Human Resources Assistant
SOLICITATION NUMBER: 72066020R10004
ISSUANCE DATE: January 27, 2020
CLOSING DATE/TIME: February 17, 2020at
17:00 (Kinshasa Time)
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 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,
Charles Pope
Supervisory ContractingOfficer
I. GENERAL INFORMATION
1. SOLICITATION NO.:72066020R10004
2. ISSUANCE DATE: January 27, 2020
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: February 17, 2020at
17:00(Kinshasa Time)
4. POINT OF CONTACT: usaidhrkinshasa@usaid.gov
5. POSITION TITLE: Human Resources Assistant
6. MARKET VALUE: Equivalent toFSN-09. 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 market value.
7. PERIOD OF PERFORMANCE: The period of performance is five (5) years, estimated to start May 2020. 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.
8. PLACE OF PERFORMANCE: Kinshasa, Democratic Republic of the Congo (DRC)with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: 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.
10. SECURITY LEVEL REQUIRED:Regional Security Office Clearance
11. 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 approved staffing level of 196 employees includes 45 Foreign Service Officers (FSOs), 13 offshore Personal Service Contractors (USPSCs & TCNPSCs), 2 Resident Hire PSCs, 6 Eligible Family Member (EFMs) and 130 Cooperating Country Nationals (CCNs). USAID/DRC implemented over $700 million in Fiscal Year (FY) 2018 development and humanitarian assistance for the three OUs. The Mission’s staffing level is projected to increase to 229 employees by 2021.
Reporting directly to the Supervisory Human Resources Specialist, the Human Resources (HR) Assistant serves all three OUs and is responsible for providing the full range of personnel services and Human Resource (HR) administrative support functions. HR Unit responsibilities include position classification, recruitment, contract administration and management of all local ( CCN) and international (US and TCN) Personal Services Contract (PSC) positions; budgeting for all PSC personnel including salaries and benefits, USDH bidding, assignment, and overall Post personnel management and support (i.e. arrival/departure, post protocol and privileges, visas, EFM employment, etc.), performance management programs for CCN and American staff, management of Mission staff training, career development, and awards programs, maintenance and upkeep of HR databases and staffing reporting; and, serving as the main liaison unit with the US Embassy regarding HR topics and periodic reports.
The HR Assistant is a member of the HR Unit and is responsible for a variety of human resource development activities and personnel functions provided to all Mission USDH and PSC employees in DRC, CAR and ROC.
2. Statement of Duties to be Performed
a. Personal Services Contractor (PSC) Contract Administration and Management 30%
Recruitment: In close collaboration with the HR Specialists, the incumbent administers the complete cycle of the recruitment process for locally and internationally hired contract employees to include the following: a) drafts solicitations/vacancy announcements based on approved and classified Position Descriptions, specifies evaluation and selection criteria, and ensures appropriate publication of solicitations and prompt distribution within the USG Mission community, outside the Mission (local newspaper), on FBO and AID Notices, and via internet, as appropriate; b) collects and reviews applications received, screens them for meeting the publicized minimum qualifications, and shortlists applications for review by the appropriate Mission Technical Evaluation Committees; c) arranges interviews, serves as the HR representative on TEC panels, and personally administers appropriate pre-employment skills tests; d) drafts all correspondence required under the hiring process and communicates with applicants regarding selection matters; e) negotiates salary and other contract terms, initiates all pre-employment and personnel actions which affect appointment, and works closely with the selected candidate to ensure smooth and timely onboarding. Briefs incoming personnel on USAID policies and regulations. The incumbent provides counseling to PSC staff throughout their career, on matters pertaining to their employment. The incumbent also provides guidance to supervisors and office chiefs on matters related to PSC recruitments.
Contract Administration and Management: The HR Assistant prepares new contracts for all PSC contractors and submits them for the Contracting Officer’s approval and signature in GLAAS, prepares all types of contract actions and modifications such as incremental funding, extension, salary step increase, renewal, etc. Ensures all contracts are funded and current. Coordinates with the Office of Financial Management Office (OFM) for obligation of contract funds. Obtains necessary signatures and distributes signed contracts. The incumbent ensures all requisite contract documentation is uploaded in ASIST, maintains and upkeeps ASIST database for all PSC contracts. The HR Assistant is responsible for conducting and processing the PSC contract close-outs following the mandatory ADS close out procedures and guidelines.
HR Assistant processes documents related to proper PSC contract management and contract modifications for all PSC employees. S/he drafts and issues Personal Services Contracting Actions for within grade increases on the basis of required supporting documentation, and assists in issuing various other personnel actions, such as for appointment, reassignment, LWOP, separation, etc. Ensures that all necessary information for issuing the actions are provided to him/her and/or collected from the appropriate records and includes the remarks and information appropriate and necessary for each type of action.
b. Administration of Performance Management Program, Training, and Awards 30%
Performance Management: In close collaboration with the HR Specialists, the HR Assistant ensures the performance evaluations of all CCNs are accomplished in a timely basis; s/he is responsible for maintaining the performance evaluation files current on when evaluations and annual step increases are due; and, 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 that annual performance evaluations for CCNs as well as work objectives for the next rating cycle are completed and submitted to the HR Office within the timeframe set by the EXO.
Training Program and Activities: The HR Assistant maintains and upkeeps 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 ILTPs 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 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 serves as the HR representative and facilitator for the annual and ad-hoc Training Committee (TC) meetings for review and approval of employee’s training requests, and ensures 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.
Incentive Awards Programs: The HR Assistant manages the administration of the Mission incentive awards program (IMAP) and the Agency Incentive Awards Program, including cash awards, honor 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 or to the Bureau AMS through EIMS, as appropriate. Once awards are approved, the Assistant informs the nominee and submits the approved awards to the appropriate payroll office to facilitate cash payment processing, effecting meritorious step increases, or other awards recognition. The HR Assistant assures that nominations submitted to USAID/Washington are provided in the correct format, and submitted to the proper AID Washington contact.
c. Human Resources Administration 20 %
Organizes and coordinates the orientation of new CCN 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 in ASIST, 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 HR 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.
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.
d. Position Management and Positions Classification 10%
Position Management and Classification: HR Assistant receives requests for establishment of new positions or reclassification of existing CCN and EFM 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. Serves as a quality control specialist for review of all MClass documentation prior to submission to the HRSU. Finalizes reports with grades, prepares related forms, and presents the classification package for appropriate signatures. Positions include all grade levels and all types of local positions (CCN and EFM). 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. Advises employees and supervisors on final position evaluation and classification results and appeals procedure.
e. Summer Hire Program and Records Keeping 10%
Summer Hire Program: The HR Assistant fully supports the HR Specialists in the management of 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.
Records Keeping and Reporting: The HR Assistant is responsible for maintaining accurate and up to date different types of HR records on HR information systems (WebPass, EAPS, OPS, public drive, HR drive, etc.), maintaining official personnel and contract files and recruitment files. The incumbent regularly updates various Mission staffing reports and ensures that all employee and contract data and information is up to date and accurate at all times, prepares and submits periodic staffing pattern and staffing numbers and other ad-hoc HR reports to USAID/Washington and the Embassy.
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:Under the overall general supervision of the Supervisory Executive Officer, the HR Assistant reports directly to and is supervised by the Supervisory Human Resources Specialist
4. Supervisory Controls:None
12. 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:
At least two years of full-time post-secondary study at a college or university in Human Resources Management, Business Administration, Public 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. 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 situation, in the private sector, or for a USG or other international organization is required.
III. 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 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):
A. Job Knowledge (50 points)
The Assistant must possess a detailed knowledge of, or have the ability to quickly gain a thorough knowledge of, the Automated Directives System (ADS), position classification, the LES handbook, the Local Compensation Plan (LCP), 3 FAM, USAID-specific handbooks and associated-agency human resources manuals and regulations. A good understanding or the ability to gain a good understanding, of the Agency Position Classification System (MCLASS) and its associated manuals is required. A good knowledge of USG contracting regulations (AIDAR, ADS 309, AAPDs, etc.) and procedures is required, after appropriate training. A good knowledge of local labor law, standard personnel practices applicable to the full spectrum of human resources/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 DRC is required.
B. Skills and Abilities (30 points)
The position requires excellent communication and organizational skills, tact, excellent negotiation skills, 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 judgment 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, 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, 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 services, interviewing and analytical skills to make objective evaluation decisions and present them concisely. Ability to apply and interpret regulations to current situations.
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: 50points
- Skills and Abilities: 30points
- Language: 20points
Satisfactory Professional Reference Checks-Pass/Fail (no points assigned)
Total Possible Points: 100 points
IV. SUBMITTING AN OFFER
- Eligible Offerors are required to complete, sign and submit the offer form- DS-174Application 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 website https://cd.usembassy.gov/embassy/jobs/usaid-jobs/
- Offers must be received by February 17, 2020 at 17:00 (Kinshasa Time) via email to usaidhrkinshasa@usaid.gov.
- Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.
V. LIST OF REQUIRED FORMS PRIOR TO AWARD
The Contracting Officer (CO) will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:
1. Medical History and Examination Form (Department of State Forms)
2. Security Clearance
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
1. BENEFITS: 13th and 14th Month Bonuses, Medical Coverage, Annual Leave and Sick Leave.
2. ALLOWANCES (as applicable): Child Allowance, Spouse allowance, Housing Allowance, and Miscellaneous Allowance.
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. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN and 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. Pricing by line item is to be determined upon contract award as described below:
LINE ITEM
ITEM NO (A) |
SUPPLIES/SERVICES (DESCRIPTION) |
QUANTITY |
UNIT |
UNIT PRICE |
AMOUNT |
|
0001 |
Compensation, Fringe Benefits and Other Direct Costs (ODCs) |
1 |
LOT |
$ _TBD__ |
$_TBD at Award after negotiations with Contractor_ |
3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at https://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
