HR Assistant at the US Embassy

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US Embassy – A diplomatic mission is a group of people from one state or an international inter-governmental organisation (such as the United Nations) present in another state to represent the sending state/organisation officially in the receiving state.

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The U.S. Mission in Nigeria provides equal 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.

Applications are invited from interested and qualified candidates to apply for the role of HR assistant at the US Embassy.

USAID Human Resources Assistant

Job Specifications:

  • Full Time
  • Required Qualifications: BA/BSC/HND
  • Location: Abuja | Nigeria

Job Description:

Personal Services Contractor (PSC) Contract Administration and Management 30%:

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  • Recruitment: The incumbent independently manages and oversees the recruitment and contracting processes for Personal Services Contract employees. Provides high level advice and technical guidance to the Mission Management and employees related to recruitment procedures and internal Mission policies for both local and international employees.
  • Contract Administration and Management: The HR Assistant oversees PSC contract administration and management. Being an expert in PSC contracting, the incumbent is responsible for proper implementation and application of the Federal contracting laws and Agency regulations and policies, for achieving effectiveness and efficiency of contracting operations, and ensuring fiscal integrity of the Agency’s fiscal systems. The HR Assistant is responsible for ensuring that PSC contract files are administered, managed, and maintained consistent with M/OAA guidelines governing contract management requirements.
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Administration of Performance Management Program, Training, and Awards 20%:

  • Performance Management: The HR Assistant is responsible for the management of the performance evaluation program and serves as an advisor to all Mission employees and Mission Management on the employee evaluation and performance management issues. The incumbent is responsible for proper and quality implementation of the employee evaluation program within the Mission. The HR Assistant advises Mission employees and supervisors on all aspects of employee performance management such as mid cycle performance review, annual evaluation process, performance improvement plan, mentoring and coaching, and achievement recognition.
  • Training Program and Activities: The HR Assistant is responsible for the management and administration of the employee training and career development initiatives. The incumbent conducts Mission-wide assessment and analysis of the employee training needs to determine what training is required to help staff meet strategic goals and objectives and ensures these are linked to and included in their annual work plans.
  • Incentive Awards Programs: The HR Assistant manages the administration of the Mission Incentive Awards Program (IMAP) and the Agency Incentive Awards Program, including On the Spot (OTS), cash awards, honor awards, meritorious step increases, safe driving awards, and length of service awards.  The Assistant drafts memoranda to all employees providing awards information, and deadlines for submission; collects award nominations; reviews nominations with the S/EXO and the supervisor; and provides nominations to the interagency awards committee or to the Bureau AMS as appropriate.

Human Resources Administration 20%:

  • The incumbent serves as a liaison and resource person responsible for providing leadership, advice, and technical guidance to employees on all personnel matters, salary, and benefit entitlements under contracts, in accordance with the Standardized Regulations and General Provisions. Provides guidance and counsels employees in the proper implementation of HR policies and procedures.

Position Management and Positions Classification 20%:                                                               

  • Position Management and Classification: The incumbent serves as the Mission HR Advisor for position management and classification purposes acting as consultant to management, familiarizing participants, and management with the MCLASS classification structure and process and PSC benchmarking. The incumbent advises and assists employees and supervisors in preparing accurate and current position descriptions to reflect duties, responsibilities, and organizational relationships for authorized positions.

Summer Hire Program and Records Keeping 10%:

  • Summer Hire Program: The HR Assistant fully supports the HR Specialist in the management of USAID/Nigeria Summer Hires via the Mission Summer Hire Programs and is considered the Point of Contact (PoC) for information and implementation of these programs at the Mission.  For Family Member Summer Hires, the incumbent will solicit USAID offices for statements of work and coordinate with Embassy HR.
  • Records Keeping and Reporting: The HR Assistant is responsible for maintaining accurate and up to date different types of HR records on HR information systems (EAPS, OPS, ASIST, public drive, HR drive, etc.), maintaining official personnel and contract files and recruitment files. The incumbent regularly updates various Mission staffing reports and ensures that all employee and contract data and information is up to date and accurate at all times, prepares and submits periodic staffing pattern and staffing numbers and other ad-hoc HR reports to USAID/Washington and the Embassy. Prepares various reports and status updates on recruitment actions as needed.

Qualifications and Requirements:

Education Requirements:

  • Minimum of College / University studies or local equivalent in Human Resources Management, Business Administration, Public Administration, Arts / Social Sciences or a closely related field is required.

Experience:  

  • A minimum of five years of progressively responsible, job related, professional-level experience in the field of human resources management, business, or public administration is required.
  • Some of the total experience must be in recruitment, position classification, personnel administration, performance management, wage administration or in a closely related field.
  • At least two years of such experience must include substantive work in an English-language work situation, in the private sector, or for a USG or other international organization is required.

Job Knowledge:  

  • The Assistant must possess a detailed knowledge of or have the ability to quickly gain a thorough knowledge of, the Automated Directives System (ADS), position classification, the LES handbook, the Local Compensation Plan (LCP), 3 FAM, USAID-specific handbooks and associated-agency human resources manuals and regulations.
  • A good understanding or the ability to gain a good understanding, of the Agency Position Classification System (MCLASS) and its associated manuals is required.
  • A good knowledge of USG contracting regulations (AIDAR, ADS 309, AAPDs, etc.) and procedures is required, after appropriate training.
  • Knowledge of local labor law, standard personnel practices applicable to the full spectrum of human resources/personnel management from recruitment through retirement, prevailing practice in compensation and employment; and a knowledge of personnel administration principles and benefits for all categories of international staff in Nigeria is required.

Skills & Abilities:

  • The position requires excellent communication and organizational skills, tact and diplomacy, excellent negotiation skills, good judgment and discretion, compassion, understanding, and an interest in serving people to maintain smooth and effective working relationships with personnel at all levels.
  • Good judgment and analytical skills, to make objective decisions and present them concisely is necessary and the ability to research, interpret and apply regulations to situations is required.
  • Excellent computer skills in the use of MS Office applications and Google Suite are required. Work requires the utmost discretion in handling human relations matters, and the ability to inspire confidence and maintain confidentiality.
  • The incumbent must be able to work under pressure, and to make decisions quickly and independently when dealing with emergencies.
  • The incumbent must maintain a positive customer service orientation and be able to manage multiple priorities with minimal supervision.
  • Good customer services, interviewing and analytical skills to make objective evaluation decisions and present them concisely is required.
  • Ability to apply and interpret regulations to current situations is required.

Language:

  • Level IV fluency in English both written and spoken, is required. Level IV fluency in one Nigerian major local language is required.

Physical Demands:

  • The work requested does not involve undue physical demands.

Evaluations:

  • Applicants who clearly meet the minimum Education, Experience and basic eligibility requirements will be further evaluated based on scoring of the Evaluation Factors listed below. The highest-ranking applicants may be selected for an interview.

Evaluation Factors:

  • Knowledge – 15 points
  • Skills and Abilities – 10 points
  • Language Skills – 5 points
  • Interview Performance – 70 points
  • Total Possible Points: 100 points

Applications that do not meet the required minimum qualifications will not be scored. Candidates meeting the required qualifications for the position will be evaluated based on information presented in the application. USAID reserves the right to conduct interviews with the top ranked short-listed candidates. If the interview is conducted, the interview will be one of the determining factors in the final selection.

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USAID is an Equal Opportunity Employer: 

  • All qualified candidates will be considered regardless of age, race, color, sex, creed, national origin, lawful political affiliation, non-disqualifying handicap, marital status, sexual orientation, affiliation with an employee organization, or other non-merit factor.
  • Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

Other Information:

  • 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
  • ‘Offeror Information for Personal Services Contracts with Individuals form (AID 309-2) available at: https://www.usaid.gov/forms
  • 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
  • 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

Marketing Statement:

  • USAID is an independent Federal Government agency that receives overall foreign policy guidance from the Secretary of State. With headquarters in Washington, D.C., USAID fosters transformational development around the world.
  • Our work supports economic growth and trade; agriculture and the environment; education and training; democracy and governance; global health; global partnerships and humanitarian assistance.
  • We operate in the following regions of the world: Afghanistan and Pakistan, Africa (all of Africa), Asia, Europe and Eurasia, Latin America and the Caribbean and the Middle East.
  • For more information about USAID, visit: http://www.usaid.gov

Remuneration

N10,908,677 Annually

Agency Benefits

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

Allowances (as applicable):

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

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Deadline: Aug 17, 2022

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Othuke Veno

About the Author: Othuke Veno

Metallurgical & Material Engineer, Content Creator, Federal University of Technology Akure. Join me on Twitter.

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