GENERAL INFORMATION

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

1. SOLICITATION NO.: 72061525R10005
2. ISSUANCE DATE: November 08, 2024
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: November 24, 2024 (4:30 PM East Africa Time).
4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at
[email protected]
5. POSITION TITLE: Supervisory Human Resources Specialist
6. MARKET VALUE: Ksh. 7,821,724.00 to Ksh. 13,296,947.00 KSH per year (including 13th month bonus), equivalent to FSN-12 grade level 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.
7. PERIOD OF PERFORMANCE: Five (5) years estimated to start o/a May 11, 2025. The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to the availability of funds, the continued need for services and successful performance.
8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Open to qualified current locally hired employees of the US Mission in Kenya. Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.

STATEMENT OF DUTIES:
1. General Statement of Purpose of the Contract
The Supervisory Human Resources Specialist (S/HRS) position is located in the USAID Kenya East Africa (KEA) Regional Executive Office (EXO), which provides support to USAID/KEA, USAID/Somalia and USAID/Sudan, and reports to the Supervisory Executive Officer (S/EXO) or his/her designee. S/he is responsible for senior-level advice and oversight of all HR-related actions for U.S. Direct Hire (USDH), U.S. Personal Services Contract (USPSC), Third Country National Personal Services Contract (TCNPSC), Cooperating Country National Personal Services Contract (CCNPSC), and Appointed Eligible Family Member (AEFM) personnel for the USAID/KEA, USAID/Somalia and USAID/Sudan Missions. As a senior staff member, s/he serves as the principal advisor in providing senior-level HR advice and technical guidance to Mission Management on personnel policies (assignments, immunities and privileges, contracts, conduct, disciplinary actions, local labor law) and strategy. The incumbent represents USAID with Embassy counterparts and advocates for equity on post-specific regulations and guidelines affecting American and host country employees. S/he takes a leadership role in planning, developing and implementing all personnel-related activities in support of Mission operations. S/he independently performs a wide range of HR functions including workforce planning and contract management, and s/he directs personnel administration of USDHs, USPSCs, TCNPSCs,
and CCNs, including classification, recruitment, performance evaluations, and employee allowances and benefits; administration and records maintenance; reporting on personnel data; and training and incentive awards. The incumbent remains abreast of prevailing wage practices in the host country and labor legislation and ensures alignment with the Mission's Local Compensation Plan. S/he performs analyses on unique personnel issues, researches regulations to draw conclusions, explores alternatives to meet complex situations and presents findings and opinion to the S/EXO for final decision. S/he provides support and guidance on staff morale, works closely with the Equal Employment Opportunity (EEO) Counselor and the Office of Civil
Rights (OCR) to advise on critical matters, and supports efforts to maintain and attract a diverse workforce. The incumbent serves as Requester/Buyer/Program Manager in GLAAS for the EXO office, depending on Mission need, and is expected to serve as AOR/COR.

The S/HRS leads the EXO/HR team, which consists of 9 CCNs and is a senior member of the USAID/KEA Executive Office.

2. Statement of Duties to be Performed.
Supervision and Strategic HR Support (50%)
The incumbent provides supervision and oversight to the EXO/HR team (9 CCNs) who provide the full range of HR services to all categories of staff for USAID/KEA. The incumbent directly supervises two Supervisory HR Specialists and one HR Assistant. This includes responsibility for delegating and reviewing work assignments, evaluating employee performance, providing technical guidance on policy and procedural issues, facilitating employee training as appropriate, and overall management responsibility for operations in the Human Resources Team. The incumbent stays abreast of all HR policies, practices, and procedures. It is anticipated that the S/HRS will provide a detailed review of all documents produced by HR staff members for completeness and accuracy ensuring the document is 100% ready for the S/EXO’s (or his/her designee) approval and signature. The S/HRS will provide backup to EXO/HR team members when needed.

CCNPSC Administration: The incumbent provides a high-level, final review of CCN position descriptions (PDs) to ensure classification guidelines and classification (MCLASS) requirements for position series, title, and grade level are followed; accuracy and clarity of duties; and PDs properly reflect organizational relationships. S/he reviews all supporting documentation, such as the Job Description Help Sheet (JDHS) and resolves concerns raised. S/he leads strategic level conversations with the Mission’s Front Office, Office Directors, supervisors, and employees when differences of opinion arise and as needed conducts desk and supervisory audits.

The incumbent oversees the recruitment and acquisition process for CCNPSC positions. This includes the oversight and management of the entire recruitment procurement process to ensure contracting rules as instructed in Federal Acquisition Regulations (FAR), Agency International Development Acquisition Regulations (AIDAR), Acquisition and Assistance Policy Document (AAPD), and Automated Directive Systems (ADS) 309 are followed from solicitation, to selection, to contract closeout. The incumbent provides timely and sound-judgment advice to the Technical Evaluation Committee and the S/EXO to ensure the effectiveness, efficiency and compliance with USG regulations. S/he provides a final high-level review of all necessary correspondence required under the recruitment/hiring process (advertisements, vacancy notices, notifications to candidates, offers, negotiation memorandum, contracts) and provides clearance for signature by the S/EXO. S/he oversees the formulation of contract budgets, ensures contracts are funded, and leads the year-end efforts to incremental fund and forward-fund contracts. S/he ensures contracts are closed out in a timely manner so unused funds can be reprogrammed appropriately. The incumbent conducts periodic review of files by reconciling Personnel File Checklist with documentation in the contract file. S/he justifies and processes unique requests and advocates for approval with the Embassy HRO team, such as
double encumbering positions and extensions of mandatory retirement date for CCN staff.

S/he leads the analysis and improvement of Mission HR practices to streamline procedures and reduce approvals and timelines. S/he makes recommendations to policy changes, and his/her recommendations are considered authoritative. S/he learns and implements advanced HR tools, such as the State Department’s Electronic Recruitment Application.

American (USDH) Personnel Administration: The incumbent oversees the USDH, USPSC, TCNPSC, and AEFM portfolios and is responsible for the wide range of HR activities. The incumbent is responsible for proactively managing and resolving issues that arise. S/he is responsible for the accuracy of the Foreign Service Officer (FSO) USDH position information placed in LaunchPad and validated during Assignment Cycles, such as vacancy date, grade of position, and back stop designation. S/he is responsible for tracking senior management positions and overseeing announcements in accordance with the Agency assignment schedule. As a senior HR professional, the incumbent advises senior management on FSO selection processes and ensures selection and non-selection justifications in LaunchPad meet Agency rules. S/he ensures Exception Committee approvals are reflected in Agency staffing patterns, e.g., rotation/transfer dates, and working directly with HCTM resolves discrepancies. The
incumbent is responsible for ensuring staff respond to Agency requests and deadlines, such as Tenure Evaluation Forms from untenured employees.

S/he provides leadership to staff in transition. The incumbent coordinates with all concerned parties and provides guidance to staff in transition to ensure smooth arrivals and departure for all hiring mechanisms. This includes review of information packets for accuracy; support for visa and diplomatic passport processing; guidance on required forms and accounts; and on-board briefings and training. To promote high quality customer service the incumbent meets early and often with arriving and departing staff to answer check-in and check-out procedure questions; clears diplomatic title requests; and oversees the timely submission of arrival and departure
cables. The incumbent oversees the notification of all arriving and departing USDH, USPSCs, and ensures all personnel databases are updated. S/he provides career counseling on matters which pertain to their employment.

As a senior, experienced HR professional, s/he advises on record storage formats that promote easy retrieval of data while protecting PII personal information. The incumbent ensures data maintained in various databases supporting HR information is accurate, such as the Overseas Personnel System (OPS), MCLASS, EAPS, ASIST, LaunchPad Google drive, Excel staffing patterns, organization charts, and other workforce planning documentation. The incumbent manages USAID’s participation in the Seasonal Hire Program and the Mission’s summer Payne Fellows. For EFM Seasonal Hires, s/he solicits USAID offices for scopes of work and EFM job seekers, and coordinates with concerned parties (Embassy HR, students, gaining offices, and Office of Finance for funding). For the summer Payne Fellowships, s/he solicits USAID offices for interest and submits requests accordingly through HTCM.

Training: The incumbent oversees the Mission’s training program. The incumbent provides guidance to ensure senior management is provided detailed training analysis necessary to make thoughtful and fiscally responsible training decisions. The incumbent develops and conducts in-house training programs, including USAID orientation for new employees on USAID personnel policies and procedures, or other workshops/training sessions on various personnel issues. The incumbent is responsible for the professional development of HR staff.

Awards: The incumbent oversees the Mission Awards Program. The incumbent stays abreast of available awards and provides guidance to nominators on award criteria, thereby ensuring committee approval. When disagreements arise, the incumbent is responsible to intervene, manage, and resolve. To promote fairness, the incumbent will spot-check awards for eligibility and equity.

Workforce planning, Position Management (20%)
In consultation with the S/EXO (or his/her designee), the incumbent leads workforce analysis, meets with Office Directors, and provides senior workforce planning advice to inform programmatic and operational management decisions. S/he performs reviews and analyses on specific and specialized personnel functions, researches regulations to draw logical conclusions, explores alternatives to meet complex situations, and presents recommendations to inform final management action. S/he provides recommendations to management that inform vital discussions on staff needs and projected growth (including in zero based budget exercises); job analysis and responsibilities allocation per existing position descriptions (PDs); and position/office restructuring needs to reflect changing Mission objectives and priorities. S/he
guides Mission management in establishing new expatriate positions and oversees the entire process (gaining position approval as necessary from HCTM, gaining NSDD-38 approval from the Embassy, Africa Bureau, and State Department, and establishment and validation for American positions). S/he oversees the establishment and recruitment of CCNPSCs. S/he serves as the senior and primary resource in coordinating with the Embassy and USAID/Washington in the preparation of various crucial reports such as Mission Workforce Planning for the Annual Review Process requested by Washington; Rightsizing Exercise for Mission Staffing levels; Annual Fair Act Inventory Report requested by Washington; and others. S/he oversees the accuracy, preparation, and issuance of other periodic staffing reports requested by the Mission Front Office, Africa Bureau, and U.S. Embassy. S/he ensures timely and accurate updates to USAID Staffing Patterns. S/he provides input to the FSN Annual Local Compensation Questionnaire requested by the Embassy.

The incumbent anticipates data that senior management needs for decision making, such as retention rates and reasons for resignations, or USDH vacancy rates. S/he designs systems to capture anticipated data needs and oversees the development of analytical reports for senior management or proposes incentives or remedies to reverse unwanted trends.

Performance Management and Workplace Morale (15%)
The incumbent serves as a principal advisor on CCN performance evaluation reports and the Merit Based Compensation (MBC) personnel evaluation system. S/he oversees implementation of MBC to ensure smooth and timely rollout in accordance with the Embassy schedule. This includes critical planning, announcements to the Mission, training (class-room training; briefings; individual counseling), guiding and reviewing annual work plans (AWP) development, mid-year and end-of-year discussion and rating. The incumbent will be responsible for setting up MBC pools and reward calculation and will lead appeal processes and arbitration where/if disagreements occur. The incumbent monitors the receipt of CCNs and USPSCs evaluations and ensures that all evaluations are completed in a timely manner. In coordination with the S/EXO, oversees American Officer’s performance evaluation processes.

S/he provides counseling and guidance to the Mission staff on a wide range of personnel issues dealing with morale, performance improvement plan, interoffice conflicts, workload concerns, communication issues, and more. This includes making known available and appropriate resources by utilizing existing programs and legal mechanisms such as the EEO Program and the Embassy’s Diversity and Inclusion Council. S/he supports all efforts for employee morale-building and other retention and incentive-building activities; attracts, maintains, and effectively manages a diverse workforce committed to principles of fairness and inclusion.

Personnel Policy Administration (15%)
The incumbent stays abreast of all new policies and pertinent USG regulations and how they apply to USAID personnel administration. S/he develops and/or manages the updates to all appropriate Mission Orders and standard operating procedures pertaining to HR management including Hiring/Recruitment, Training, personnel administration, and other key HR services to ensure the compliance with the latest USG and USAID regulations. S/he serves as the Subject Matter Expert (SME) and primary HR contact for policy and procedural advice for Mission personnel administration. The incumbent interprets regulations and policies and keeps
employees informed of all matters affecting assignments, leave and retirement policies; and entitlements, benefits and allowances. S/he serves as an institutional HR memory concerning past practice, precedent, and political sensitivities. S/he serves as the resident expert on the local labor law and any regulations pertaining to personnel including compensation and benefit and employment relation (allowances, disciplinary, grievances, appeal, all types of paid and unpaid leaves, separation/resignation, retirement). The incumbent is the primary point of contact with the Department of State, Embassy Nairobi Human Resources Office (HRO), establishes and maintains close working relationships with the HRO and liaises on HR matters of interagency importance and impact (compensation plan and benefit, employment relation). S/he participates on FSN advisory and other Mission committees relative to human resources management concerns. S/he maintains resource files on USDH and USPSC benefits, allowances, and other entitlements and disseminates this information to staff as received. S/he maintains professional relationships with Embassy ICASS service providers and with USAID staff throughout Washington with whom field staff rely upon to assist with tasks, such as Management Bureau, Africa Bureau, several sections of the Office of HCTM, and the Office of Security. Participates as a key USAID representative to the ICASS Post Working Group. The incumbent is required to make recommendations to contact with the Department of State, Embassy Nairobi, the S/EXO (or his/her designee), the Senior Management Team (SMT), and other senior officials relative to Agency policy, procedures, and remedies/actions for implementation of personnel management requirements. As required, the S/HRS may serve as AOR/COR, and/or Activity Manager for programs/projects/activities and oversight of analytical work of administrative services and functions in support of Mission operations to facilitate development assistance programs and goals of USAID/KEA. S/he may serve as Requestor/Buyer/Program Manager in GLAAS for the EXO office, depending on Mission need.

The contractor is eligible for temporary duty (TDY) travel to the United States, or to other Missions abroad, to participate in the "Foreign Service National" Fellowship Program, in accordance with USAID policy.

Prior Work Experience

A minimum of seven (7) years of demonstrated progressively responsible direct experience in Human Resources, Personnel Administration, or equivalent with a U.S. government, International Organization, or private organization with at least three years in a supervisory/leadership capacity.

Supervisory Relationship
The incumbent reports directly to the Supervisory Executive Officer (or his/her designee). Must be able to work independently with minimum supervision.

Supervisory Controls
Incumbent provides supervision and oversight to the EXO/ HR team (9 CCNs) Direct supervision is provided to three CCN/PSCs: two Human Resources Specialists and one Human Resources Assistant. In addition, indirect supervision is provided to six CCN/PSCs. S/he is responsible for assigning work, reviewing and approving results, monitoring and evaluating performance.

Physical Demands

The work requested does not involve undue physical demands.

EVALUATION AND SELECTION FACTORS

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 technical evaluation committee may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

Offerors who meet the minimum qualifications listed above will be evaluated and ranked according to the following job-related criteria. Top-ranking candidates will be invited for a skills test and an oral interview.

• Job Knowledge (60 Points)

Extensive working knowledge and practical understanding of the basic relationships of personnel management functions, theories and concepts including a comprehensive knowledge of host country labor laws. Working knowledge or the potential to acquire knowledge of the Automated Directives Systems (ADS), the Standardized Regulations, AIDAR, 3 FAM and 3 FAH-2 H-200 FSN Compensation and 3 FAH-2 H-400 FSN Position Classification is required. 

• Skills and abilities (40 Points)

Excellent leadership, management, and supervisory skills are required. Must be able to provide training and guidance to responsible staff in personnel administration, policy and procedures. Must possess strong negotiating skills and techniques concerning salary administration. Must have ability to provide sound advice and persuade staff to follow recommendations on specific personnel issues. Analytical ability and skills in preparing analysis and evaluation reports required. Strong interpersonal skills are a must and ability to relate well to all levels within the mission and with the respective Embassies.

Total possible points:  100

SUBMITTING AN OFFER

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

Step 2: Complete the job application at www.myjobsinkenya.com

Step 3: Internal Offerors/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 them to MyJobsInKenya.                   

USAID’S ZERO TOLERANCE FOR SEXUAL MISCONDUCT

USAID has a zero-tolerance policy for sexual misconduct with the goal of fostering a respectful, safe, healthy and inclusive work environment. USAID maintains policies and procedures to establish a workplace free of sexual misconduct as described in Agency policy at ADS Chapter 113, Preventing and Addressing Sexual Misconduct.

By acceptance of the contract award, the contractor acknowledges having read, and agrees to abide by, the Agency’s ADS 113 policies and procedures. 

SELF CERTIFICATION

Offerors must sign a Sexual Misconduct Self-Certification form [see hyperlink] related to sexual misconduct when submitting the offer. The signed form will be filed in the award file. If the offeror fails to submit a signed-certification, the offeror will be determined to be non-compliant to submission requirements and will not be considered for award. 

• For the Apparently Successful Offeror:
  • If Self-Certification response is “Yes”: In consultation with the Resident Legal Advisor (RLO) or General Counsel Acquisition and Assistance (GC/AA), the CO will request further details from the offeror. 
  • Event of False Certification: If the certification provided is found to be false, the offeror may be eliminated from consideration for the award. If the contract has been awarded, the false certification may be grounds for termination of the contract. The action may be punishable to the full extent of the law. 

USE OF THE AGENCY’S MISCONDUCT PORTAL AND INQUIRIES MADE TO PREVIOUS COs FOR APPARENTLY  SUCCESSFUL OFFEROR

The Office of Employee and Labor Relations (ELR) operates USAID’s Misconduct Reporting Portal. Prior to award, the CO will email ELR at [email protected] to identify whether Agency records include any prior disciplinary action related to sexual misconduct taken against the apparently successful offeror.

If the apparently successful offeror has previously held a Personal Services Contract at USAID, the CO will attempt to contact the previous administrating CO to inquire about previous disciplinary actions related to sexual misconduct against the apparently successful offeror.   

NEW ENTRANT ORIENTATION (NEO)

For PSCs onboarded in Washington, the contractor must complete the information session on USAID’s zero tolerance policy for sexual misconduct as part of NEO. The CO will include documentation in the award file that the contractor has completed NEO and has been made aware of USAID’s zero tolerance policy for sexual misconduct. 

For PSCs onboarded overseas, including CCNPSCs and TCNPSCs, the PSC must complete an online module related to USAID’s zero tolerance policy for sexual misconduct as administered by their cognizant CO as part of their onboarding process. The CO will include documentation in the award file that the PSC has completed the online module and has been made aware of USAID’s zero tolerance policy for sexual misconduct. 

Note to Applicants:

1. Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com. 
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.
3. All Applicants must provide at least three professional 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 your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.

LIST OF REQUIRED FORMS PRIOR TO AWARD

The CO will provide instructions about how to complete and submit any required forms after an offeror is selected for the contract award.

BENEFITS AND ALLOWANCES

Benefits and allowances are offered in accordance with the Local Compensation Plan (LCP).

TAXES

CCNPSCs are required to pay PAYE and statutory deductions. All applicable taxes will be deducted from the stated gross market rate.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN 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/ads/policy/300/aidar
2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award. 

LINE ITEMS

ITEM NO (A)	SUPPLIES/SERVICES (DESCRIPTION) (B)	QUANTITY (C)	UNIT (D)	UNIT PRICE (E)	AMOUNT (F)
0001	Compensation, Fringe Benefits and Other Direct Costs (ODCs) - Award Type: Cost - Product Service Code: [ R497] - Accounting Info: [insert one or more citation(s) from Phoenix/GLAAS]	1	LOT	$ TBD	$_TBD at Award after negotiations with Contractor_

 

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 5 CFR 2635.  See https://www.oge.gov/web/oge.nsf/resources_standards-of-conduct.
5. PSC Ombudsman: The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman.

 The PSC Ombudsman may be contacted via: [email protected]. 

6. FAR Provisions Incorporated by Reference 

52.204-27

PROHIBITION ON A BYTEDANCE COVERED APPLICATION

JUN 2023