• Assists with the processing of relevant REXO, Mission Director, Chief of Mission and Washington HR approvals and drafts and finalizes solicitations/job announcements including obtaining HR/Washington advertising approvals.
• Posts solicitation/job announcements into Beta.sam.gov, USAID General Notices and PNet and monitors the receipt of applications and creates a spreadsheet of applicants for each recruitment action.
• Reviews applications, screening out those that do not meet minimum requirements per the solicitation/job announcement.
• Oversees the organization of the Technical Evaluation Committee (TEC) as well as serving as advisor on TEC procedures, setting up TEC interviews with shortlisted candidates.
• Initiates salary offer upon receipt of Selection Memo from Technical Evaluations Committee (TEC) and presenting supporting documentation to S/REXO for review and sign off the Conditional Selection Letter, and closes out the recruitment process by sending regret letters to all applicants interviewed.
• Undertakes the preparation and negotiation of US/TCN and CCN Personal Service Contracts, both long and short term, local hire and off-shore, OE and project funded for multiple missions, 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.
• Drafts documentation pertaining to new contract/renewals (for all hiring mechanisms) and their related negotiation memoranda in accordance with AIDAR Appendix D and Appendix J, including budget formulation and requesting the appropriate accounting and appropriation data from the Regional Financial Management Office to ensure funds availability for US/TCN/CCN Personal Services Contracts (Regional and Bilateral), as well as acting as Requestor and Buyer in Global Acquisition and Assistance System (GLAAS) for USPSC and TCNPSC contracts.
• Initiates medical and security clearances with respective offices in Washington in the case of USPSCs and Regional Security Offices in the case of TCNPSCs and CCNPSCs;
• Advises contractors/employees on benefits such as health plans, retirement plans, medevac cover, travel, and shipping allowances (in coordination with the Contracting Officer);
• Ensures the completion of sensitive but unclassified (SBU) in-hire documentation for US/TCN/CCN Personal Services Contracts (Regional and Bilateral).
• Tracks US/TCN/CCN PSC files for modification, amendment, closeout or renewal and gives advance notification to the Team Leader/Office Chief on contract extensions, funding and other relevant contract action requirements;
• Provides guidance and advice to all Mission staff on the full range of HR concerns and administrative matters, including terms and conditions of employment, compensation plans, benefits, attendance and leave policies,
performance evaluations, staff development, disciplinary actions and grievance processes and procedures, and allowances.

 

 

 

 

 

 

 

HR Assistant Issues the request for announcements to the Department of International Relations and Cooperation (DIRCO) through the Embassy Human Resources Office, upon receipt of the assignment cable.
• Assists employees in obtaining access badges where necessary and ensures that all issues concerning the replacement of Embassy badges are resolved promptly.
• Initiates and facilitates accreditations (new and/or extensions of the South African Diplomatic Identities and Visas) for new and current US Direct Hire and PSC employees and family members, and monitoring expiration dates of accreditation documents to ensure that staff maintain valid documents at all times, this includes arranging required visas, including re-entry visas, for USDH, USPSC, TCNPSC and other personnel when traveling to Post, e.g., Diplomatic passport documents and application instructions.
• Prepares briefing/welcome materials for newly arrived staff and family members and assists with the scheduling of newcomer briefings at the Embassy and USAID for all incoming staff.
• Provides required forms for completion (includes: Check In packages, DIRCO forms, SF1190, OF-126 and all new hire forms); scheduling Regional Security Office (RSO), Medical and Community Liaison Office (CLO) briefings and associated motor-pool arrangements and coordinate, with the Embassy Shipping Unit and Washington contacts, regarding departures of employees and the shipping of their Household Effects (HHE), Unaccompanied Baggage (UAB), and Personally Owned Vehicles (POVs).

 

 

• Maintains accurate and up to date HR records on different HR information systems, this includes official personnel, contract files and recruitment files, as well as updates to the Mission Staffing Pattern as and when required.
• Serves as a Mission Point of Contact (PoC) for multiple missions for CCN PSC position management and classification purposes. The jobholder serves as the main liaison between the HRSU and the hiring office regarding the Classification/Reclassification/Update process of Position Descriptions. This entails receiving all new and revised position descriptions, reviewing the package for accuracy, conducting desk audits and requesting background information and/or clarification where necessary. The jobholder submits packages for processing, as well as coordinating and tracking classification actions with the HRSU.
• 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 jobholder drafts memoranda to all employees providing awards information, and deadlines for submission; collects award nominations; ensures use of the correct formats, reviews and provides nominations to the interagency awards committee or to the Bureau AMS through EIMS, as appropriate. Once awards are approved, submits the approved awards to the appropriate payroll office if required.

 

 

 

 

 

Job Knowledge:  A good working knowledge is required of the HR policies and      procedures. Knowledge of general office procedures, including filing methods, both    electronic and hardcopy.

 

Skills and Abilities: Must demonstrate tact and diplomacy in dealing effectively with employees, senior staff and officials on HR matters. Interacting with senior level staff occurs daily and the jobholder must be able and willing to successfully engage with staff at all levels to maintain maximum efficiency in the office. The job holder must be able to draft correspondence in proper English and according to established professional templates. Contract renewals and calculations for contract renewal budgets must be completed in accordance with policies and regulations, and should be thorough, accurate and precise at all times. Demonstrated skills in using MS Word, MS PowerPoint, MS Excel and other database software are required. The job holder must be able to quickly learn and understand new software related to HR and contract management. The job holder should at all times display a pro-active, diligent and conscientious approach to his/her work and ensure that deadlines are met. The HR Contracts Assistant will have the ability to discuss contract related information with his/her supervisor and brief the S/REXO on any pending issues, as and when required.

  

Post Entry Training: On the job training. Appropriate technical training will be provide through USAID University and appropriate HR and Acquisition and Assistance (A&A) courses.

 

Supervision Received: The HR Assistant receives supervision from the HR Specialist. Routine work is performed independently; new or complex assignments are assigned with instructions. Final work products are reviewed for accuracy in calculations, completeness and adherence to complex guidelines. The jobholder will ensure adherence to policies related to the safeguarding of sensitive information. 

 

Supervision Exercised: The job holder does not have direct supervisory responsibilities.

 

Available Guidelines: ADS, FAH, FAM, DSSR, FAR, Appendix D and Appendix J to the AIDAR, Acquisition and Assistance Policy Directives (AAPDs).

 

Exercise of Judgment: Must have developed judgment when dealing with employees on all facets of administrative work. Sensitivity is required in dealing with PSC actions, questions and queries. Must treat personnel/contracts records and actions with the strictest confidentiality that they deserve and may not divulge any personnel-related records or information to any person, except for prior approval by the HR Specialist. The jobholder will be sensitive to deadlines and will endeavor to adhere to contracting timelines.

 

Authority to Make Commitments: The jobholder has no authority to make commitments, however, the jobholder makes determinations and recommendations on appropriate Mission expenses for US/TCN and CCN PSC salary and benefits. The job holder will independently counsel employees on personnel matters which are not commitments but considered authoritative.

 

Nature, Level, and Purpose of Contacts: 

 

 

Time Expected to Reach Full Performance Level: One year.

 

 

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 following factors, and points for each, will be the basis for the evaluation of applications meeting the required minimum qualifications. All applications will be evaluated based on the documentation submitted with the application. The highest-ranking applicants may be selected for an interview, but an interview is not always guaranteed. USAID may conduct reference checks, including references from individuals who have not been specifically identified by the offeror.

 

●    After the closing date for receipt of applications, applications will be reviewed for submission requirements and the established minimum requirements for the position. Applications that meet the minimum requirements will be forwarded to a Technical Evaluation Committee (TEC).
●     The TEC will review each of the forwarded applications against the established evaluation criteria to develop a shortlist of applicants to be tested and possibly interviewed.  
●    Shortlisted applicants may be further evaluated. Assessments to include English writing, computer and other technical skills may be administered to determine competitively ranked applicants for possible interviews. Competitively ranked applicants will be interviewed.  Reference checks will be made only for the interviewed applicants. 
●    Following the interview, during which the applicant will be evaluated against the established criteria, the TEC will make a preliminary determination of applicants to be considered for employment and conduct and document reference checks. Please note that references may be solicited from current as well as former supervisors in addition to the references you provided in application packages. References will only be solicited for those interviewed applicants who are being considered for ranking. The applicant’s references must be able to provide substantive information about their past performance and abilities. 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; USAID will delay such reference checks pending the applicant’s concurrence.
●    Based on this final input, the TEC will make its final decision on applicant ranking and submit a selection memo to the Contracting Officer (CO) for final determination on whether an offer of employment will be made. Unsuccessful applicants who were interviewed will be contacted and advised of their non-selection. As a positive medical clearance and security certification are a condition of employment, the selected candidate will undergo a stringent investigation prior to employment with USAID/SA

 

●    All interested and eligible candidates should visit http://usaid.ci.hr to apply. Applicants with PNet accounts can log-in from the above website to apply and first-time users will be required to register on the site before they can apply.  
●    Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.
●    Kindly note that when you apply via cellphone you are not able to complete the required questionnaire.  And if you do not complete the required questionnaire for the position, you will automatically be eliminated from further review.
●    For an application to be considered complete, please include a high-quality cover letter (optional), explaining why you are qualified for the position and a CV of no more than 4 pages. Failure to comply with these instructions may result in your application being considered “non-responsive” and eliminated from further consideration. 
●    Offers must be received by the closing date and time specified in Section I.
●    The U.S. Mission in South Africa provides opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status or sexual orientation.  The United States Agency for International Development (USAID) also strives to ensure equal employment opportunity in all personnel operations.
●    Only short-listed applicants will be contacted.  Applicants who do not follow the application instructions may be dropped from further consideration.

 

·       Odessa Sifora, Telephone: (012) 452-2112

·       Lavinia Denation, Telephone: (012) 452-2054

·       Thabang Mothupi, Telephone: (012) 452-2198

·       Engeline Sebego, Telephone: (012) 452-2188

·       Carol Masemola, Telephone: (012) 452-2058

 

This position is open to South African citizens and South African permanent resident permit holders. USAID Southern Africa management will consider nepotism/conflict of interest, budget, need for continuity, and residency status in determining successful applications. Current USG employees on probationary status (i.e., within their first year of employment) are not eligible to apply.

 

Three (3) references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about the applicant’s past performance and abilities. USAID reserves the right to contact an applicant’s previous employers for relevant information concerning applicant’s performance and may consider such information in its evaluation of the application.