USAID/Ukraine Solicitation for a Human Resources Assistant, FSN-7

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72012119R02

2. ISSUANCE DATE: 05/28/2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 06/11/2019 at 11:59 p.m. Kyiv Time

4. POSITION TITLE: HUMAN RESOURCES ASSISTANT

5. MARKET VALUE: Basic Annual rate (in U.S. Dollars): $17,028 to $22,128

In accordance with AIDAR Appendix J and ADS 309, the Local Compensation  Plan (in effect at the time) of the U.S. Embassy to Ukraine forms the basis of compensation. The LCP consists of the salary schedule, which includes salary rates, authorized fringe benefits, and other pertinent facets of compensation. Final basic compensation will be negotiated within the listed market value. Salaries over and above the top of the pay range will not be entertained or negotiated. This salary range is not inclusive of other benefits and allowances.

6. PERIOD OF PERFORMANCE: Employment under any contract issued under this solicitation is of a continuing nature. Its duration is expected to be part of a series of sequential contracts; all contract clauses, provisions, and regulatory requirements concerning availability of funds and the specific duration of the contract shall apply. The initial CCNPSC contract will be for an initial five year period, with possible renewal pending continued need for the position, contractor performance, and funds availability.

7. PLACE OF PERFORMANCE: Kyiv, Ukraine

8. SECURITY LEVEL REQUIRED: Foreign Service National Security Certification

9. STATEMENT OF DUTIES:

The HR Assistant is located in the Regional Executive Office of USAID/Ukraine. The incumbent is a member of the HR Unit staffed by three professionals – a lead HR Specialist, one Senior HR Assistant and one HR Assistant. The incumbent falls under supervision of the HR Specialist and will support the full range of HR services provided by the team to all hiring mechanisms at the Ukraine, Belarus, and Moldova missions: Locally Employed Staff/Cooperating Country National Personal Services Contractors (CCNPSCs), US Direct Hires (USDH) and US Personal Services Contractors (USPSCs). The HR Assistant’s general responsibilities will include serving as the Mission Training Coordinator, management and maintenance of HR records (electronically and in paper), and providing routine support to all mission customers on HR related matters. When needed, the HR Assistant may temporarily cover a portfolio normally managed by another member of the HR team.

MAJOR DUTIES AND RESPONSIBILITIES:

1. Mission Training Coordinator

  • Coordinates, develops and maintains the annual Mission Training Plan and Budget by conducting Mission training needs assessments. Based on the results of the training needs assessments, the incumbent determines the most important training needs of the Mission staff that are needed to meet organizational strategic goals and objectives. Based on Individual Development Plans (IDPs) and Office Training Plans (OTPs), the incumbent develops and maintains the annual Mission Training Plan. The incumbent is responsible to develop, prepare, maintain and update at regular intervals, the annual Mission Training Budget using historical training expenditure data. This is an administrative responsibility where the job holder monitors expenditure against targets or annual budget allocated to different offices for formal training of their staff.
  • Maintains the training information/database, creates various training reports for the Mission Management; provides information on and publicizes training events, and assures that training-related information and events are easily accessible to all employees via the Mission intranet site or through e-mail; and confirms information on various trainings. The Assistant serves as the main point of contact and training administrator for the USAID University on-line training system, and maintains and ensures implementation of the Mission Order on Training and Staff Development, updating it as needed.
  • Responsible for scheduling, coordinating, managing, and making other necessary logistical/administrative arrangements for short-term training events held at the Mission and other training and conference-like events. This includes close coordination with training provider(s) and training venues, as well as communication with Mission employees/Offices regarding timely registration and giving credit for attended training courses. Provides other logistical support when needed for all trainings hosted by the Regional Mission, including: preparing training invitation letters, ordering supplies, escorting outside participants, printing training materials and certificates, and confirming attendance of employees.

2. Maintains HR records

  • Maintains and updates HR files such as staffing patterns, personnel records and files, both electronic and in hardcopy. This includes maintaining several sets of HR-related files. Ensures that files are updated, organized, and properly maintained on a constant basis.
  • Serves as the mission key Overseas Personnel System (OPS) data coordinator ensuring that data is accurate and entered in a timely fashion.
  • Updates the HR page at the mission sharing site.
  • Compiles staffing reports and analysis when requested.

3. Support Contracting Functions

  • Supports other HR team members in the position establishment and solicitation/evaluation processes for US/TCNPSC and CCNPSC. Collects, sorts and prints offeror application material; schedules interviews and meetings for the HR Unit; observes written tests and interviews; drafts required documents, etc.
  • Supports other HR team members in the preparation and management of USPSC and CCNPSC contracts, including contract modifications. Activities include preparing routine documentation, scanning, emailing, filing, following up, etc.

4. HR Customer Service Functions

  • Serves as primary HR team support for employee personnel information requests – makes copies, files, scans, and emails personnel records to relevant employees.
  • Drafts employment certifications and other standard letters/diplomatic notes/documentation.
  • Schedules medical appointments for local staff to obtain medical clearance.
  • Answers routine questions on HR policies, practices, and regulations.
  • When requested, conducts research on applicable contracting/HR policy, regulations, and practices to inform decisions.
  • Follows-up with employees/offices for required information, forms, etc.

SUPERVISORY RELATIONSHIP: The HR Assistant will report directly to the Lead HR Specialist. Assignments are usually made in general terms and the incumbent is responsible for their on-time completion. The incumbent takes the initiative to solve administrative problems with general guidance from the supervisor. Supervisory input is requested when activities are sensitive or run contrary to normal, routine policy and practice.

SUPERVISION EXERCISED: N/A

10. AREA OF CONSIDERATION: Open to All Interested CCN (Cooperating Country National) Candidates.

“Cooperating country” means the country in which the employing USAID Mission is located.

“Cooperating country national” (“CCN”) means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.

NOTE: ALL CCNs MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION. THE MISSION DOES NOT SPONSOR WORK PERMITS.

11. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

12. POINT OF CONTACT: Completed applications (including all required documents - see section IV below) must be submitted electronically to: kyivvacancies@usaid.gov. When submitting an application, the solicitation number and the title of the position are to be mentioned in the subject line of the email.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: Completion of a Minimum of two years of College or University studies in HR Management, Business, Public Administration, or in a related field is required.

Prior Work Experience: A minimum of three years of directly related work experience in secretarial, administrative assistance, human resources, customer service, and/or related work is required.

Language Proficiency: Fluency in both written and spoken English (Level IV) is required. Written and spoken fluency in Ukrainian and Russian is also required.

Only offerors clearly meeting the above minimum qualifications will be considered for further evaluation.

Foreign Service National Security Certification and Medical Clearances: The ability to obtain the required foreign national security certification and medical clearances for the position is considered a minimum qualification. See section V below.

The probationary period is three months.

III. EVALUATION AND SELECTION FACTORS

Selection Process and Basis of Evaluation: Offerors who clearly meet the aforementioned minimum education and work experience qualification requirements may be further evaluated through review of the offeror’s submitted required documents (see section IV below) and ranked based on the below 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.

10 points – Education: Completion of a Minimum of two years of College or University studies in HR Management, Business, Public Administration, or in a related field is required. Additional education in the aforementioned areas is desired.

30 points – Experience: A minimum of three years of directly related work experience in secretarial, administrative assistance, human resources, customer service, and/or related work is required. Additional experience in the aforementioned areas, especially with the US Government (USG), is desired.  

30 points – Knowledge: A general knowledge of Administrative, Local Labor Law, HR, and/or Contracting principles, general procedures and best practices is essential. Knowledge of general procedures and best practices in filing systems, record maintenance and/or organizational training best practices is crucial to success in the role. Advanced knowledge in one or more of the aforementioned areas is desired.

30 points – Skills and Abilities: Ability to manage multiple competing priorities with minimal supervision as well as effective interpersonal, customer service, and teamwork skills are essential. Ability to communicate effectively (both verbally and in writing) with to a variety of audiences. Careful attention to detail and personal initiative are essential to success in the role. Intermediate computer skills, specifically in the use of Microsoft Office applications, such as Word, Excel, Power Point and Google Applications (Gmail, Google Drive, etc.). Advanced skills/abilities in one or more of the aforementioned areas are desired.

TOTAL POSSIBLE POINTS: 100 points

IV. PRESENTING AN OFFER/APPLYING FOR THIS POSITION

1. Eligible Offerors are required to complete and submit through email all the below documents in order to be considered for the position.

a. Completed DS-174 (application for Employment as Locally Employed Staff) which can be retrieved here: 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.

An Internal Offeror’s experience acquired before/after joining U.S. Government should correspond to the information provided in the Official Personnel Folder (OPF). Any discrepancy found between the current application form (DS-174) and the information provided in the OPF related to offeror’s qualifications could make the offeror ineligible for the position.

b. A cover letter of no more than 2 pages that demonstrates how the Offeror’s qualifications meet the evaluation and selection factors in section III. Excess pages (beyond 2) will not be read or considered.

c. Standard resume or CV of no more than 2 pages that demonstrates how the Offeror’s qualifications meet the evaluation and selection factors in section III. Excess pages (beyond 2) will not be read or considered.

Offerors who do not include all above required documents in their offer submission will not be considered for this position.

2. Offers 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 12 by email with appropriate attachments. Documents/offers received through links to Google Drive, Sky Drive, and/or any other private cloud computing database/websites will not be considered.

3. To ensure consideration of offers for the intended position, Offerors are to prominently reference the Solicitation number in the offer submission.

NOTE: Due to the high volume of applications received, we may only contact applicants who are being considered. Thank you for your understanding

V. LIST OF REQUIRED FORMS FOR PSC HIRES

Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the HR unit will provide the successful Offeror instructions about how to complete and submit the following forms, needed to obtain medical and security/facility access.

  1. Questionnaire for Employment Authorization (U.S. Embassy Kyiv form)
  2. Authorization for Release of Information (U.S. Embassy Kyiv’s form)
  3. Certificate of Criminal Records (obtained from the pertinent authorities)

Failure of the selected offeror to accurately complete and submit required documents in a timely manner may be grounds for the CO to rescind any conditional pre-contract salary offer letter and begin negotiations with the next most qualified/highest ranked offeror.

VI. BENEFITS/ALLOWANCES

The local compensation plan (LCP) is the basis for all compensation payments to locally employed staff /CCNPSCs. The LCP consists of the salary schedule, which includes salary rates, authorized fringe benefits, and other pertinent facets of compensation such as health and life insurance, and retirement allowance. As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

1. BENEFITS:

  • Health and Life Insurance coverage
  • Defined Contribution Fund 12%

2. 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.

Additional information may be provided to the selected offeror at time of salary offer.

VII. TAXES

Locally Employed Staff are responsible for paying local income taxes. The U.S. Mission does withhold year-end local income tax payments.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN/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.

3. 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.

  • AAPD 16-03 Expanded Incentive Awards for Personal Services Contracts with Individuals
  • AAPD 06-08 AIDAR, Appendices D and J: Using the Optional Schedule to Incrementally Fund Contracts

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.

EQUAL EMPLOYMENT OPPORTUNITY:  The United States Government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. Management may consider the following when determining successful candidacy:

nepotism, conflicts of interest, budget, and residency status.

Issuing Country 
Date 
Tuesday, May 28, 2019 - 7:00am

Last updated: May 28, 2019