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21/2019: Human Resources Assistant - FSN-9

SOLICITATION NUMBER: [21/2019]

ISSUANCE DATE: 12/19/2019

CLOSING DATE/TIME: 1/30/2020 by 4:30PM Cairo Time

SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (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, Sections I through V 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,

Brian L. Carney

Contracting Officer

ATTACHMENT I

I. General Information

1. SOLICITATION NO.: 21/2019

2. ISSUANCE DATE: 12/19/2019

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 1/16/2020 at 4:30 PM, Cairo Time

4. POSITION TITLE: Human Resources Assistant in the Executive Office. [Up to three positions]

5. AREA OF CONSIDERATION: Egyptians.

6. MARKET VALUE: Starts at LE. 250,451.00. This is the Gross Annual salary before deducting taxes equivalent to FSN 9 step 1 In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Egypt. Final compensation will be negotiated within the listed market value.

7. PERIOD OF PERFORMANCE: One year with options to renew

8. PLACE OF PERFORMANCE: Cairo, Egypt

9. SECURITY LEVEL REQUIRED: Employment authorization

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

11. POINT OF CONTACT: USAID Human Resources Office - usaidhr@usaid.gov

12. STATEMENT OF DUTIES: Please see below

BASIC FUNCTION OF POSITION

The Human Resources (HR) Assistant Position is located in the Executive Office, HR Division. Egypt Mission is comprised of approximately 203 positions including 152 Cooperating Country Nationals (CCNs), approximately 34 Offshore employees including 32 U.S. Direct Hires (USDHs) and 2 US Personal Service Contractors (PSCs) and 8 Local Hire US Personal Service Contractors (PSCs).

Incumbent serves as a Human Resources Assistant, providing a wide array of specialized HR services to Mission offices [portfolios]. S/he is responsible for planning, designing, developing, coordinating and implementing a full range of American and Cooperating Country National personnel services.

The Services provided include: managing personal services contracting for USPSCs, TCNs and CCNs, position classification, coordinating recruitment, negotiating hiring, preparing contracting documentation, updating official personnel/contract files, E2 travel coordination, salaries and benefits, disciplinary actions and termination, liaison, mediation, reporting, completing/issuing a wide variety of personnel actions, preparation of documentation for grade-level position classification of CCN/USPSC positions.

The incumbent of this position is one of the Mission management’s principal technical advisors on personnel policies and issues; s/he coordinates with the Embassy’s Human Resource Office on matters pertaining to post-specific regulations and guidelines affecting all employees (American and host country employees). The Human Resources Assistant serves as back up to the Supervisory HR Specialist FSN-12, on a rotation base. The Incumbent also serves as the backup to one or more HR Assistants in the same office.

MAJOR DUTIES AND RESPONSIBILITIES AND % OF TIME

1. Position Classification:

    25 %

The incumbent serves as the Mission’s subject matter expert in position classification procedures for the CCN/US/TCN positions; s/he reviews scope of work and provides technical guidance and assistance to employees and supervisors on position evaluation matters, and on personnel rules which affect contractor employment.

The incumbent is responsible for carrying out the Mission CCN Position Management through MCLASS, and acting as HR Advisor for position management and classification purposes by portfolios. The incumbent will be the main liaison between the Human Capital and Talent Management FSN Unit and the hiring office in the Classification/Reclassification/Update process of Position Descriptions. This entails receiving all new and revised position descriptions based on portfolios; reviewing the package for accuracy, desk audit, requesting background information and/or clarification where necessary. The incumbent submits packages for processing, as well as coordinating and tracking classification actions with HRSU.

For US/TCN PSC positions, the incumbent serves as the sole classifier, applying the Federal classification standards, based on the incumbent’s judgement and analytical skills as provided in the scope of work. This involves coordination with the supervisor; revision of the scope of work as needed; and analysis of job functions against GS classification standards. This requires excellent analytical skills and exercise of judgment to determine the market value for initial salary determination.

2.  Recruitment &Selection Process: 

    15 %

The incumbent advises on recruitment planning by forecasting CCN/USPSC position vacancies based on knowledge of changes in the various USAID/Egypt technical and support offices, and anticipated personnel changes. The incumbent monitors the Mission’s staffing patterns to identify anticipated retirements, planned resignations, and scheduled end-of-tour dates and advises on steps needed to initiate and facilitate recruitment.

The incumbent reviews recruitment requests, consults the Controller’s office on budgets for positions, and seeks additional information as needed, obtains HCTM and/or ME Bureau approval, and follows the Hiring Freeze guidance, in order to ensure effective and timely recruitment. S/he develops solicitations for approved position vacancies for publication, and posts site announcements or FedBizOpps Solicitations, based on Post policy and the need to assure an adequate pool of candidates. S/He advises internal and external candidates on job requirements, contacts other organizations to solicit applications for hard-to-fill vacancies. Receives and reviews applications/CVs to assure applicants meet minimum job requirements, screens applications, and rates candidates as Qualified or Not Qualified. Provides instructions to Selection Committee members, and represents HR on Selection Committee panels, administers approved tests, and conducts reference checks, reviews the panel selection memoranda to ensure the selection process is adequately documented and justified, and seeks additional information and/or documents when needed. S/he contacts selected candidates and advises them of the selection decision, initiates negotiations, sends the offer letter, and once the offer is accepted, advises on needed documents/actions, and schedules appointments to discuss employment or reassignment related actions. The incumbent also ensures letters of regret are sent to unsuccessful candidates.

3. Contract Administration and Personnel Management:

    20 %

Incumbent takes full responsibility in the preparation and negotiation of CCN/TCN Personal Service Contracts and US Personal Service Contracts both long and short term, local hire and off-shore, OE and project funded for Cairo Mission, by evaluating candidate qualifications, calculating salary, fringe benefits, overtime and other financial aspects to determine an appropriate salary rate based on qualifications and salary history, to ensure fairness, benefit to USAID, and compliance with HR and contracting regulations.

The incumbent prepares CCN/US/TCN Personal Services Contracts, including appropriate and necessary Schedules and General Provisions in compliance with the guidelines provided in AIDAR Appendices D and J and ADS 309, using the Agency’s GLAAS system for US/TCN PSC contracts and contract’s modifications. S/he drafts and/or revises Schedules to accurately reflect contract terms, or to reflect new regulations and/or requirements, and determines necessary additional clauses to be added to the contract. S/he develops budgets for CCN/US/TCN PSC contracts and 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.

Incumbent initiates and follows-up on medical and security clearance processes, involving the U.S. Department of State Office of Medical Services, US Embassy Health Unit, USAID/Washington ME Bureau, and the Regional Security Office at post.

Incumbent must be fully conversant and must clearly understand Mission’s local compensation plan (LCP) to ensure contracts are in full compliance with said plan.

The incumbent prepares memoranda of negotiation to ensure allowances and benefits conform to personnel regulations, assures checklists are complete in compliance with the AIDAR, prepares and manages official contract files both hard copies and electronically on ASIST.

The incumbent keeps abreast of actions or changes that warrant contract modification, determines needed modifications as required, ensuring funds are properly obligated.

Incumbent meets and briefs selected candidate(s) on the employment or reassignment process and related requirements to ensure smooth and timely processing. The incumbent initiates and follows-up on the clearance process, ensuring receipt and preparation of all required forms and/or documents to facilitate and expedite the employment. Ensures that personnel actions for executed contracts or modifications such as: promotion, reassignment, Service Computation Date calculations are issued for payroll and other personnel purposes.

The incumbent manages the Mission’s check-in process for new CCN/US/TCN PSC arrivals, as well as the check-out procedures for departing/separating employees, reviews the submitted documents to ensure accuracy and thoroughness.

The incumbent tracks eligibility and due dates for pensions, assists employees in preparing appropriate documentation, and assists in resolving problems as they arise. S/he keeps abreast of changes in Egyptian retirement system, Egyptian Social Insurance (ESI), Egyptian Labor Laws, and benefits and prevailing personnel practices which impact Mission, Personnel Policies and operations. Overseas the processing of all actions related to ESI retirement, enrollment, termination and resolution of related problems. Also, communicates Civil Service Retirement System (CSRS) annuitants related problem to OPS and follows-up until issues are resolved and retirees continue to receive their pension checks.

The incumbent also coordinates with FM to resolve leave-related problems as needed. The incumbent evaluates requests for LWOP, annual leave restoration, lump sum payment of unused annual leave, and leave donations to ensure validity of requests and compliance with applicable regulations and policies.

The incumbent provides guidance on policies and procedures regarding voluntary/involuntary separations, severance payment entitlements due to Reduction in Force. The incumbent also advises Mission supervisors and employees on the rules and procedures of the appraisal and disciplinary systems.

The incumbent monitors expenditures under USPSC contracts and initiates action on incremental funding as appropriate. When notified of a decision to terminate a contract, the incumbent prepares appropriate documentation to close out the contract. Within 6 months of termination date, the incumbent reviews the contract file, removes any extraneous documents, and prepares the file for archiving.

4. Travel & Transportation:

    15%

The incumbent serves as the Mission’s subject matter expert on all types of official travel; including TDY, training, post assignment, home leave and return to post, home leave/transfer, deferred home leave, R&R, medical evacuation, invitational travel, emergency leave, educational travel, SNEA, etc.

In this capacity, s/he also serves as the travel arranger for all mission travel, and provides guidance to the traveler and mission management on all travel related rules and regulations.

S/he coordinates the full range of work associated with travel documents, ensures the timely and prompt preparation of Travel Authorizations, and Open Travel Authorizations; both paper and electronic for international and in-country travel. Receives notice of incoming or outgoing travelers and facilitates their movements as required; ensures that employees are well informed on all matters related to official travel. S/he serves as liaison on all travel related issues. S/he prepares correspondence and any required reports.

S/he advises U.S. citizen personnel of their entitlements in a wide variety of travel situations and tracks the transportation of personal effects in connection with post assignment and home leave travel, including privately-owned vehicles (POVs), household effects (HHE), and unaccompanied baggage (UAB). The incumbent will serve as liaison with the Embassy’s Travel, Shipping and Customs (TSC) office in resolving problems experienced by incoming and outgoing American personnel.

CCNs are required to maintain an additional medical clearance exclusively for international travel; the incumbent coordinates with local medical providers to ensure CCN staff traveling abroad have completed the necessary examinations and are enrolled in the appropriate HAC Insurance program adhering to the Agency’s policy.

5. Human Resources Management & Reporting:

    25%

• Policies and Regulations: The incumbent researches and interprets various policies and regulations pertaining to contracting actions such as; competition, J&A, publicizing, ratification of unauthorized commitments, etc, and evaluates impact on procedures, ensuring the Mission’s contracts are prepared in compliance with the Agency’s contracting policies.

The incumbent maintains familiarity with the Local Compensation Plan, the LES Handbook, and other pertinent policies and regulations, serving as an advisor to employees on their content and implementation. Provides guidance to employees on general personnel and administrative matters related to personnel salary and benefits, including health and life insurances, pensions, medical and accidental travel insurance, entitlement to and use of sick, annual and other forms of leave including Leave Without Operational Pay (LWOP) and its impact on pensions and insurance programs.

The incumbent provides counseling services and guidance to employees and supervisors on the implications of personnel policies, regulations and procedures to ensure proper implementation. Determines the appropriate policy to evaluate and recommend approval/disapproval to supervisors on various personnel actions and services. S/he monitors compliance with Mission, Agency and Federal regulations, and recommends corrective actions to supervisors when abuses are identified.

Responding to Audit requirements: Works closely with EXO to address audit recommendations for PSC contracts and adjusts Mission procedures to adhere to the rapid changes in the PSC rules and regulations.

Budget forecasting/planning: Prepares the annual budget estimates of all USPSC contracts to assure that personnel requirements and wage adjustments are adequately covered. Participates in the end of fiscal year obligation process and monitors obligations versus spending plan.

Culture Sponsor Program: Serves as the Mission’s POC for CCNs who would like to volunteer to be culture sponsors for USDHs. S/he assigns sponsors and ensures the provision of information and guidance to the sponsor and new employees. Evaluates the feedback from CCN employees and incoming USDHs to improve the process.

Rotation Program: Implements the CCN Rotation Program for the entire Mission in terms of receiving rotation requests from different offices and managing the competitive recruitment process to match the best qualified candidates to meet emerging priorities in different offices, increasing CCN staff efficiency and effectiveness in their primary positions, as well as in the offices in need, ensuring high employee performance and a diverse workforce and creating a culture of inclusivity.

Health/Life Insurance Contract: Overseas the processing of claims and the enrollment or discontinuation of employees. Identifies and solves problems as soon as they arise to ensure effectiveness. Provides guidance to staff members on authorized/unauthorized services provided by the approved insurance company.

NSDD-38: The incumbent prepares and submits NSDD-38 requests to get approval from the Middle East Bureau and Ambassador to establish/abolish USDH and offshore USPSC positions at post. Prepares all related documentation to establish/revise/realign USDH positions using the Overseas Position Evaluation Form (OPEF) along with the Request for Personnel Action.

Incoming TDYers: Obtains the approval of the USAID Front Office, Embassy Front Office, and the Regional Security Office (RSO) for all incoming TDYers, and coordinates budget availability with the USAID Office of Financial Management.

FEVS: The incumbent coordinates with the EXO and other Office Directors the results of the yearly FEVS survey and analyzes all the findings related to HR. This entails profound understanding of all Mission Policies to determine how these policies may be modified to meet employees’ expectations.

Staffing Reporting: The incumbent updates the Mission Organizational Chart, Mission Staffing Pattern, Supervisory Lists, Vacancy Status Report, Staffing Level Report, and posts on the Mission intranet as needed. Develops various ad hoc crucial reports for Mission Management, Embassy and USAID Washington.

Salary Surveys: Provides the required input for the FSN Annual Local Compensation Questionnaire requested by the Embassy, reporting USAID staff turnover due to higher salaries.

Duty Roster: Assigns the eligible USDHs employees as equitably as possible, sorted by their date of arrival to serve as the duty officer in coordination with the Embassy HR.

POSITION ELEMENTS

a. Supervision Received: The incumbent is supervised by the Supervisory Human Resources Specialist, who provides guidance on procedures to be followed and the expected results. New or complex tasks require more detailed guidelines. The incumbent plans, prioritizes and carries out assignments with a high degree of independence. Completed work is reviewed in terms of compliance with established guidelines and results achieved.    

b. Supervision Exercised: The incumbent doesn’t have direct supervisory responsibilities.

c. Available Guidelines: USAID policies and procedures contained in various documents such as Automated Directive System (ADS), Foreign Affairs Manuals (FAM), AID Acquisition Regulations (AIDAR), Acquisition and Assistance Policy Directives (AAPDs), US Department of State Standardized Regulations (DSSR), Federal Travel Regulations (FTR), Mission Orders and USAID/Washington General Notices, Local Compensation Plan (LCP), LES Handbook, and Labor Law. Guidelines may also be provided orally by supervisor. Incumbent is required to be creative, resourceful and innovative in developing his/her own effective means of implementing these guidelines in accomplishing his/her work responsibilities.

d. Exercise of Judgment: Uses initiative and discretion regarding HR matters and interpretation of HR policy. The incumbent uses judgement in determining priorities, recommending and offering salary levels, maintains confidentiality, and provides even and equitable treatment to all employees serviced. Discretion and confidentiality are required for the evaluation process. In position evaluation and classification functions, the incumbent is required to use a high level of independent, objective and consistent judgment.

e. Authority to Make Commitments: Within the scope of the assignment, and within guidelines established by the supervisor, makes recommendations on a range of personnel actions. Exercises independent decision making in advising and counseling employees on personnel matters. The incumbent has no authority to commit the USG to the expenditure of funds.

f. Nature, Level, and Purpose of Contacts: Frequent contacts with all levels within USAID in providing advice, counsel and technical guidance on matters relating to HR regulations and policies, and HR administration and management. Maintains contacts with counterparts at the Embassy HRO, RSO, and Medical Unit and USAID Washington HCTM, Middle East Bureau, OAA, SEC, and State/MED, to seek guidance and approvals. Frequent external contract with the medical providers (hospitals) for pre-travel medical check-ups, Medical and life Insurance company to renew or cancel enrollments, and to resolve employees’ problems related to the provided service, and with retirees and their family members in resolving their retirement issues.

g. Time Expected to Reach Full Performance Level: One year.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

All candidates must meet the Minimum Qualifications. Applications will be screened accordingly, and only those who meet the below, required criteria, will be moved forward in the recruitment process.

a. Education: A Bachelor’s degree in Business Management/Administration, Mass Communication, Social Science, Liberal Arts, or related field is required.

b. Prior Work Experience: A minimum of three years of progressively responsible professional experience in Human Resources field or closely related field with an American or international development organization is required.

III. EVALUATION AND SELECTION FACTORS

a. Education (10%): A Bachelor’s degree in Business Management/Administration, Mass Communication, Social Science, Liberal Arts, or related field is required.

b. Prior Work Experience (20%): A minimum of three years of progressively responsible professional experience in Human Resources field or closely related field with an American or international development organization is required.

c. Language Proficiency (15%): Level IV (fluent) in both written and spoken English and Arabic is required.

d. Job Knowledge (25%): Advanced knowledge of personnel management to apply Mission’s personnel program efficiently, and to analyze problems, recommend solutions, provide Assistant advice and analysis to Mission employees. Thorough knowledge of Egyptian Social Insurance and retirement system, local labor law, US government regulations and procedures, Local Compensation Plan, and employee rights are desirable.

e. Skills and Abilities (30%): Broad analytical skills to interpret complicated policies, and their application to Mission operations, and sound organizational skills to plan, manage and evaluate various complex Human Resources issues, are required.

Strong communication and interpersonal skills, to maintain effective working contacts with Mission staff, USAID/Washington Human Capital and Talent Management (HCTM), Middle East Bureau and Embassy Human Resources Personnel, is required. The incumbent must be able to deal with diverse cultures & personalities, and to handle demanding requests, complaints, problems, and issues with tact and diplomacy. Ability to work within the framework of a team is essential, to analyze problems, and to come up with creative ideas and solutions, to increase efficiency, improve customer service and meet changing work demands.

Excellent negotiation skills are required to negotiate salary and benefits with prospective candidates to attain a fair and reasonable offer in order to finalize contracts. Sound and mature judgment to counsel and advise employees and supervisors on various sensitive issues including disciplinary actions, and Performance Management is required.

Ability to work under pressure with tight deadlines independently with minimal supervision or guidance is required. Demonstrated proficiency in use of MS Access, Word, Excel, Power Point and Google Apps is required.

Selection Factors and Scoring Percentage

Education 10%

Prior Work Experience 25%

Language Proficiency 15%

Job Knowledge 20%

Skills & Abilities 30%

TOTAL 100%

* As per details reflected under Qualifications above.

Post Entry Training: Post Entry Training: Personal Service Contract Training (5 days), MCLASS (5 days), GLAAS-Buyer (4 days), Travel and Transportation (5 days), Human Resources Essentials (5 days), and other appropriate training in the field, subject to course offerings and the availability of funds.

CCN PSCs may participate in temporary duty (TDY) travel to USAID/Washington and other Missions in order to participate in the Foreign Service National Fellowship Program described in ADS 495maa.

IV. PRESENTING AN OFFER

1. Eligible Offerors are required to complete and submit a Resume that includes the month, year and company name of employment for all experience or the experience cannot be considered.

Offerors must provide in their CVs names of family members working in the Mission.

Qualified offerors who are interested in this vacancy should apply by submitting an up-to-date CV with a cover letter detailing how they are qualified for the position, quoting the vacancy number, to USAID Human Resources Office, by no later than COB of the vacancy deadline noted above. CVs can be submitted via e-mail to usaidhr@usaid.gov, inter-office mail, or by fax to 25160388 (submissions made in any other way will be disregarded). The CV and attachments must not in all cases exceed five pages. The USAID HR Office will disregard any submissions exceeding five pages and/or those received after the deadline.

Employees new to a position must serve in the new position for a minimum of 6 (six) months before they can be considered eligible for another position within the mission, this includes moves between agencies. The Mission mandatory retirement age is 60 years.

The evaluation and selection process usually takes two to three months after the deadline. Shortlisted applicants are invited for tests and/or interviews during this time frame. Due to the high volume of resumes, only candidates who are seriously being considered for a position are contacted for an interview. Please do not contact HR for a status report on your resume once you receive an automatic acknowledgement of receipt from the system. Interviewed candidates will normally be advised of the outcome of the selection process after a period of about four weeks.

In determining the appropriate salary, no salary adjustments will be made for fringe benefits such as uniforms, free airline tickets, free medicine or company products, life/medical/accident insurance policies, transportation, meal allowance, or other similar company benefits provided by former employers. Applicants with prior U.S. Government service may receive salary adjustments at the grade level of the position, to match highest previous USG salary levels in a relevant field. The USAID Human Resources and Contracting Officers determine the appropriate salary rate.

SOFT COPIES OF THIS SOLICITATION ARE AVAILABLE ON THE USAID MISSION INTRANET, UNDER JOB OPPORTUNITIES. HARD COPIES CAN ALSO BE OBTAINED FROM THE USAID HR OFFICE OR THE US EMBASSY HR OFFICE.

1. It is the U.S. Government policy to prohibit discrimination on the basis of race, color, religion, national origin, handicap or gender.

2. Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact under line item 11.

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

V. LIST OF REQUIRED FORMS FOR PSC HIRES

Once the Contracting Officer (CO) or his designee informs the successful Offeror about being selected for a contract award, the CO or his designee will provide the successful Offeror instructions about how to complete the hiring process.

VI. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

1. BENEFITS:

The Mission currently provides:

1) Health Insurance Services.

2) Life/accident/disability insurance.

3) Semi-annual bonus.

2. ALLOWANCES (as applicable): NA

VII. TAXES LES

LES employees of the mission became liable for payment of income taxes on their salaries with the implementation of the new tax law effective July 1st, 2005. Payment of taxes is on biweekly basis.

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

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 5CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE%20Regulations

Last updated: February 27, 2020

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