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 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. The incumbent is a member of the HR Team and works under the overall supervision of the Deputy Executive Officer. The Human Resources Assistant (Recruitment and Benefits Administration) will, in collaboration with the HR Specialist (CCNPSC Support), support all phases of the recruitment processes for the USAID/Kenya and East Africa Mission and the Somalia Mission. S/he will provide timely responses to non-technical questions within prescribed guidelines in relation to the recruitment of Cooperating Country Nationals (CCN’s). Duties include but are not limited to drafting and posting solicitations, receiving and screening applications, setting up Technical Evaluation Committee (TEC) meetings, arranging interview appointments for candidates, administering written technical tests, and is responsible for maintaining recruitment files and HR records. The incumbent will also be responsible for CCN employee Benefits Administration which include Medical, Life Insurance, Pension and US Dollar Loan. S/he performs various HR functions and provides support to HR Unit as required.

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.: 23-97

2. ISSUANCE DATE: July 17, 2023

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: August 4, 2023 (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: Human Resources Assistant (Recruitment & Benefits Administration)

6. MARKET VALUE: Equivalent to FSN-07 Step 1 (1,726,077.00 KSH per annum) to Step 13 (2,934,333.00 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.

7. PERIOD OF PERFORMANCE: 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. It is anticipated that the selection of the successful candidate will be completed within an estimated six-month period from the closing date of this solicitation.

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

9. ELIGIBLE OFFERORS: Open to qualified Kenyan Citizens, including 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 to be Performed

A. Recruitment 70%

• The HR Assistant obtains Technical/Support Office Director’s approval to initiate a recruitmentprocess after receiving a fully classified Position Description and verifying that the requiredapprovals and paperwork are in order.

• Draft and advertise vacancy announcements (solicitations) for Personal Services Contract (PSC)job opportunities through the agreed/appropriate channels (e.g., USG Nairobi employees, MyjobsinKenya, ReliefWeb, Glassdoor, Somalia NGO Consortium, Linkedin, Devex, Newspapers, etc.). Proofreads outgoing correspondence to ensure they are in proper format, consistent with Mission style requirements, properly addressed, etc. The incumbent will work closely with the Documentation, Outreach and Communication Team to publicize solicitations on the two Missions’ social media platforms - Facebook and Twitter. Works closely with Technical/Support Offices and
the Executive Office Procurement Team to process GLAASS actions for solicitations that require payment. Supports the HR Specialist (American Services) to publicize job solicitations.

• The incumbent receives and screens job applications using set evaluation criteria. Completes short-listing of offerors and provides qualified and eligible candidates pools to a Technical Evaluation Committee (TEC) panel for further offeror evaluation. The incumbent coordinates the evaluation process with the appropriate TEC serving as the HR representative on these TEC panels.

• Prepares a TEC package and shares with it with the TEC panel members. The incumbent schedules and organizes a TEC briefing to ensure that the Executive Officer briefs all TEC members before they commence the evaluation process.

• The HR Assistant coordinates and manages the entire recruitment process – scheduling interviews, communicating with the applicants and candidates, scheduling meeting rooms and relevant IT equipment for tests and interviews, proctoring technical assessments, reviewing TEC memos, processing reference checks, and sending regret letters to unsuccessful candidates. 

• The incumbent is responsible for providing weekly recruitment updates to Office Chiefs and recruitment reporting to the Mission Director’s Office and Executive Office (as requested) as well as maintaining various Recruitment trackers.

• Initiates personnel actions using the Oversees Personnel System (OPS) for the recruitment portfolio as required.

• Maintains confidential personnel records, HR databases and archives, to ensure data and files are accurately stored and updated in compliance with the established standards in the Agency Secure Image and Storage Tracking System (ASIST), HR PDrive, Google Docs and Personnel files as required.

• Compiles HR data relating to the recruitment/selection portfolio for the annual Local Compensation Plan Questionnaire (LCPQ).

• The incumbent has access to and is responsible for managing the Human Resources mailbox to provide timely responses to unsolicited requests for employment.

• Backstops the HR Specialist (CCN Services) on recruitment actions and the HR Assistant (EFM) in his/her absence.

B. Benefits Administration 20%

The HR Assistant is responsible for the administration of CCN benefits (Medical, Pension, Life Insurance, US Dollar Loan). S/he will;

• Support the administration of the medical and life insurance schemes to enroll new members and prepare contract modifications for payroll action to recover premium payments. The incumbent will be the point of contact between the Missions, the Insurance company and State Human Resources team. S/he will distribute all medical correspondence received from the insurance company to employees.

• Prepare personnel actions (JF62), budget estimates and contract modifications (SF30) for additions and removal of employees and/or their dependents.

• Support the administration of the pension scheme by processing paperwork to enroll new employees into the scheme when they join employment and to remove employees who exit employment with the U.S Government from the scheme. S/he will update beneficiary forms and ensure action for the Additional Voluntary Season (AVC) is completed and cable to Charleston processed.

• Supports the administration of the US Dollar loan benefit by receiving and routing paperwork for clearance and cable preparation.

• Ensures that the staffing pattern, specifically the dependents list, is kept up to date and responds to data calls from Human Capital Talent Management (HCTM) and the Oversees Personnel System (OPS).

C. General HR Administration 10%
• The HR Assistant will prepare personnel letters, memos, notices, announcements, and other official documents including Bank introduction letters for new employees, employment confirmation letters for employees as requested and certificates of service for all employees leaving the organization.

• Ensures that all equipment (scanners, copiers, shredders) in the Human Resources Office is in good working order and contacts the relevant offices (Executive Office Information Systems Division and Communications and Records teams) to ensure repair or replacement when necessary.

• Responsible for replenishing and maintaining sufficient HR Office supplies and stationery levels (including printing paper, writing pads and pens etc.) and keeps supply cabinets in order. 

• Point of contact for annual vital records reporting in coordination with the Executive
Office/Communications and Records (C&R) Team. Timely initiation of form 502-4, identify types of records and location in the HR office.

• The incumbent serves as the alternate GLAAS Requestor for HR actions and requests.

• Backstops the HR Assistants (Contract Administration) to ensure that employment security forms are filled. S/he will prepare the Regional Security Office (RSO) memo and confirm the background investigation (BI) date to the new employee. Backstops the HR Assistant (Training, Performance Management & Awards) on the performance management portfolio.

• Backstops the other HR Assistants in the preparation of various personnel.

Supervision Received
The Human Resources Assistant is directly supervised by the Deputy Executive Officer. Work priorities/assignments and guidance on day to day recruitment activities will be detailed by the HR Specialist (CCN services), however, the incumbent will have a wide latitude in the performance of daily duties/responsibilities and the capacity to work independently with minimal technical/administrative supervision.

Supervision Exercised

None. Supervision of other employees is not anticipated.

PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

Prior Work Experience: Minimum of two (2) years of progressively responsible experience working in the field of human resources, business administration, or general management at an International Organization, Non- Governmental Organization, Embassy or Donor Agency is required.

Prior Work Experience: Minimum of two (2) years of progressively responsible experience working in the field of human resources, business administration, or general management at an International Organization, Non- Governmental Organization, Embassy or Donor Agency is required.

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.

- Job Knowledge (60 points)

The HR Assistant will have good working knowledge of HR concepts, principles and best practices as well as demonstrable knowledge of recruitment processes in a fast-paced complex environment. The position requires a good knowledge of standard personnel practices applicable to the full spectrum of personnel management from recruitment through retirement. Incumbent will have standard level of understanding the country’s insurance schemes and retirement plans. The incumbent must have a good understanding of general document preparation, as well as a general knowledge of office
administrative procedures and practices. The incumbent should have a good working knowledge of file management, mail handling, and correspondence formatting. S/he will bring a solution oriented approach to address recruitment and benefits challenges.

- Skills and abilities (40 points)

The HR Assistant must demonstrate excellent interpersonal and communication skills as well as the ability to work effectively (individually with little supervision and as part of the Human Resources team) in a fast-paced multicultural environment. S/he will have strong attention to detail and organization skills to handle and prioritize high volume requests in an effective and timely manner as well as the ability to adapt quickly to changing demands. The incumbent will have outstanding customer service/problem solving skills with a positive ‘can-do’ approach to work. Proficiency in the use of Human Resources Management Information Systems (HRMIS), Microsoft Office Suite (MS
Word, Excel, PowerPoint) and email/internet is required. 

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.

                   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. 

Offerors must provide a list of minimum three (3) professional references who are not family members or relatives, with complete name, title, organization where he/she works, description of relationship, with working/accurate telephone numbers and email addresses. The offeror’s references must be able to provide substantive information about his/her past performance and abilities.

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 www.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

The Contractor must observe Kenyan laws including those concerning income and related tax obligations.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing CCN and TCN 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/sites/default/files/documents/1868/aidar_0.pdf.

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.

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/OGE%20Regulations.

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].