraine. Final compensation will be negotiated within the listed market value.

Place of Performance: Kyiv, Ukraine

Period of Performance: Five (5) years contract with the possibility of extension

Security Level Required: Facility Access

STATEMENT OF DUTIES:

Under the technical supervision of the Human Resources Specialist, the Human Resources Assistant (HRA) performs a variety of actions that support human resource functions/programs and services. Major human resource functional areas and services covered by this position are recruitment; selection; salary/pay processes; performance management; position analysis and classification; employee benefits management; training and development, awards and employee records management. In this capacity, the incumbent supports designated sections and employee categories with the responsibility to respond to the queries, requests for assistance, information, or actions as appropriate.

MAJOR DUTIES AND RESPONSIBILITIES:

Local Employee Pay and Benefits Management: The HRA advises and provides technical assistance to the local staff on local pay and benefit practices, substantive HR policies, regulations and guidance to include but not limited to: local compensation plan, payroll, benefits, health, life insurance, leave policy, retirement and severance pay entitlements. Informs employees of changes in personnel policies and procedures in USAID/Ukraine and the Mission, keeping abreast of policies and regulations implemented by Embassy HR, and/or required by changes in local law. Advises on human resources management matters of performance management, employee relations, salary increases, training, incentive awards, environmental and working conditions, reduction-in-force (RIF), separation, ethics and conduct, disciplinary actions and grievance procedures.

Reporting to the Human Resources Specialist the incumbent is one of the two Assistants responsible for the following human resources functions:

Position Classification, Recruitment and Selection: The incumbent assists in the position classification and reclassification processes within the Agency Classification System (MCLASS). The incumbent reviews classification packages to ensure they comply with the appropriate processes and regulations and offers advice and guidance to requesting offices as needed. The incumbent is responsible for administering the recruitment and selection process for primarily local positions (ranging from clerical to professional level positions), in accordance with Agency and U.S. Government recruitment policies and practices. The incumbent should be trained to backstop another HR Assistant when needed. The incumbent prepares position announcements, includes all supporting documentation, and submits to the Contracting Officer for review and approval for advertisement on Embassy and USAID intranet/internet websites/social media, and/or local newspapers. The incumbent screens all applications received and refers all applications meeting the minimum requirements to the requesting office. The incumbent provides guidance to the Technical Selection Committee (TEC) and coordinates the administering of the appropriate English and other skills tests, as required, and schedules interviews for all qualified candidates with the TEC. The incumbent delivers and requests signatures on non-disclosure certifications, participates as a non-voting member in all selection panels meetings ensuring equal opportunity is given to all candidates and that transparency is observed throughout the process, notifies the selected candidate, requests security and medical clearance, notifies unsuccessful candidates, and coordinates an entrance-on-duty date with the appropriate office.

Personnel and Contract Administration: The incumbent is responsible for preparing new contracts and contract modifications and requesting budget estimates for primarily CCN/PSC contractors but not excluding USPSC contractors if a need arise; obtaining all of the necessary clearances and signatures for proper distribution; assuring contract amounts conform to budget limits; terminating contracts of departing employees; and preparing closeouts in coordination with the USAID Office of Financial Management. The incumbent maintains all contract files in the HR filing system, performs the check-in and check-out for new and departing employees, prepares Personal Service Contracting actions in OPS, and prepares orientation programs for new employees.

Awards and Training: The incumbent coordinates the USAID/Ukraine Incentive Awards Program, the Mission’s internal Awards, and the Interagency Mission Awards Policy Program. The incumbent provides advice on awards’ policies, and applicable regulations; ensures nominations comply with USAID and Post policies, processes payments of On the Spot (OTS) awards according to hiring function, and tracks awards throughout various approval processes and documents on internal tracking spreadsheets. The incumbent convenes meetings to review the nominations for content and funding, obtaining appropriate approvals, and submits packages to Awards Committee’s review and approval. The incumbent is responsible for administering the Mission training program. The incumbent coordinates the Mission annual training plan & budget in coordination with the Mission Training Committee (TC) and the Office of Financial Management. The incumbent ensures that all employees complete their Individual Learning and Training Plan (ILTP), including all local and international training (i.e., USAID University and other providers, forums, seminars, workshops, online and virtual paid courses), Leadership courses, conferences, language and After-Hours training. The incumbent works to ensure the smooth and effective functioning of training events by managing and coordinating the logistics, systems and vendor relationships for training programs and sessions. The incumbent is responsible for researching and recommending courses to meet specific office/Mission needs and ensures training needs are determined in relation to the position or Mission objective. The incumbent ensures that jobs that necessitate/require special training in accordance with “Post Entry Training” receive priority and that participants complete all required paperwork including repayment agreements and course evaluations or assessments. The incumbent maintains the training database (including budget cost) with all training completed by employees and file certificates in their electronic files.

FSN Performance Evaluation: The incumbent assists in the management and coordination of all aspects of the Mission’s performance evaluation program including drafting notices, reviewing work plans, reviewing mid-term and final evaluation reports, reviewing scoring per employees, planning and conducting brown bags on the evaluation program, and assisting employees and rating officials as needed. Regularly checks the list of departing rating officers and requests interim reports, as appropriate.

USDH Entitlement Management and Allowances: The incumbent assists with the on-boarding of U.S. Direct Hires (USDHs). The incumbent prepares orientation programs, performs the check-in and check-out for new and departing USDHs and processes cables such as arrival, departure and diplomatic titles. The incumbent is responsible for reviewing and processing allowances according to U.S. Government regulations.

Reporting and Filing: The incumbent is responsible for keeping all personnel files current in the records keeping system adhering to established guidelines. The incumbent is also responsible for filing appropriate contracting files in accordance with USG regulations, and will lead filing projects as directed by USAID/Washington Bureau’s and Offices.

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.

Supervisory Relationship: The incumbent is supervised by the Human Resources Specialist.

Supervisory Exercised: Supervision of other USAID staff is not contemplated.

Physical Demand: The work requested does not involve undue physical demand.

QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE:

Education: Minimum of college/university studies in Human Resources, Business Administration, or equivalent is required.

Prior Work Experience: A minimum of three (3) years of progressively responsible administrative experience in human resources or a related management field is required.

Language Proficiency: Fluency (Level IV) in English and Ukrainian (oral and writing ability) is required.

EVALUATION AND SELECTION FACTORS:

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The Contracting Officer 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 Contracting Officer 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 Contracting Officer 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 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.

Selection Process and Basis of Evaluation: Offerors who meet or exceed the minimum education and work experience qualification requirements may be further evaluated through review of the offeror’s submitted required documents (see points below) and ranked based on the evaluation and selection factors. A competitive range may be established of the highest-ranked offerors, who may be further evaluated through technical/language tests, interviews, and reference checks to determine the most qualified/highest-ranked offeror. Reference checks may be conducted with individuals not provided by the offeror, and without prior notification to the offeror. Any offeror not receiving satisfactory reference checks will no longer be considered for the position. Negotiations may be conducted with the most qualified/ highest-ranked offeror at the conclusion of evaluations.

40 points – Knowledge: The incumbent must have thorough knowledge or be able to become familiar with personnel regulations covering performance evaluation and awards systems. Knowledge of the Ukrainian Labor Laws, Social Security (ISSS) and Retirement Pension System is required.

60 points – Skills and Abilities: The incumbent must be proficient in keyboarding and in operating computers with standard software, including Microsoft Word, Excel, PowerPoint, Google Suite (Google sheets, Google drive, calendars etc.), Internet, e-mail, and other software programs as required. Demonstrated ability to work simultaneously with different offices/tasks and able to prioritize actions. Tact, diplomacy, and discretion are required to manage sensitive information. Uses courtesy, patience, adaptability, initiative, cooperativeness, resourcefulness, and good judgment in determining priorities and making decisions. The ability to work under pressure to meet deadlines is required. Advanced skills/abilities in one or more of the aforementioned areas are desired.

TOTAL POSSIBLE POINTS: 100 points

HOW TO APPLY:

Eligible Offerors are requested to submit a complete application package which must include all the required documents in English electronically to [email protected] with Subject line: Human Resources Assist****ant (****720-121-23-R-10012).

ANY/ALL application submissions received after the closing date will not be considered.

REQUIRED DOCUMENTS:

1. Cover Letter: A memo or email that outlines how your qualifications and experience meet the selection criteria.
2. Application for Employment (DS-174): The form can be downloaded from this link https://eforms.state.gov/Forms/ds174.pdf.

Offerors must thoroughly complete the DS-174 form in English and are advised to include all of their current and previous work experience related to this position. Offerors may use continuation pages to further explain their relevant work experience, if needed. AND;

3. Current Resume/Curriculum Vitae (CV): The CV/resume must contain sufficient relevant information to evaluate the applications in accordance with the stated technical evaluation criteria, listed above.

IMPORTANT:

IN ORDER TO HAVE YOUR APPLICATION CONSIDERED, YOU MUST SUBMIT ALL THREE REQUIRED DOCUMENTS. IF YOU OMIT ANY OF THE REQUIRED DOCUMENTS, COVER PAGE, CV or DS-174 FORM, YOUR APPLICATION WILL NOT BE CONSIDERED.

Note:

• Only short-listed candidates will be notified.
• This vacancy is open to Ukrainian Nationals (Ukrainian Nationals (Residency/Ukrainian Work Permit Required).
• Applications with insufficient, incomplete and inconsistent information to make a determination will not be considered.
• No in-person appointments or telephone calls will be entertained.
• Offerers who are applying for this position must fully meet the education requirement (graduated and degree and/or diploma already received) as specified. At the time of applications, candidates must also meet in full the experience requirement.
• Short-listed candidates will be requested to provide educational documents such as degrees, diplomas, certificates and other pertinent documents as needed. Failure to provide the required documentation will result in the rejection of their application from further consideration.
• The Agency retains the full right to cancel or amend the solicitation and associated actions at any time.

BENEFITS/ALLOWANCES:

As a matter of policy, and as appropriate, a CCN PSC is normally authorized the following benefits and allowances in accordance to the Mission Policy:

BENEFITS

• Health and Life Insurance coverage: Provided under the Compensation Plan.
• Defined Contribution Plan: Upon separation, a lump sum benefit equal to 12% of the basic salary earned for the duration worked under the appointment.

ALLOWANCES (as applicable)

• Meal Allowances: The annual amount is $853 for employees working on a full-time basis.
• Family Allowances: The mission provides a child allowance. Grants amounts are subject to change as determined by the Ukrainian State Budget Law.
• Unique Conditions of Work Allowances/ Benefits: 10% of Basic Rate Additional information may be provided to the selected offeror at the time of the salary offer.

TAXES:

Taxes apply and are deductible as per the Ukrainian government regulations.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs:

USAID regulations and policies governing CCN and 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/ads/policy/300
• 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)

SUPPLIES/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: Cost

- Product Service Code: R497

- Accounting Info: Agency/B Code: 797

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

USAID Acquisition and Assistance Policy Directives (AAPD-20-08): Leave and Holidays for CCNs and TCNs, available at https://www.usaid.gov/work-usaid/aapds-cibs/aapd-20-08

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.

EQUAL EMPLOYMENT OPPORTUNITY (EEO):

The U.S. Mission in Ukraine provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or transgender status), national origin, age, physical or mental disability, genetic information, religion, marital or parental status, veteran status, membership in an employee organization, political affiliation, or involvement in protected equal employment opportunity (EEO) activity. USAID/Ukraine also strives to achieve equal employment opportunities in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not 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.

File: USAID/Ukraine Solicitation for an HR Assistant

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: usaid.gov