The USAID/Haiti Human Resources Unit comprises a 7-person team and is expected to assume the full management and administrative functions for all categories of personnel (i.e., U.S. Direct Hire {USDH}, U.S. Personal Services Contractor {USPSC}, Cooperating Country National {CCNPSC} and Third Country Nationals {TCN}) within the Mission.

This position is located in the Executive Office (EXO) of USAID/ Haiti and reports to the Human Resources Specialist on the EXO/HR team. The incumbent is responsible for providing the full range of contracting and HR-related support services to all categories of USAID/Haiti employees.

Incumbent is responsible for maintaining all CCN Personal Services Contracts – including preparing contracts and modifications, ensuring contracts are funded, verifying budgets, maintaining records, and completing contract files in accordance with the AIDAR and the ADS. In addition, the incumbent provides backup support to the CCNPSC Supervisory HR Specialist on all USPSC and TCNPSC contracting actions.

Incumbent will oversee the administration of personnel data in Mission’s assigned application Overseas Personnel System (OPS) and the Agency Secure Image and Storage Tracking (ASIST). In addition, the incumbent will be responsible for processing Merit Based Compensation (MBC) rewards.

Incumbent will also assist EXO management team with onboarding and offboarding actions and yearly renewals of benefits and allowances for USDHs and USPSCs.

Serve as the point of contact for the full range of the Mission CCNPSC contracting processes.

Prepare Memorandum of Negotiation for each CCNPSC or contract modification; review the Excluded Parties List System at www.sam.gov and the OFAC Sanctions list to ensure the contractor is not listed.

Serve as the point of contact for the full range of functions associated with CCNPSC employees’ performance evaluations. In addition, the incumbent thoroughly reviews marginal evaluations to identify appropriate follow-on action(s) and provide technical guidance to supervisors, as appropriate. Track and send reminders to rating officials for annual and interim Performance Evaluations for CCNPSCs and prepare and transmit JF-62s to authorize Within-Grade Increases (WGIs). Prepare reports of past due employee performance evaluations for the Sup. HR Specialist and Deputy EXO (D/EXO) review and follow-up action.

Provide advice and guidance to all levels of employees on the Post Merit Based Compensation (MBC) program e.g., procedures, policies, the status of end of year evaluation reports, and complete Annual Work Plans (AWP), Mid-Year Discussions (MYD), interim evaluation reports and Employee Performance Reports (EPR).

Provide answers to employees on the MBC system throughout the process, as required. Process End of Year Calculations/Reward for MBC including gathering data; coordinating all required actions and steps with the Global Financial Service Center (GFSC) for payment of rewards to employees; reviewing each step to ensure integrity and veracity of all MBC Rewards; and preparing notification letters at the end of year to staff about their reward. Collaborate with the Office of Financial Management (OFM) regarding CCNPSC contracting funding actions and troubleshoot to resolve any issues.

Draft personnel actions (PAs) for CCNPSCs to submit to FM on step increase, promotion, termination/separation, retirement, transfer and leave without pay actions etc. Prepare budgets and contracts for new recruits according to the established contracting procedures. Ensure the contract is signed by both the contractor and the contracting officer (CO). Prepare arrival packets for new hires.

Track and generate reports on quarterly funding levels in the Phoenix system of all CCNPSCs to identify funding actions, as needed. Modify existing PSC contracts to obligate/and deobligate funds, increase the total estimated costs, extend the period of performance and/or termination actions, as appropriate. Review, draft budgets, and complete required tasks for CCNPSC contracts during the end of fiscal year (EFY) execution.

Initiate the close-out process for all CCNPSC contracts by completing contract completion statements, and coordinating with OFM and technical offices for signatures. Retire closed contract files to local storage. Inform CCNPSCs of eligible benefits upon separation/retirement/transfer. Provide all forms and coordinate with U.S. Embassy /HR Contracting Officer Representative (COR) on required processes for Variable Contribution Plan (VCP) of affected employees.

Manage and update all personnel records; keep CCNPSC files up-to-date and input information in the Overseas Personnel Services (OPS) system.

Manage and update all contract and personnel records; keep CCNPSC files up-to-date and input information in the Agency Secure Image and Storage Tracking (ASIST)system. Provide support to prospective USAID Special Immigrant Visa (SIV) applicants and review their documents; track and compile SIV package and collaborate with U.S. Embassy HR and Consular Officer SIV point of contact in order to ensure USAID applications are correctly completed. Serve as the secondary point of contact for the Mission and Embassy for ad-hoc and annual awards program and coordinate with USAID HR Assistant primarily responsible for the awards.

Education

At least two years of full time post-secondary study at a college or a university in Business Administration, Management or Human Resources is required.



Evaluations

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



Experience

A minimum of three (3) years of progressively responsible administrative and HR administration is required where emphasis was placed on customer service support, analytical, judgmental, and administrative abilities across the full range of functions performed by an HR Office. Prior experience in HR administration, customer relations and organizational planning in a mid-to large-sized organization (75-100+) is required. ?????



Job Knowledge

A strong practical and theoretical understanding of professional HR principles, practices and terminologies is required. As the Agency’s personnel management directives change, other knowledge will be gained through on-the-job training and from EXO management and the immediate supervisor. Demonstrated proficiency/knowledge of correct American English grammar, spelling, punctuation, paragraph, and sentence structure is required in order to prepare (in final form) required personnel correspondence, documentation, reports, and relevant forms, etc.





Skills

Strong administrative skills with a focus on attention to detail is required. Ability to speak and write effectively, listen to others, and respond appropriately is also required. Interpersonal and communications skills and the ability to work effectively, as a team member in a culturally diverse team environment is required. The incumbent must be a self-starter – able to work calmly, tactfully, and effectively under pressure. The incumbent must exercise tact and diplomacy in dealing with all levels of personnel within and outside the Mission. Ability to interpret policies, procedures, and regulations in order to make sound decisions and to react quickly to provide solutions is a must. The ability to follow oral instructions and to organize, prioritize and follow through on all assignments with minimal oversight is also required. Demonstrated proficiency in word processing, spreadsheets, databases and recordkeeping is essential. Able to effectively learn and use HR agency-specific software and maintain strict confidentiality and high ethical standards is required.



Language

Level IV (fluent) in English, French and spoken Haitian-Creole is required



Post Entry Training

Post entry training in the areas of HR will be focused primarily on the Agency’s established policies, procedures and regulations which govern HR functions and responsibilities particularly on USDH support and PSC contracting. On the job training will include Mission internal trackers and Agency systems such as E2, ASIST, GLASS, Phoenix, OPS and MBC.

Eligible applicants are required to complete this on-line application process and submit any applicable required documents by 11:59 p.m. Eastern Time (ET)] on the closing date of this announcement.

If applying on-line poses an extreme hardship, you must contact the human resources office no later than 2-3 business days prior to the closing date of this vacancy announcement. An alternative application method will be provided upon approval of the hardship notification. After this time, requests to apply via alternative methods will not be granted.

Please note that all required documents must be received by the closing date, via online or alternative methods, and that we will determine your eligibility and qualifications based solely on the material received by the closing date.

Current Resume

Diploma

2021-05-17