Human Resources Assistant at the United States Agency for International Development (USAID)

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking to employ a suitable and qualified candidate for the position below:

Job Title: Human Resources Assistant

Solicitation No.: AID-620-S-00-18-00016-00
Location: Abuja, Nigeria
Security Level Required: SBU

Basic Function of the Position

• Incumbent works under the supervision of the Human Resources Specialist, USAID/Nigeria. The Human Resources (HR) Assistant provides the full range of Human Resources support to USAID/Nigeria, including covering all logistics support required by team members; and maintains all necessary facilities required by mission staff.
• Performs tasks and assignments supporting US Direct Hire (USDH) and Cooperating Country National Personal Service Contractor (CCN PSC) personnel management, and serves as the liaison with EXO/HR and Embassy/HR on CCN PSC personnel matters.

Major Duties and Responsibilities

Recruitment Process - 15%:

• Manages recruitment process for CCN PSC, including, in coordination with EXO/HR:
• Preparation of job advertisements and announcements for posting in-house and advertising in local publications; collecting resumes, screening applications, forming Selection Committees, and serving as the HR representative to Selection Committees;
• Prepares contracts for review and signature by EXO/HR;
• Administers and corrects tests of typing speed, language skills, and for other skills, explaining test conditions so that candidates, supervisors, and Selection Committees understand results;
• Prepares recruitment correspondence, including notifications of non-selection and job offer letters, advising applicants of USAID/Nigeria hiring practices, operating procedures (work hours, benefits, etc.);
• Advises supervisors and new hires of local Mission and employment practices, procedures, rules, and regulations; initiates health and security clearance procedures for new employees, in coordination with the Embassy RSO, EXO/HR, and ensures that employees have up-to-date clearances. 

Classification of CCN PSC Positions - 15%:

• Assists in preparation of CCN PSC position descriptions, assuring they are accurate and up-todate;
• Reviews classification/re-classification requests, and makes recommendations on a course of action to be taken.
• Conducts supervisory discussions and desk audits to verify duties and assignments;
• Evaluates positions using the USAID/USG MCLASS system, and recommends an official title for positions evaluated; advises on classification results, and on appeal procedures if required. 

Local Employee Pay and Benefits Management - 25%:

• Advises and provides technical guidance on local pay and benefit practices, including:
• Advice to USAID Nigeria Team employees on the local compensation plan, payroll, benefits, health and life insurance, leave policy, and retirement and severance pay entitlement matters.
• Inform employees of changes in personnel policies and procedures in Nigeria and the Mission, keeping abreast of policies and regulations proposed by the Embassy, EXO/HR, and/or required by changes in local labor law.
• Advise on human resource matters, including performance evaluation, employee relations, salary increases, training, incentive awards, environmental and working conditions, Reduction-in-Force (RIF), separation, ethics and conduct, disciplinary actions and grievance procedures, and other human resources management issues. 

US/DH Personnel Responsibilities - 10%:

• Cooperates with EXO/HR to provide advice and guidance to and provides information to US/DH staff on the implementation of human resources policies and procedures.
• Assist in US/DH performance evaluation process, keeping an up-to-date file on due dates for evaluations;
• Follows up with employees and supervisors to ensure that evaluations are submitted prior to due dates. 
• Coordinate with EXO/HR to provide in-processing and out-processing of all US/DH employees, including the completion of check in/out sheets;
• Maintenance of official personnel and contract files (or cuff records for US/DH employees);
• Preparation of arrival and departure notices;
• Processing of diplomatic title request and coordination of employee orientations.

Administrative Human Resources Management Responsibilities - 10%:

• Processes human resources-related documents, including evaluations, promotions, step increases, contract modifications, position reclassification for CCN PSC employees;
• Monitors Master Funding Documents;
• Supervises the preparation of contract budgets for CCN PSC employees;
• Works with EXO/HR to maintain accurate and up-to-date official personnel and contract files, Handbooks, and other reference documentation, and assures that they are current;
• Maintains Staffing Pattern computer data bases;
• Prepares workforce planning and staffing tables;
• Serves as primary liaison with EXO/HR on the Joint Incentive Awards Program and Inter Mission Award Program (IMAP) , receiving awards nominations and obtaining background information related to CCN PSC nominees, screening nominations to ensure regulations are followed regarding eligibility for the recommended award, forwarding nominations and related information to EXO/HR for submission to Embassy/HR for Joint Awards Committee consideration and decision.
• Maintain an updated Mission staffing pattern. 

Training Program Responsibilities - 25%:

• Serve as the USAID Nigeria Training Coordinator in support of employees to EXO/HR and the Mission Training Committee, participating in preparation of the annual training plan for all staff, and assisting CCN PSC, RH/PSC, US/PSC, and US/DH employees who applied for approved training.
• Maintain updated Mission training record based on receipt of SF182 and completed training certificate from individuals. Backstop for the for the Human Resources specialist.

Area Of Consideration:

• Nigerians Only

Physical Demands:

• The work requested does not involve undue physical demands.

Minimum Qualifications Required for this Position
Education:

• College/University studies in Human Resources, Public Administration, Business Administration, Arts/Science or related field is required.

Prior Work Experience:

• A minimum of five years progressively responsible experience in human resources in Nigeria is required.
• At least two years of this experience should have included position classification and/or wage administration and other international organization.

Post Entry Training:

• Human resources management courses, GON and USG contract law and procedures, Personal Services Contract, APPD and AIDAR Appendix J and D training, CCN compensation, payroll and benefits courses, training in USAID Human Resources policies and procedures, MCLASS classification training, personnel compensation and other appropriate training in the field approved by the Mission, subject to course offerings and the availability of funds. 

Language Proficiency:

• Level IV English and local language ability. The incumbent is required to possess proficiency in written and spoken English, including the ability to translate at least one of the host-country language (Hausa) into correct English, and vice versa. 

Job Knowledge:

• A good knowledge of Automated Directives System (ADS) Chapter 3FAH – CCN Compensation, CCN Position Classification, LES Handbook, 3FAM, MCLASS Manual, AID specific handbooks, USAID procedures, host country labor laws and practices, and associated agency human resources manuals and regulations is required.
• A thorough knowledge of the use of the MCLASS system and its associated manuals is required.
• A good knowledge of USG contracting regulations (AIDAR, AAPD, etc.) and procedures is required.
• Knowledge of local labor laws and standard human resources practices applicable to the full spectrum of human resources management, from recruitment through retirement, is highly desirable. 
• Must have knowledge of guidelines concern terms and conditions of employment of CCN staff. 

Skills and Abilities:

• The position requires good organizational skills, tact, diplomatic and sensitive interpersonal and communication skills, good judgment and discretion, compassion, understanding, and an interest in serving people to maintain smooth and effective working relationships with all Mission personnel, at all levels. Interviewing and analytical skills to make objective position evaluation decisions and present them concisely are necessary.
• Must establish and maintain effective working relationships with managers, supervisors and employees. Have the ability to counsel employees and supervisors in work related problems.
• Must be able to handle changing priorities and met deadlines and requirements quickly and competently.
• Must possess an ability to apply and interpret regulations to current situations is required.
• Ability to analyze and implement the most efficient solutions is required as well as to maintain strict confidentiality relating to all areas of USAID/Nigeria personnel matters.
• Good computer skills in the use of a Word, Dbase, Excel, PowerPoint, and other MS Office applications are needed.

Evaluation and Selection Factors
Applications will be required to have the minimum qualifications expressed in Section II. Qualified applicants possessing skills above the minimum requirements will be assessed based on the following factors: 

• Education (10 points)
• Work Experience (20 points)
• Knowledge (30 points)
• Language Proficiency (10 points)
• Skills and abilities (30 points)

Market Value:

• N8,383,885.00 equivalent to FSN-8 In accordance with AIDAR Appendix J and the Local Compensation Plan of United States Mission, Nigeria (Effective July 8, 2018). Final compensation will be negotiated within the listed market value.

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

Benefits:

• Health Insurance
• Annual Salary Increase (if applicable)
• Annual and Sick leave
• Annual Bonus

Allowance (as applicable):

• Transportation Allowance
• Meal Allowance
• Miscellaneous Allowance
• Housing Allowance 

Taxes:

• The Mission emphasize to its employees of the fact that they are obliged to observe Nigerian Laws, including those concerning income and related tax obligations. Payment of such taxes is a matter between the individual employee and the Nigerian Government. In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary. 

Application Closing Date
4th October, 2018.

• Application for US Federal Employment (DS - 174) ; or a current resume or curriculum vitae that provides the same information as a DS - 174;
• Any additional documentation that supports or addresses the requirements listed above (e.g.transcripts, degrees, NYSC certificate/exemption etc.)
• A type-written and signed application letter specifically applying for this position, and addressing the minimum requirements as advertised. Please reference the job title and announcement number on the application letter.
• Limit all electronic (e-mail) submission to one entry/email not larger than 5MB. Please submit attachments in PDF and Word formats, not pictures.
• E-mails received without the appropriate subject line and incomplete applications will not be considered.
• 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 IV.
• To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.

Note

• Per this scoring rubric, Work Experience, Knowledge, Skills and Abilities are the most important factors. Applications will initially be screened for conformity with minimum requirements and a short list of applicants developed.
• USAID reserves the right to interview only the highest ranked applicants in person or by phone OR not to interview any candidate.
• After the closing date for receipt of applications, a committee will be convened to review applications and evaluate them in accordance with the evaluation criteria. Applications from candidates which do not meet the required selection criteria will not be scored. Only shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants.
• As part of the selection process, finalist candidates may be interviewed either in person or by telephone at USAID’s discretion. Reference checks will be made only for applicants considered as finalists. If an applicant does not wish USAID to contact a current employer for a reference check, this should be stated in the applicant’s cover letter, and USAID will delay such reference check pending communication with the applicant.
• Only finalists will be contacted by USAID with respect to their applications.