 |
USAID Mission in Iraq - Employment Opportunities
Announcing open position for FSN-0305-09
Human Resources Assistant
USAID - Executive Office
Solicitation No. 09-014
OPENING DATE: 06/21/2009
CLOSING DATE: 07/12/2009
WORK HOURS: Full-time; 40 hours/week
BASIC FUNCTION OF POSITION:
The incumbent serves as a member of the USAID/Iraq, HR/EXO Team, and performs variety of administrative and professional Human Resources Assistant duties related to the FSNPSC, TCNPSC, USPSC, and USDH engagement with USAID/Iraq in implementation of the Mission Human Resources Program. Serves as advisor to the Human Resources Specialists, with full responsibility for executing the administrative management functions of the Human Resources program at USAID, for a very large staff, in all categories.
Duties and responsibilities include, but are not limited to, Recruitment and Selection, Acquisition of Personal Services through personal services contracts for FSN and US staff, Reward Management (including Compensation, Awards, etc), Job Evaluation (Classification), Performance Management, Labor and Employee Relations, and Learning Support/Training.
Incumbent reports to the Sr. HR Specialist.
14. MAJOR DUTIES AND RESPONSIBILITIES:
a. Recruitment and Selection (including Personal Services Contracting)
Forecasts and manages recruitment and selection processes for all personal service contracts for FSN, TCN, and US positions, ranging from custodial levels to specialized professional positions, in accordance with US regulations and procedures. Coordinates preparation of position descriptions and job classification. Receives and reviews new and revised position descriptions to ensure they are complete before processing for action. Works closely with supervisors and employees, providing guidance and support in the preparation of position descriptions. Solicits new employees. Reviews recruitment requests, and seeks additional information or documents from requesters, as needed, to ensure effective and timely recruitment. Develops vacancy announcements and website advertisements, and ensures their timely publication. Posts announcements on Mission bulletin boards, coordinates posting on the USAID/Iraq and Embassy Web pages, and
maintains hard copies for dissemination. Maintains a recruitment resource file for various types and levels of positions, to facilitate recruitment of qualified candidates for various vacancies. Provides advice and information to Mission staff and external candidates on various job openings and related requirements. Advises the supervisor of Mission employees qualified for assignment to anticipated vacancies, and scans the recruitment resource file to draw applications of qualified candidates for PSC or short-term vacancies, as appropriate, based on knowledge of candidates available. As needed, contacts other organizations to solicit applications of qualified candidates. Actively participates in the selection process. Collects and reviews applications and CVs received to ensure thoroughness and that basic qualifications are met. Screens applications and places candidates in one of three groups: well qualified, meets minimum qualification, and not qualified. Drafts referral memorandum for PSC vacancies to provide information on candidates and on evaluation and selection guidelines, and prepares lists of candidates to forward to requesting officials. As assigned, represents HR on recruitment panels to participate in candidate evaluations. Administers various tests, when needed, to facilitate candidate evaluation. Reviews selection memoranda to ensure the selection process is adequately documented and justified, and seeks additional information when needed. Ensures the preparation of regret letters to unsuccessful candidates. Manages post-selection activities. Contacts selected candidates to advise them of their selection and of needed documents, and to schedule appointments to discuss employment or reassignment related actions. Meets and briefs candidates on the employment or reassignment process, and related requirements, to ensure smooth and timely processing. Reviews & evaluates candidate qualifications and salary history, and determines the appropriate grade and salary rate based on qualifications and personnel regulations. Briefs candidates on benefits, and negotiates and establishes the appropriate salary rate to ensure fairness, benefit to USAID, and compliance with personnel and contracting regulations. Initiates and manages the clearance process, ensuring the receipt and preparation of all required forms and/or documents to facilitate & expedite the employment of candidates. Coordinates the reassignment of post or mission candidates with responsible officials. Completes necessary actions for hiring short-term employees.
b. Personal Services Contracting
Develops new and renewed contract documents, includes all appropriate and necessary schedules and General Provisions to ensure the soundness and thoroughness of contracting documents, and compliance with personnel and contracting requirements. Keeps abreast of actions or changes warranting contract modification, determines needed modification, and develops modifications to ensure the soundness and correctness of contracting documents and compliance with personnel and contracting requirements. Drafts and/or revises schedules to reflect contract terms, or to reflect new regulations and/or requirements, and seeks guidance from the supervisor as needed. Develops budgets for PSC contracts and contract modifications, and cost estimates for short-term employees on the basis of negotiations and knowledge of required line items and costs, in order to ensure the obligation of adequate funds. Processes new contracts and modifications, obtains signatures and clearances, ensures funds are properly obligated, and obtains necessary funding certifications and funding documents (MAARDs), to ensure sound and timely completion of contracting actions. Ensures that personnel actions for executed contracts or modifications are issued to implement payroll or other changes, the termination dates of Iraqi staff contracts and purchase orders, notifies responsible
officials, and obtains information and documents to extend, renew, or close them out. Drafts negotiation memoranda for the appointment of new employees, and the reassignment of current Mission employees to other positions, in order to document recruitment and contracting actions in compliance with the AIDAR. Completes checklists for all executed PSCs in compliance with AIDAR requirements.
c. Personnel Administration
Manages the FSN performance evaluation program, and supervisees US/TCN PSC Evaluations. Transmits requests for regular, interim, or other Work Plans (WPlan) and Performance Evaluation Reports (PER) for the staff, providing all needed information to assist supervisors and employees in completing the program requirements. Follows-up on and monitors their timely completion. When warranted, drafts and transmits notices on overdue reports, and prepares related lists for the EXO. Regularly checks the list of departing rating officers, and requests interim reports, as appropriate. Reviews completed reports to ensure accurate and thorough completion, requests and explains necessary modifications, and processes completed reports. Develops and issues various personnel actions, such as promotions, within grade increases, appointments, separations, etc. on the basis of required supporting documentation. Ensures the completeness and distributes copies of all personnel actions issued by EXO to appropriate staff and organizations in a timely manner, and develops and maintains related logs. Administers Local Social Security (LSS) and Medical Plans for all FSN employees. Administers awards programs. Administers FSN training programs. Disseminates information on upcoming training to supervisors, solicits nominations, and submits a list of possible participants to the Executive Officer, the Mission Director, or others for approval. Processes nomination cables to training institutions, follows-up on the status of training requests, and sends requests for health insurance coverage. Maintains an updated tracking system recording every training taken by each Mission employee. Creates reports as requested. Serve as the focal point for distance learning and on-line training. Maintains, organizes, and updates official personnel and contract files, and ensures their completeness, accuracy, and compliance with HR and contracting content requirements and organization. Maintains, organizes, and updates a variety of files and records, including subject files, chronological, and historical files to ensure maintenance of complete and accurate records. Searches files and records to extract data and assemble information required for various documents and reports, or to provide information. Compiles data and updates or revises database systems and other automated records to produce various reports, including the Mission Organizational Chart, Iraq Staffing Pattern, Supervisory Lists, the Vacancy Status Report, the Staffing Level Report, etc. Makes file copies or reports and distributes, as appropriate. Collects information and updates and revises all employee records in the WEBPASS database to reflect organizational changes or changes in the various data elements of employee records, including backstopping and classification series codes, SCDs, etc. Compiles data and develops special reports, using spreadsheet software or other appropriate software. Provides supervision and line management of the HR staff, including clearing outgoing personnel actions prepared, and approving any work schedules for subordinates; monitoring performance, and completing annual evaluations, work objectives, and training plans; approval of leave; discipline; and, providing daily work guidance and support.
Performs other duties as assigned or required.
REQUIRED QUALIFICATIONS:
- Education: University degree (Business/Public Administration, International Relations, Law, or other related area) is required.
- Experience: Minimum three to five years of progressively responsible experience in the field of Personnel Administration, office and financial management, or other related field including maintenance of computerized tracking systems. At least two years of this experience should be with a USG or other international organization.
- Post-Entry Training: On-the-job training, USAID PSC Workshop, Personnel Management, Position Classification Principles and Computer Aided Job Evaluation (CAJE) Training. Post-entry training will be focused on established Agency policies, procedures, and regulations governing USAID-specific personnel management and administration functions and responsibilities based on availability of funds.
- Language: Level IV (Fluent) English and Arabic [speaking and written] is required to be able clearly communicate (verbally and in writing) with the all categories of internal and external customers.
- Knowledge: A good working knowledge of computer applications. Good working knowledge of Computer Aided Job Evaluation (CAJE) System. A good working knowledge of PSC Contracting regulations and other personnel regulations and manuals is essential at the full performance level. Good working knowledge of Host-County laws and regulations pertaining to personnel matters (Labor Code, Tax Law, Retirement Law, Law on Social Protection, etc.)
- Skills and Abilities: Good time management skills are essential to ensure work objectives are attained. High level of accuracy, attention to detail, punctuality, and excellent analytical, writing, and verbal communication skills are critical. Exceptional interpersonal skills required - must be tactful, personable, and able to maintain effective working relationships with employees and their supervisors. Ability to prioritize and work under pressure to complete multiple tasks within short time frame is a must.
To Apply for This Solicitation No. 09-014
Please follow all these instructions carefully:
- Please indicate the title of the position you are applying for in the subject line of your email;
- Please indicate the solicitation number in your application;
- A current resume or curriculum vitae providing a daytime telephone number;
- Copies of any relevant supporting documentation (e.g., essays, certificates, awards and copies of degrees earned). These documents must address and be relevant to the minimum requirements of the position as listed above;
- At least three references providing their telephone numbers (and email address if possible);
- A separate page that addresses each selection criterion/qualification detailed above with specific information supporting each item, (i.e., education, experience, etc., and how you meet these requirements);
- Do not attach original documents to your application as they will not be returned.
Candidates who do not follow these instructions will not be short listed for the position.
Please send email or hand deliver your application by 07/12/2009
USAID Iraq
EXO/Human Resources
Job Application
USAID Compound
Email: iraq-jobs@usaid.gov
www.usaid.gov/iraq/employment.html
Only short listed candidates will be contacted after the selection has been made.
Back to Top ^
|
