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HUMAN RESOURCES ASSISTANT (PROTOCOL, AMERICAN SERVICES, STATISTICS AND DATA MANAGEMENT)

USAID Kenya NAIROBI

Summary

GENERAL INFORMATION

1.  SOLICITATION NO.: 21-26.

2.  ISSUANCE DATE: February 22, 2021

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: March 8, 2021   (4:30 PM East Africa Time). 

4. POSITION TITLE: Human Resources Assistant (Immigration,                Statistics and Data)

5. MARKET VALUE: Equivalent to FSN-PSC 8: (Step 1:2,063,394.00          KSH to Step 13: 3,507,774.00 KSH per annum). In accordance with        AIDAR Appendix J and the Local Compensation Plan of USAID/              Kenya and East Africa. Final compensation will be negotiated within          the listed market value.

6. PERIOD OF PERFORMANCE: Initial 6 months probationary period          with 4 additional option years contingent on performance, position          need, and funds availability.

7. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as        stated in the Statement of Work.

8. SECURITY CERTIFICATION REQUIRED: Prior to joining USAID, the      selected candidate will be required to:

  • Undergo a comprehensive background investigation
  • Undergo a health check to obtain medical clearance and;
  • Obtain and Retain an embassy issued Security Certification.

9.  STATEMENT OF DUTIES: (See Below).

10.  AREA OF CONSIDERATION: Open to qualified Kenyan Citizens.             USAID provides equal opportunity and equitable treatment for                 employment of all people without regard to race, color, religion,               sex, national origin, age, disability, political affiliation, marital status         or sexual orientation.

11. PHYSICAL DEMANDS: The position requirements do not involve            rigorous physical demands.

BACKGROUND

USAID/KEA is the second largest USAID Mission in the world. USAID/ KEA’s Executive Office Human Resources Team (HRT) provides the full range of HR management services and personnel support to the staff of two Missions - USAID/Kenya and East Africa (USAID/KEA) and USAID/ Somalia. The Human Resources Team consists of seven (7) Cooperating Country National (CCN) positions and one Eligible Family Member (EFM) position. The HRT receives no personnel ICAAS services from the Department of State’s Human Resources Team other than those included in the basic package. The current client universe for these two Missions consists of a total of 397 employees (54 U.S. Direct Hires -USDH, 25 expatriate U.S. Personal Services Contractors-USPSCs and 1 off-shore Third Country National (TCNPSC) along with 18 locally hired USPSCs and 299 CCNs). This universe is anticipated to increase over the next year to nearly 420 employees and does not include the expatriate staff of the current list of eighty two (82) Implementing Partners (IPs), which this position additionally supports, as detailed below. 

The incumbent is a member of the HR Team and works under the overall supervision of the Deputy Executive Officer. S/he is the USAID/KEA and USAID/Somalia Missions’ principle advisor for immigration related matters for all USAID employees (USDHs, US/TCN/CCN PSCs, PASAs, FELLOWs and Institutional Contractors), as well as for the expatriate staff (and their accompanying dependents) working for USAID’s eighty two (82) Implementing Partners on matters related to the following: multiple entry visas, residency permits, and Diplomatic Identity Cards for employees, dependents, members of household (MOHs), domestic staff (non-Kenyan) and those on temporary duty assignments (TDYers). The incumbent liaises with the Ministry of Foreign Affairs (MFA), Ministry of Finance, the Immigration Department and the Registrar of Births to obtain the required residence documentation for all USAID employees and with the Consular Section of the American Embassy regarding American Diplomatic and official passports. In addition, the HR Assistant is responsible for providing a full range of support services for the American staff and the Human Resources Statistics and Data Management portfolios.

Description

MAJOR DUTIES AND RESPONSIBILITIES    

1.  PROTOCOL SERVICES                                                          50%   

  • The HR Assistant establishes and maintains a strong relationship with the Ministry of Foreign Affairs and serves as USAID’s representative for all diplomatic and accreditation matters related to USAID’s expat staff and Implementing Partner personnel. S/he will liaise with the Ministry of Foreign Affairs (MFA) and the Immigration Department and will lead the updating, control, and implementation of Government of Kenya (GoK) diplomatic protocols. S/he maintains liaison with assigned MFA offices to provide guidance and interpretation on cases or issues referred to them and assists in resolving operational, technical, and administrative problems.                                                                          
  • Provides advice to the Mission Leadership (the Front Office, Executive Office, Office of Financial Management and the Resident Legal Office) and all Mission employees on issues pertinent to the accreditation process based upon his/her specialized knowledge of the host country immigration and employment laws and regulations. S/he proactively updates Mission leadership of any changes in the Host Government operations and ensures compliance with those changes. Assists the Legal and Executive Offices in drafting policy guidance and Mission Notices on the processes involved in obtaining the legally required working documents for locally hired US Personal Services Contractors (USPSC) and Third Country Nationals (TCN).                                            
  • Responsible for announcing newly arriving American diplomats, Administrative and Technical staff, their dependents, Eligible Family Members and Third Country Nationals (TCNs) to the Ministry of Foreign Affairs for recognition of their presence in the host country and to obtain all legally required documents including residence identity cards. The incumbent will prepare documentation announcing departure of employees at the end of their tours/ contracts and is responsible for returning the Government of Kenya (GoK) ID cards to the Ministry of Foreign Affairs. S/he will prepare application documents and process diplomatic notes for the MFA’s Protocol Registry Division endorsement and forwarding to the Immigration Department; follows up with various government offices and expedites the issuance of legal documents required to obtain legal working status and to enable timely travel of USAID employees. Responsible for safe custody and hand carrying all diplomatic, official and ordinary/tourist passports for American and non-American employees of the Mission to the Ministry of Foreign Affairs and Department of Immigration during the process of applying for and obtaining new multiple entry visas and for multiple entry visa renewals.                                                                             
  • Responsible for control and management of all operational issues related to specific diplomatic accreditation for USAID expat staff and their dependents, the required Government of Kenya (GoK) documentation including re-entry permits, dependent passes and extensions of TDYers/visitors’ passes, as well as Government of Kenya (GoK) identity cards for USDHs, US and TCN PSCs, and visas, work permits, and personal identity cards for USAID’s IP expatriate employees. S/he is responsible for applying for and obtaining work permits and re-entry passes for domestic staff (non-Kenyan) and Members of Household (MOHs) for American employees at Post and s/he also provides support to American employees’ parents, in-laws, and adult children to receive dependent passes if they are residing in the country with USAID employees. Liaises with the US Embassy Consular section on issuance of birth certificates for children of USDHs, USPSCs and TCNs born in Kenya and on diplomatic and ordinary passport renewals, extensions and amendments for those USDH, USPSC and TCN employees assigned to Kenya. The incumbent processes the diplomatic passport issuance requests for USAID Foreign Service Officers to the Special Issuance Agency (SIA) in Liaison with the Travel and Transportation Department (TTD) and the Consular Section of the US Embassy. Obtains visas for all TDYers in Kenya who are traveling to other African countries. S/he assists CCN employees traveling on temporary duty (TDY) to obtain birth certificates from the Kenya Registrar’s Department and/or passports from the Immigration Department and assists in obtaining entry visas for all CCNs who travel to USAID Nairobi for training or temporary duty.                                                                           
  • Advises the Office of Financial Management (OFM) on how to process work permit payments to the Immigration Department using the host Government systems. Incumbent guides the applicants on the following: how to request advance payments from the FMO, how to follow up to ensure funds are available and how to confirm payment is made by the due dates. S/he is responsible for processing payments through the Integrated Kenyan Government systems (i.e., IPMIS, IFNS and E-Citizen) and submitting payment receipts for reimbursement of funds paid or liquidation of funds advanced.                                                                                     
  • Prepares and files all correspondence related to the accreditation process from start to finish (sourcing of details from the diplomatic officers assigned to post before their arrival; uses the information to request Diplomatic Titles from Washington; upon receipt of Titles, shares the staff details with State Department for the Mission Diplomatic list updating; and prepares Accreditation Diplomatic Notes to MFA). S/he maintains a wide range of records for Identity Cards; information pages of Diplomatic, Official, Business and tourist passports; diplomatic notes; work permit application approvals from The National Treasury; work permits, and special pass and dependent pass certificates issued from the Immigration Department.                                                                             

2.  AMERICAN SERVICES                                                 25%

  • In liaison with the HR Specialist (American Services), the HR Assistant will review, interpret, and apply USAID personnel policies and procedures as they pertain to the American Services portfolio and will disseminate relevant information thereof accordingly. S/he will respond to inquiries related to the American services portfolio in a timely manner and liaise with the Executive Officer on emerging complex issues.                                                                                          
  • Prepares, Arrival Notices, Departure Cables, and Check In/Check Out in liaison with the Customer Service Center.                                               
  • Supports the HR Specialist (American Services) to draft, prepare and submit NSDD-38 applications for US-based (off-shore) positions and liaises closely with the Africa Bureau AMS during the NSDD38 approval process. The incumbent maintains and updates NSDD-38 status reports for USAID/KEA in-house use.                                            
  • Ensures that all arrival and departure procedures for USDH, (USPSC and TCN staff are processed. Supports the orientation of newly arrived USDH, US and TCN PSCs to ensure their seamless onboarding at the two USAID Missions.                                           
  • Supports the HR Specialist (American Services) throughout the recruitment process for US and TCN positions while ensuring that all USAID contracting regulations are met. Ensures that publicizing and competition requirements are met, , conducts the review and screening of applications and completes the short-listing, assists the Executive Officer to establish Technical Evaluation Committees (TEC), prepares TEC briefing notes, sets up and administers technical skills tests and oral interviews, assists the TEC panel in conducting reference checks, reviews TEC evaluation memos to ensure their completeness and submits for the Contracting Officer’s approval.                                                                                                
  • Backstops the entire end to end processes for the American Services portfolio in the absence of the HR Specialist (American Services).

3.  STATISTICS AND DATA MANAGEMENT                                25%

  • The HR Assistant will collect, process and compile a wide variety of confidential information and data from a variety of sources and support the Human Resources Team to ensure compliance with USAID data privacy regulations on HR metrics.                               
  • Analyzes staffing data and statistics for trends and patterns, while paying special attention to different HR processes and policies to prepare data reports and present findings to various stakeholders (Chief of Mission, USAID KEA and Somalia Mission Leadership, Executive Office Leadership, USAID Human Capital and Talent Management (HCTM), State Management Counselor, State Human Resources and FSN Advocacy Council).                                                    
  • Maintains and updates the Human Resources statistical databases (Overseas Personnel System (OPS), State/USAID WEBPASS and Staffing Pattern) to ensure accuracy and completeness  of staffing data (e.g. new/vacant positions, position titles, grades, salary steps, reporting lines, dependent information, emergency contacts) as well as the timely compilation and submission of a wide variety of statistical reports related to the workforce projections.                            
  • Supports the HR Specialist (American services) to respond to data calls from USAID/Washington (specific to U.S. employee and dependent lists, etc.). Maintains and updates information provided from NSDD38 requests (increase or decrease in the number positions) and updates and maintains the USAID American staff Potential Evacuees list and the American staff Arrival and Departure list.                                                                                                             
  • Maintains an up-to-date information system and electronic database for the American support and immigration portfolio and ensures the integrity of data stored therein.                                                
  • Updates the Mission Organizational Charts to ensure that they correctly reflect staffing projections, reporting lines and the names and grades of incumbents or positions.                                                    
  • Compiles timely HR data relating to staffing numbers for the annual Local Compensation Plan Questionnaire (LCPQ).                                                
  • Per ADS 502, the HR Assistant is responsible for compliance with the USAID records management policy for the American Services, Immigration and Statistics and Data Management portfolios.                        
  • Backstops the end to end processes of the two Missions incentive awards portfolio in the absence of the responsible HR Assistant, updates the Awards data tracker and ensures the smooth administration of the same.

POSITION ELEMENTS

A.  SUPERVISION RECEIVED: The incumbent’s immediate supervisor is the Deputy Executive Officer (EXO). Guidance on work assignments and priorities will be determined by the Deputy Executive Officer (EXO) and the two Human Resources Specialists but the incumbent must manage his/her own time, priorities and work plan.

B. SUPERVISION EXERCISED: No direct supervision over others is anticipated but the position will provide work guidance to the entire Human Resources Team.

C. AVAILABLE GUIDELINES: The HR Assistant is the Mission’s in-house expert and focal point for interpretation of Host Country Immigration regulations. FAM, FAH, AIDAR Appendix J, ADS 309 Personal Services Contracts with Individual, ADS 502 USAID Records Management Program, Local Employed Staff (LES) handbook will be reference documents. Other guidelines include USAID’s Automated Directives System (ADS), Foreign Affairs Manual (FAM) and Foreign Affairs Handbook (FAH) regulations, position classification, the LES handbook, the Local Compensation Plan (LCP), USAID-specific handbooks and associated-agency human resources manuals and regulations is also required.

D. EXERCISE OF JUDGMENT: The HR Assistant must exercise daily judgment in juggling/establishing work priorities and in dealing with Public/Mission officials and employees. S/he must exhibit good judgment in dealing with complex personnel matters relating to the Government of Kenya and must use personal initiative and discretion and judgment to recommend and offer advice regarding diplomatic protocols and provide equitable treatment to all Mission employees. S/he must have the capacity to apply discretion and maintain a high level of confidentiality when handling sensitive information and respond calmly and confidently to Government of Kenya officials, Mission leadership, Executive Office leadership and relevant employees. Ability to apply good judgment to determine the best solution from the range of possible alternatives encountered in the job.

E. AUTHORITY TO MAKE COMMITMENTS: The incumbent cannot make financial commitments; but within guidelines established by the supervisor, s/he makes recommendations for personnel actions and independent decisions in advising and counseling employees on personnel matters which are considered authoritative.

F. NATURE, LEVEL, AND PURPOSE OF CONTACTS: External contacts include Government of Kenya (GOK) Officials, senior and mid ranking Ministry of Foreign Affairs, Immigration Department and Implementing Partners point of contact officials and expatriate staff. Internal contacts are at all levels within the Missions to provide advice, counsel, and technical guidance on matters relating to accreditation protocols and documentation and include. USAID/Kenya and USAID Somalia Mission Senior Leadership and management, USAID Executive Office leadership, U.S. Embassy Post Management Counselor, USAID Human Resources Team, State Human Resources Team, Legal Advisors and Mission employees.

G. TIME EXPECTED TO REACH FULL PERFORMANCE LEVEL: One year.

  

Education
Two Years Of Post Secondary Study At A College/university Public Administration Human Resourves Management Business Administraton Social Science

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Any application that does not meet the minimum requirements stated below will not be evaluated. Only short-listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.

EDUCATION: At least two years of collegiate studies in Human Resources Management, Business Administration, Public Administration, Social Science or a closely related field is required.

POST ENTRY TRAINING: The full range of general and Human Resources Management Courses will be provided, including Introduction to Program Cycle (IPC), HR Essentials Workshop, Personal Services Contracting, Records Management and Communicating for Results trainings as well as on-the-job, eLearning, or other classroom training related to USAID human resources policies and procedures on CCNPSC compensation, payroll and benefits courses; and, other appropriate training in the field, subject to available course offerings and the availability of funds.

More Details on Experience

PRIOR WORK EXPERIENCE: At least three years of experience in Human Resources, Administration, Public Relations or Protocol support is required. Relevant work experience supporting expatriate employees at an International Organization, Non-Governmental Organization or Donor Agency is required. Previous experience in a customer centric/client-focused role as a self-starter is required. The incumbent will be required to regularly self-drive him/herself using US Government vehicles - a Kenyan driver’s license and at least four (4) years of driving experience with no history of repeated violations or accidents is required.

JOB KNOWLEDGE: Thorough understanding of Kenya Labor Laws and Immigration regulations. Given the complexities involved related to a wide diversity of the client base and personnel categories in addition to the lack of the US Embassy support and the inconsistency in precedent determinations, the work requires specialized knowledge of both procedural and legalistic issues as relates to a broad range of protocol issues including work permits, multiple entry visa/passes, residence permits, Diplomatic Identity Cards, immigration and employment law in addition to a comprehensive understanding of GoK organizational policies, practices, systems, and resource requirements of diplomatic and immigration operations and an in-depth knowledge of the application of various laws, rules, regulations, policies, and procedures that pertain to the administration of accreditation and visa issuance programs. Good knowledge of standard personnel practices applicable to the full spectrum of human resources and personnel administration from recruitment through retirement for all categories of staff is required. Competency in HR metrics and analytics is required.

More Details on Skills

SKILLS AND ABILITIES: The HR Assistant must be able to engage in formidable negotiation with MFA counterparts and high-level GoK officials to resolve precedent setting, unusual, and complicated cases, and to develop new or modified guidelines, procedures, or explanatory materials which might be lacking due to the novelty and/or uniqueness of the subject matter. The incumbent must have outstanding interpersonal and communication skills to  develop effective relationships with GOK officials at all levels and must be able to leverage these relationships to facilitate problem solving on behalf of USAID/KEA, USAID/Somalia, and Implementing Partners.. As frequent contact is made with Government of Kenya Officials and with Mission leadership), excellent interpersonal communication skills, honed intuitive and creative problem-solving skills are important for success in this position. The incumbent will demonstrate diplomacy, tact, discretion and persistence to solve sensitive/complicated problems as well as the ability to think and work independently with minimal supervision and to remain composed and focused under pressure when dealing with Kenyan Government Officials and American employees in order to maintain effective working relationships with personnel at all levels. The incumbent will have the ability to handle multiple projects simultaneously, prioritizing requests and adapting quickly and resourcefully to shifting priorities and requirements. Attention to detail, strong customer service skills with a positive, ‘can-do’ approach to work and the ability to work in a fast-paced environment is required. Demonstrated experience in HR data analytics (ability to find the information needed to solve problems and deliver high quality work on time) and practical experience producing detailed spreadsheets, charts and presentations and. Highly competent in the use of MS Office applications, Google Suite, and HR Information Management Systems (HRIMS) applications is required.

Terms And Conditions

EVALUATION AND SELECTION FACTORS

Applicants must submit a resume/cv which describes how their relevant professional experience and education has prepared them to meet the specific challenges of the duties and responsibilities described above.  As part of the interview process, those applicants ranked highest may be required to submit a timed writing sample on a topic provided.  The selection committee may conduct reference checks at any time during the selection process.

Applications that do not meet the required minimum qualifications will not be scored. 

  • Prior work experience (30 points)
  • Job Knowledge (40 points)
  • Skills and abilities (30 points)

Total possible points:  100

Candidates meeting the above required qualifications for the position will be evaluated based on information presented in the application and reference checks.   References will be asked to assess the applicant’s technical knowledge, work performance, communication skills, and group dynamics, using the above criteria.  USAID reserves the right to conduct interviews with the top ranked short-listed applicants.  The interview will be one of the determining factors in the final selection.

How to Apply

Step 1:  Register in MyJobsInKenya at www.myjobsinkenya.com      

Step 2:  Complete the job application questionnaire at www.myjobsinkenya.com  The applicant must answer all the questions in the Questionnaire.

Step 3:  Internal Applicants/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents and upload to MyJobsInKenya.

                                                 OR

External Applicants/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Upload all the documents to MyJobsInKenya.

Note to Applicants:

1. Applications must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com as stated in Section IV.

2. Submissions will only be accepted through myjobsinkenya.com Late and Incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position. The closing date for receipt of applications is indicated above.

3. USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.