SUBJECT: Vacant Position advertisement: USAID/Mali Human Resources Specialist
REF No.: HR-EXO-004-2018-HRS
TO: All Malian Citizens and Local Residents with valid work permit at the time of application.
OPEN PERIOD: 09/5/2018 to 10/03/2018 – 5:00 p.m. (Bamako time)
GRADE LEVEL: FSN-10 (17,481,649 – 27,096,565 CFA)
NUMBER OF POSITION: One (1) Vacancy
PLACE OF PERFORMANCE: Bamako, Mali
PERIOD OF PERFORMANCE: Employment under this contract is of a continuing nature. Its duration is expected to be part of a series of sequential contracts based on performance, availability of funds and the need for services.
SECURITY LEVEL REQUIRED: Public Trust
STATEMENT OF DUTIES:
The U.S. Agency for International Development is seeking a FSNPSC Human Resources Specialist to support USAID/Mali Mission.
Basic Function of Position
The USAID/Mali Mission consists of 84 foreign national and 31 American and third country employees. The Human Resources (HR) Specialist is responsible for planning, designing, developing, coordinating, and implementing a full range of American and Foreign National personnel services to support the USAID Mali programs in a fair and equitable manner. The Specialist will implement, direct, and perform the functions of a full service HR Unit to provide direct service to the multiple categories of USAID/Mali Mission employees. Services provided include: personal services contracting, position classification, recruitment, workforce planning, and U.S. Direct Hire assignment coordination, as well as oversight of Mission systems for evaluation, counseling, and liaison. The HR Specialist is the Mission’s principal advisor on personnel policies and issues. The Specialist serves as the primary Mission point of contact with the Embassy HR Office on matters pertaining to post-specific regulations and guidelines affecting American, host-country, and third-country employees. The Specialist administers the Mission awards and training programs, and ensures Mission compliance with all legal, regulatory, procedural, and policy requirements governing personnel management activities in Mali. The Specialist advises on provisions of the Malian Labor Code, prevailing host-government personnel practices, and as the Liaison Person between the Mission and the Inspection of Labor regarding personnel issues. The Specialist reports directly to the Supervisory Executive Officer (EXO) or Acting EXO, and supervises two HR Assistants.
Major Duties and Responsibilities
Foreign National Personnel Program – 25%
The Specialist collaborates with the Embassy and USAID/Washington on development and implementation of personnel policies and procedures for local personnel, including the FSN Handbook and the Local Compensation Plan; develops recruitment sources for new or newly vacated positions for permanent and short-term employment; oversees interviewing, testing, and selection for applicants, including salary negotiations and employment briefings; provides guidance to Team Leaders and/or Project Managers on the recruitment process for local and offshore-hire positions; and ensures an Action Memorandum to justify need is in place, in some cases prepares the justification for the concerned office for Mission Director approval. The Specialist reviews position descriptions, and provides technical guidance and assistance to employees and supervisors on position evaluation matters; works with the HRSU for MClass position classification review, as needed; assists in planning of career development for local personnel, including counseling, identification of training opportunities, development of Mission-specific training programs, and transition assistance; and, issues personnel actions and maintains permanent personnel records.
American Personnel Program – 15%
The Specialist interprets regulations and keeps employees informed of matters affecting assignment, performance evaluation, leave policies, health benefits, and insurance allowances; manages the Mission annual evaluation process, participating in the organization and support of Mission Appraisal Committees; administers the annual position validation process, ensuring timely submission of data to USAID/Washington; assists newly assigned personnel, both before and after arrival, advising on employee services such as schooling options, post protocol, and employment possibilities for dependents; manages the check-in process for new arrivals, as well as the check-out procedures for employees departing on R&R, home leave, and transfer; coordinates with the Embassy on matters relating to notifications of arrival and departure; and, manages the USAID summer hire and summer intern programs.
Personnel Services Contracting Management – 15%
The Specialist manages the Mission employment program for US Personal Services Contractors (USPSC’s), both long and short term, local hire and off-shore, OE and project funded. The Specialist reviews and provides clearance on documents related PSCs; prepares contracts and contract renewals for USPSC and FSNPSC employees within contracting authority, and ensures all contracts reflect changes in policy reflected in the Federal Acquisition Regulations (FAR), USAID Acquisition Regulations (AIDAR), the Foreign Affairs Manual (FAM), and the Foreign Service National Employees’ Handbook. The Specialist negotiates salaries for new recruits, and calculates budgets (biweekly salary, transportation, seniority bonus, etc.); conducts final salary negotiations when hiring US Personal Service Contract employees; determines benefits, clauses, and general provisions to be included in contracts; coordinates with the Office of Financial Management (OFM) regarding obligation of funds; obtains signatures of the Contracting Officer and the employee; coordinates the distribution of signed contracts; and, amends contracts when expired, or in case if an increase, resignation, termination, or any other increase or decrease that affects employee salary.
Additional Administrative Actions – 10%
The Specialist, through the HR Unit, prepares JF62s and SF 30s for actions including contract modifications and personnel actions regarding resignation, retirement, separations, within grade increase, salary advance, allotment of pay, maternity leave, promotion, position reclassification, and disciplinary actions for FSNPSC employees in the Mission; coordinates activities related to Medical coverage; and, serves as contact and referral for management of the Medicine provision to FSNPSCs, as well as for the provision of local/private clinics for Mission FSN for family health coverage. The Specialist reviews and up-dates the Mission Staffing Pattern Web-Pass and Access Data Base; assures new positions are added, and resigned employees are replaced/transferred or deleted; coordinates with INPS for FSN personnel family allowances payment, and ensures USDH employees register their local-hire household staff; manages the retirement process, in coordination with INPS and OFM; advises local employees of accident coverage performed by INPS; and, completes work-injury forms (Declaration d’Accident du Travail), upon gathering information about the circumstances of accidents and introduces the paperwork to INPS within the required 72 hours.
Training Program – 10 %
The Specialist administers the Mission training program; provides advice and support to the Mission Training Committee in the identification of training needs, allocation of training funds, development of mission and regional training opportunities, and nominations to USAID leadership courses; monitors Mission utilization of training resources, to ensure compliance with pertinent regulations and guidelines; oversees provision of logistical support to Mission and regional training programs; and, administers Mission language programs, including identifying employee needs, scheduling classes, tracking participation, and coordinating the administration of purchase orders for training companies.
CCN Evaluation Program – 10 %
The Specialist provides guidance to Supervisors, and is responsible for following up on FSNPSC/TCNPSC Personnel Evaluations with the designated Mission Review Committee (MRC); maintains personnel data current on when evaluations and annual within grade increases are due; follows through with employees and supervisors to ensure that evaluations are submitted on due dates, and that narratives are consistent; and, informs supervisors of the need for an evaluation to permit a step increase, promotion, extension of contract, and/or disciplinary action in accordance with the terms of the contract.
Annual Workforce Planning & Awards Administration – 15 %
The Specialist formulates and develops the HR component of the Annual Report (Mission budget request), and tracks personnel assignments and re-assignments across offices, and regularly consults with Office Chiefs and the Front Office to obtain most current estimates of planned and actual staff requirements, and factors these plans into the Annual Report.
The Specialist monitors the USAID/Mali Mission Awards Program by collecting nominations from Office Team Leaders and Office Core Chiefs; advises Team Leaders and Office Chiefs on Mission Joint Award procedures, as well as “On the Spot Award” regulations; provides guidance on the use of the JF66 and OSA award forms upon request; collects nominations and prepares certificates by including award citations before sending it to State HRO for coordination prior to the Embassy Awards ceremony; and, coordinates with the HRO on Awards ceremony preparation by making ready all framed certificates, and assuring that cables are sent out to payroll for payment.
PHYSICAL DEMANDS AND TRAVEL: The work does not involve undue physical demands.
POINT OF CONTACT: HR Email: email@example.com
QUALIFICATIONS REQUIRED FOR THIS POSITION:
- Education (10 points): ……………………………………………………………….
- Prior Work Experience (25 points): …………………………………………………..
- Language Proficiency (15 points): …………………………………………………….
- Knowledge (25 points): ………………………………………………………………
- Skills and Abilities (25 points): …………………………………………………….
Maximum Evaluation Score: 100 points
To be considered for this position, applicants must meet the minimum qualifications noted herein. For applicants meeting the minimum qualifications, further consideration and selection will be based on panel assessment of the selection factors listed below.
Applicants are required to address each of the selection criteria on a separate sheet describing specifically and accurately what experience, training, education, and/or awards or recognition they have received relevant to each criteria described below, and any related considerations.
To be considered for this position, applicants must meet the minimum qualifications.
- All Malian Citizens and Local Residents with a valid work permit at the time of application.
- A minimum of Bachelor’s degree in Human Resources Management, Public Administration, Business Administration, or a related area of the Social Sciences is required. A graduate degree in one of these fields is desired.
- A minimum of five (5) years progressively responsible, semi-professional experience in Human Resource Management, or closely related work that included equivalent experience, is required. One year of this experience should have been within USAID, another USG Agency, other donor agency, host-government organizations, or private sector institutions – preferably in an English-language and multi-ethnic work environment.
- Level 4 English and French language proficiency (fluent oral, reading, and writing) is required. Fluency in at least one local language is required.
- The Specialist must have a working knowledge of host-government guidelines concerning terms and conditions of employment of local personnel, and registration of American personnel; and, the Specialist must have knowledge of statutes and regulations as they deal with HR and administrative services, including those directed by the Malian Labor Code and government structures (Retirement Scheme Office; Social Security Office, Medical Coverage Institution, and Labor Office).
- The Specialist must have good customer service skills and the ability to supervise a small unit. Good managerial, analytical, and interpersonal skills are required. The ability to analyze and interpret complex policies, to articulate these policies and their application to Mission operations, and to put into effective practice USAID regulations and directions is essential.
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. Current employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report are not eligible to apply.
HOW THE SELECTION WILL BE MADE:
The successful candidate will be selected based upon:
- Preliminary review of the applicants submitted package to establish that minimum requirements are met.
- Tests: Candidates may be tested on English writing skills, Microsoft Office proficiency, or any technical skills test that might be deemed appropriate may be required.
- Reference checks.
USAID/Mali Human Resources Section will perform the preliminary review (Step 1) to eliminate those applications that do NOT meet the minimum requirements. The TEC will review each of the applications which meet the minimum qualifications against the established evaluation criteria to develop a shortlist of applicants to be tested and/or interviewed. Applicants will be contacted (Step 2) for testing and interviews. Based on the results of the tests, however, an applicant otherwise identified for interview could be removed from the interview list. Following the interviews (Step 3) during which the applicant will be evaluated against the established criteria, the TEC will make a preliminary determination of candidates to be considered for employment and forward that list to HR. HR will conduct reference checks (Step 4&5) prior to advising the TEC and CO of the results of these checks. References may be solicited from current as well as former supervisors in addition to the references you provide in your application package.
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;
- Cover letter of not more than three (3) pages describing how the incumbent’s skills and experience fit the requirements of the subject position.
- Applicants are required to provide three (3) to five (5) professional references with complete contact information including email address 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 Academic Transcripts/Diplomas/Degrees/Certificates.
- Applicants must provide their full mailing address with telephone and email address and should retain for their records copies of all enclosures that accompany their submissions.
Human Resources Management Section – Email: firstname.lastname@example.org with the following reference number in the subject line: HR-EXO-004-2018-HRS. Emails received without the Vacancy Reference Number as indicated above will NOT be considered.
Please note that all cv/resume and cover letter must be in English, otherwise application package is incomplete and will be rejected.
CLOSING DATE FOR THIS POSITION IS: October 3, 2018 at 5pm Bamako
LIST OF PRE-HIRE REQUIRMENTS FOR PSCs:
Once the Contracting Officer (CO) informs the successful Applicant about being selected for a contract award, the C.O will provide the successful Applicant instructions about how to complete the following.
- Medical Examination
- Security Investigation
- Employee Biographical Data Sheet (Form AID 1420)
- Application for Employment in the Foreign Service of the United States (Form OF 174).
The incumbent will be compensated in accordance with the U.S. Mission to Mali’s Local Compensation Plan (LCP). The plan includes basic salary, miscellaneous allowance, and medical insurance subsidy. If an applicant does not meet all required qualifications for the position and is selected for the position, he/she may be hired at a lower grade than the position classification grade. Final compensation will be based on the position grade and negotiated within the corresponding market value.
The successful Applicant will be subject to host country tax laws.
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,” is including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf
- Contract Cover Page form AID 302-4 available at https://www.usaid.gov/forms
- 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
EQUAL EMPLOYMENT OPPORTUNITY:
The US Mission in Mali 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. We strive to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.
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.