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.: 72061524R10055
2. ISSUANCE DATE: July 23, 2024
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: August 05, 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: The full performance level of this position is equivalent to FSN-11, which is between 5,565,120.00 KSH to 9,460,674.00 KSH per annum. However, if USAID’s evaluation does not result in an award at the full performance level, USAID may make an award to a selected CCN qualified at the closest next lower level, with contract options to place the contractor at each progressive level until the full performance level is reached. The entry level of this position is equivalent to FSN-09, which is between 3,258,661.00 KSH to 5,539,719.00 KSH per annum and the intermediate level of this position is equivalent to FSN-10 which is between 4,104,558.00 KSH to 6,977,740.00 KSH per annum. In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa.  The salary range provided is inclusive of all allowances and annual bonus. All applicable taxes will be deducted from the stated gross market rate. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: Five (5) years estimated to start o/a January 20, 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 Cooperating Country National (CCN) (an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country). Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.

STATEMENT OF DUTIES:

General Statement of Purpose of the Contract

This position is established as Supervisory Human Resources Specialist “Ladder” position, which includes positions at the FSN-09 at which the CCNPSC qualified, FSN-10 Intermediate position level and the full performance level of FSN-11.

At the full performance level, the CCNPSC will perform the following general duties:

Working under the overall supervision of the Supervisory Executive Officer, the Supervisory HR Specialist (Full Performance Level –FPL) serves as the Mission’s principal advisor for HR policy matters and directly supervises HR Team staff members. The Supervisory Human Resources Specialist is the HR team leader, working in a coordinated effort with the Supervisory EXO and other team members to implement USAID’s global Human Capital and Talent Management (HCTM) strategy and facilitate the delivery of innovative HR practices at the Mission level.

The Supervisory HR Specialist (S/HRS) serves as the Mission key advisor on HR administrative and management issues, procedures and policy, and in planning, directing and administering HR operations and processes for the Mission. The SHR Specialist serves as an advisor and supports the EXO leadership with a variety of complex and sensitive HR issues. The SHR Specialist is a resource for HR practices and is expected to provide guidance on managing local staff. The SHR Specialist is expected to manage-up in providing informed opinions on office culture, employee motivation and soft skill development. The HR Specialist is the main interlocutor in managing the interagency relationship with State/HR and other entities at post, as needed. The SHR Specialist assists the Executive Officer in planning, directing, and administering the full range of HR services provided to all Mission employees, including position classification, recruitment, staff learning and development, employee performance evaluation systems, employee relations, benefits and allowances, and other HR-related issues. The SHR Specialist plays an integral role in developing a sustainable high-performance culture as a champion, coach, and consultant responsible for delivering high quality HR services for the Mission. The SHR Specialist will ensure that the Mission has the right structure and talent needed to deliver its objectives. The SHR Specialist will provide proactive input on a wide range of complex organizational development and talent management issues to support Mission employees and ensure that established agency strategies, relevant internal and external policies/procedures, local law and regulations are adhered to. Serves as an alter ego to the Supervisory EXO on HR related issues.

This is a Standard Position Description covering S/HRS Ladder positions worldwide. Contract “ladder” awards are typically made at a level below the full performance level, where the selected CCNPSC demonstrates high potential to achieve the full performance grade level but cannot meet the full training and/or experience requirements of the full-performance position description at the time of award. The following Major Duties and Responsibilities are representative of the occupation and not a specific description of any one job.

At the full performance level, the CCNPSC will perform the following general duties:

Statement of Duties to be Performed 

Leadership and HR Service Delivery – 50%

The Supervisory Human Resources Specialist plays a crucial role in the execution of USAID’s global strategic framework by partnering with Mission Leaders to promote a positive organizational culture at Mission level. The SHR Specialist provides expert advice to Mission Leadership, Supervisors and Employees on all elements of the employee life cycle and works collaboratively to deliver integrated HR solutions. Together with the Mission Leadership, the SHR Specialist supports organizational design and effectiveness involving organizational structures, workforce planning, and position management and classification in compliance with HCTM standards and local labor law. The SHR Specialist supports the planning and forecasting of the Mission staffing needs and coaches Mission Leadership, Office Directors, Executive Officer, Supervisors and Employees on the people management practices including terms and conditions of employment and the Local Labor Law.

The SHR Specialist plans, directs, and manages the work of the HR Team, implementing new or revised regulations, manuals, and other directives; researching, analyzing, reviewing and making recommendations to the S/EXO and D/EXOs on various HR directives, policies and programs, and advising on their application in the local context; providing liaison with the State/Embassy HR office, on pertinent directives germane to US Government employment with an analysis of implications to be addressed, and with recommendations on the best way to handle or implement them. The SHR Specialist updates local standard operating procedures and policies as appropriate. The SHR Specialist ensures that services provided meet all legal, regulatory, procedural, and policy requirements of the specialized personnel program areas. Directs the administrative functions essential to the processing and documentation of various personnel actions affecting Mission employees. Advises the EXO in developing and implementing reorganizations/realignments as needed to reflect changing Mission objectives and priorities. Participates in the preparation of annual budget estimates to assure that personnel requirements and wage adjustments are adequately provided for.

The SHR Specialist manages the Mission position management and position classification processes to ensure that all positions are properly established and classified before hiring. The SHR Specialist guides Mission staff in the process of establishing new positions and reclassification of existing positions including drafting and/or revision of job descriptions and submission of classification packages. The SHR Specialist guides Mission managers and supervisors, at all levels, on position description writing, to ensure descriptions reflect current duties and organizational relationships, and conducts job-site interviews to ensure an understanding of duties and responsibilities delegated and performed. The SHR Specialist ensures that all classification packages are complete, current and accurate. The SHR Specialist will liaise with and respond in a timely manner to the HRSU classifier on all arising issues and queries. The SHR Specialist will additionally liaise with HCTM, HRSU and Mission Leaders to provide timely guidance and support to Offices during classification appeal processes. Maintains electronic official position classification records and ensures that copies of classifications are shared with and signed by the employee, the supervisor, and Office Leadership.

The SHR Specialist drives the process to identify Mission specific HR initiatives and process improvements; reviews and drafts Mission Orders, Mission Notices, and other HR-related directives, and ensures their proper implementation. The SHR Specialist provides leadership, advice, and technical guidance on pay and benefit practices, including the local compensation plan, payroll, benefits, health and life insurance, leave policy, local labor practice, social security law, and retirement and severance pay entitlement matters. Advises leadership and employees on environmental and working conditions, Reduction-in-Force (RIF), separation, ethics and conduct, disciplinary actions and grievance procedures, employee performance and development and other human resources management issues. In collaboration with the Executive Officer, the SHR Specialist analyzes and determines appropriate solutions for resolution of employee related issues in a quick, fair, consistent, and transparent manner that complement the Agency’s culture and Mission programming priorities. Supports disciplinary processes and case management tracking and resolution for various HR matters relating to disciplinary/performance/conduct and develops action plans and follows through to completion. Supports staff care initiatives and sets up periodic conversations on a wide range of topics that promote personal wellness at the workplace.

American Personnel Portfolio – 20%

Interprets regulations and makes sure employees are informed of all matters affecting assignments, performance evaluations, leave and retirement policies, health benefits, post privileges, entitlement travel, and allowances. Manages the U.S. Direct Hire position validation, bidding, selection, and assignment cycles. Manages, at the Mission-level, the National Security Decision Directive - NSDD38 position management process (position establishment, reprogramming/conversion, realignment, abolishment) and works closely with the Embassy Management Office and the Bureau AMS to initiate, process, and approve USAID NSDD38 requests. Oversees and/or provides assistance rendered to newly assigned personnel, both before and after arrival, advising on employee services such as housing, commissary privileges, post protocol, and employment possibilities for dependents. Manages the Mission’s check-in process for new arrivals, as well as the check-out procedures for employees departing on R&R, home leave, and transfer. Oversees staff coordination with the Embassy on matters relating to notifications of arrival and departure, requests for residence visas, and local identity cards.

Contract Management and Administration, Recruitment, and Talent Management – 20%

The SHR Specialist leads and manages the entire candidate evaluation, selection, and recruitment process for new or vacated positions while ensuring that USG and USAID acquisition/contracting regulations are fully met. Assures the widest possible dissemination and appropriate competition, and based on informed knowledge of various markets, recommends probable sources, publicizing requirements, and other conditions that may apply; assists the Executive Officer to establish Technical Evaluation Committees (TECs), prepares TEC briefing notes, administers technical skills tests and oral interviews, reviews technical evaluation memos and submits recommendations for appropriate contracting (hiring) approval. The HR Specialist manages and directs PSC contracting processes overseeing and guiding the preparation of PSC awards, reviews contracts for completeness, presence of necessary technical information, contract clauses, and appropriateness for use as a PSC. The HR Specialist negotiates with potential job candidates and PSC contractors, sharing responsibility for contract negotiations with the EXO/Contracting Officer in accordance with the appropriate USAID regulations, and/or the Mission compensation plan. The HR Specialist ensures a seamless transition from recruiting to onboarding and oversees the new employee orientation program to ensure that new employees are successfully integrated into the Mission. Ensures continuous improvement in the planning, acquisition, onboarding, career development, retention and off boarding of employees at the Mission. Liaises with the Department of State and implements the Mission’s Eligible Family Member program.

The SHR Specialist supervises or directly manages the administration of the Mission and Agency incentive awards program, performance management program, training and staff development. Works closely with Leadership to build morale of employees by guiding, mentoring, developing new/existing employees to help them achieve their long-term career goals.

Reporting – 10%

Ensures timely and accurate updates to USAID staffing databases. Oversees preparation and issuance of periodic staffing reports, such as Mission Rightsizing Report, Congressional Staffing Report, Office of Inspector General Report, BFEM, Overseas Presence Review. Leads the timely execution of various HR projects including year-end processes and periodic HR Audits. Coordinates with the Embassy on preparation and review of differential reports, compensation survey report, the post report, and other reports required by USAID and the Department of State. In collaboration with the Office of Financial Management (OFM) and the EXO, prepares annual OE and program support budgets, reviews and responds to quarterly financial planning accrual plans, prepares HCTM cost recovery bill report, etc.. Produces various ad-hoc and regular reports in a timely manner as requested by HCTM, HRSU and Mission Leadership. Oversees and/or administers workforce data calls, periodic reconciliation and reporting on staffing data to Mission/Agency Leadership, HCTM and HRSU. In accordance with USAID policy, ensures proper records management in the Oversees Personnel System (OPS), Agency Secure Image and Storage Tracking System (ASIST) and Local/shared drive(s).

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.

The Position Descriptions for each level are as per this links: Human Resources Specialist (Entry Level-EL) FSN-09 and Human Resources Specialist (Intermediate Level -IL) FSN-10

Full Performance Level (FSN-11):

1. Prior Work Experience: A minimum of five years of progressively responsible experience in human resources administration, management, and negotiations, or a position that requires closely related skills in the following areas: compensation and benefits, employment contracts, financial management, labor laws and regulations, organizational leadership, training and professional development, recruiting or any combination thereof, with a government or non-government organization, the private sector, or within an international or donor organization is required. One year of this experience must have been gained working in a position equivalent to no less than the next lower level of FSN responsibility in this or an occupation that requires similar skills, with a government or non-government organization, the private sector, or within an international or donor organization. Note: Additional experience will NOT be substituted for Education.

Intermediate Performance Level (FSN-10):

1. Prior Work Experience: A minimum of four years of progressively responsible experience in human resources administration, management, and negotiations, or a position that requires closely related skills in the following areas: compensation and benefits, employment contracts, financial management, labor laws and regulations, organizational leadership, training and professional development, recruiting or any combination thereof, with a government or non-government organization, the private sector, or within an international or donor organization is required. One year of this experience must have been gained working in a position equivalent to no less than the next lower level of FSN responsibility in this or an occupation that requires similar skills, with a government or non-government organization, the private sector, or within an international or donor organization. Note: Additional experience will NOT be substituted for Education.

Entry Performance Level (FSN-09):

1. Prior Work Experience: A minimum of three years of experience in human resources administration, management, and negotiations, or a position that requires closely related skills in the following areas: compensation and benefits, employment contracts, labor laws and regulations, organizational leadership, training and professional development, recruiting or any combination thereof, with a government or non-government organization, the private sector, or within an international or donor organization is required. Note: Additional experience will NOT be substituted for Education.

Supervisory Relationship

The SHR Specialist plans and implements the work toward identified goals, exercising initiative and judgment and presenting work product for supervisor approval. The SHR Specialist will independently initiate necessary coordination with EXO staff and colleagues, providing policy and implementation guidance, obtaining advice from the EXO on unanticipated problems or complex issues when necessary. The SHR Specialist will keep the EXO informed of progress, potentially controversial issues, or matters that affect policy. The EXO reviews the final work product of the SHR Specialist to ensure that thorough analysis has been made, and that the determinations are supported by sound judgment and adequate justification. The SHR Specialist has considerable latitude in dealing with problems that arise in the normal course of work.

Supervisory Controls

The SHR Specialist is expected to supervise other staff members.

Physical Demands

The work requested does not involve undue physical demands.

EVALUATION AND SELECTION FACTORS

Offerors seeking consideration for the full performance level will be considered in isolation first, and only if no acceptable offeror is found at that level, the Technical Evaluation Committee (TEC) will proceed to review offerors at the lower levels. 

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.

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.

 

• Job Knowledge (60 Points)

In addition to the knowledge required for the FSN-10 level, the work at FSN-11 requires an excellent understanding of position classification and organization development principles, and knowledge of personal services contracting. In-depth knowledge and understanding of local labor law and culture, social security system, as well as prevailing labor practices, and host country immigration regulations, as they fit into HR Management practices at Mission level is required. Extensive knowledge or the potential to acquire knowledge of U.S. Government regulations governing all areas of HR administration and management is required. Extensive knowledge of recruitment, employment contracting, compensation, and other related HR area regulations and procedures is required. Professional level knowledge of USG systems and processes (e.g. MBC – Merit Based Compensation or other performance management systems; FSO – Foreign Service Officer assignment process; CCN and USPSC regulations and policies, and others).

• Skills and abilities (40 Points)

The ability to independently oversee and manage all aspects of the EXO HR portfolio. The position requires proficiency in coaching, mediating, influencing, presentation, communication, and problem solving. The SHR Specialist must be a detail-oriented professional with a high tolerance for dealing with ambiguity and on-going change and must be able to handle frequent interruptions and shifts in priorities. Excellent oral/written communication skills and the ability to draft high quality HR documents and reports is required. The SHR Specialist must communicate effectively and approach conversations from different angles and effectively explain the rationale for HR decisions in order to gain consensus from multiple stakeholders given audience and situation dynamics, in order to achieve desired results. The SHR Specialist must have effective time management and a hands-on approach to move initiatives forward with detailed follow through and commitment to see things to completion for assignments, many of which will require working with urgency and quick turnaround. Ability to analyze data, understand trends, develop recommendations, and produce and prepare well written reports while meeting tight deadlines. An ability to deal effectively with complex HR processes and situations, including, but not limited to, contract negotiations and management, compliance with USAID and US government regulations and local laws, staffing planning and management, and dealing effectively with mid- to high-level representatives of the US, local, and regional community. Advanced analytical, negotiating, and time management skills, along with strong proofreading skills and attention to detail, are required. Ability to advise peers and management. Demonstrated ability to lead, supervise, and mentor diverse teams. Outstanding ability to provide researched and expert-level advice to supervisors and Mission Management. The ability to work calmly, tactfully, and effectively under pressure is essential, as well as the ability to maintain strict confidentiality, and meet all standards of conduct/ ethics standards, is required. The Specialist will be approachable, discrete and have exceptionally high client relationship skills as well as the ability to build and maintain strong relationships with leaders and colleagues at all levels and makes skillful use of resources to deliver efficient high-quality work. Outstanding proficiency in the use of HR Information Systems as well as Microsoft Office Suite (Word, Excel, Access, PowerPoint) is required.

Total possible points:  100

“The TEC will next consider offerors for the intermediate level. The TEC will only proceed to consider offerors at the entry level if no acceptable intermediate offerors are identified.”

 

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.

                        OR

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

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 as described below:

LINE ITEMS

ITEM NO (A) - 0001
SUPPLIES/SERVICES (DESCRIPTION) (B) - Base Contract- FSN – 9 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]
QUANTITY (C) - 1
UNIT (D) - LOT
UNIT PRICE (E) - $ TBD
AMOUNT (F) - $_TBD at Award after negotiations with Contractor_

 

ITEM NO (A) - 1001
SUPPLIES/SERVICES (DESCRIPTION) (B) - Option 1 – FSN – 10 (Attachment A) 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]
QUANTITY (C) - 1
UNIT (D) - LOT
UNIT PRICE (E) - $ TBD
AMOUNT (F) - $_TBD at Award after negotiations with Contractor_

 

ITEM NO (A) - 2001
SUPPLIES/SERVICES (DESCRIPTION) (B) - Option 2 – FSN – 11 (Attachment B) 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]
QUANTITY (C) - 1
UNIT (D) - LOT
UNIT PRICE (E) - $ TBD
AMOUNT (F) - $_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