Human Resources Specialist

Human Resources Specialist

GENERAL INFORMATION
1. SOLICITATION NO.: 72036723R10005
2. ISSUANCE DATE: 06/30/2023
3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 07/21/2023 (17:00 Nepal time)
4. POINT OF CONTACT: USAID/Nepal HR office, email at usaidnepalhr@usaid.gov
5. POSITION TITLE: Human Resources Specialist
6. NUMBER OF VACANCIES: ONE (1)
7. MARKET VALUE:. NRs. 2,908,154 to NRs 4,653,050 equivalent annual base salary. Final compensation will be negotiated within the market value for the position equivalent to FSN-10 level in accordance with AIDAR Appendix J and the Local Compensation Plan (LCP) of U.S. Embassy-USAID/Nepal. The LCP consists of the local salary schedule, which includes salary rates, authorized fringe benefits, and other pertinent facets of compensation.
8. PERIOD OF PERFORMANCE: Estimated to start o/a November 1, 2023 through o/a October 31, 2028 Employment under this contract is of a continuing nature. Its duration is expected to be part of a series of sequential contracts; all contract clauses, provisions, and regulatory requirements concerning availability of funds and the specific duration of this contract shall apply.
9. PLACE OF PERFORMANCE: Kathmandu, Nepal
10. ELIGIBLE OFFERORS: All interesting candidates – Cooperating Country Nationals (CCNs) AIDAR, Appendix J. 1 (b) Definitions:
(6) “Cooperating country “means the country in which the employing USAID Mission is located.
(7) “Cooperating country national” (“CCN”) means an individual who is a cooperating country citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
11. SECURITY LEVEL REQUIRED: Facility and computer access

12. STATEMENT OF DUTIES
The position is in the Human Resource Unit; one of the four (4) customer service divisions of the Executive Office at United States Agency for International Development (USAID)/Nepal. Under the general supervision of Supervisory Human Resources Specialist and in support of Supervisory Executive Officer (S/EXO) the Human Resource (HR) Specialist assists with the full range of management and delivery of effective personnel, administrative and logistical support services for the USAID/Nepal. Assists the S/EXO, and the Supervisory Human Resources Specialist with the management of the day-to-day operations for USAID/Nepal Mission by coordinating activities between the various USAID offices as well as routine communication and liaising with Department of State (DoS) sections and provides guidance and advice to USAID staff as needed.

The HR Specialist exercises sound judgment in contributing to management decisions and in the formulation of expert opinions and advice to senior management in collaboration with the S/EXO and Supervisory HR Specialist by ensuring compliance with procedural, policy, legal, regulatory frameworks. The HR Specialist maintains contacts with the multiple EXO support sections, primarily Communications & Records (C&R), Travel, and Information Resource Management (IRM), in the coordination of administrative operations and logistical activities to ensure they are carried out properly and within appropriate time limits and coordination with ICAAS/Travel; ICAAS/Procurement; ICAAS/Motor Pool. The job holder may be expected to perform work-related travel.

The Major Duties and Responsibilities include:
USAID/Nepal staffing consists of U.S. Direct Hires (USDHs), U.S. Personal Services Contractors (USPSCs), Third Country National Personal Services Contractors (TCNPSCs), and Cooperating Country National Personal Services Contractors (CCNPSC) employees. Human resource management services include workforce planning, coordinating, processing recruitment and appointment and issuance of personnel actions, processing classification actions under the MClass, benchmarking US and TCN positions, maintenance of the Mission Staffing Pattern and other staffing records and projections, orientation and personnel processing of incoming and outgoing employees, operation of various awards program, participating in the mentoring program, PSC performance evaluation program, the CCN Medical Plan, coordinating Mission hosted trainings, and preparing various periodic and non-recurring reports to support USAID/Nepal programs and human resources.

Serves as the HR Specialist for USAID/Nepal responsible for the effective management of human resources services, advises and assists the S/EXO and the Supervisory HR Specialist in the planning, directing, administering and management of USAID/Nepal Mission human resources unit. The HR Specialist monitors the overall performance and is charged with ensuring that mission human resources actions are in compliance with USAID procedural, policy, legal, regulatory frameworks. Under general operations management, the HR Specialist is responsible for managing the Personal Services Contractor’s (PSCs) contracting actions, including CCNPSCs, USPSCs -offshore and resident and TCNPSCs, that are Operating Expense (OE) or program funded and completing the following functions:

PSC Position Classification, Recruitment, and Contracting: (60%)

1. Personal Services Contract Classification
The Specialist manages the USPSC, TCNPSC and CCNPSC classification process for the USAID/Nepal Mission. Review with supervisors to ensure that position descriptions (PDs) are accurate, and that current PDs are on file for all employees. As a certified evaluator, prepare documentation for the Mission Classification System (MClass) classification process application including conducting job analysis interviews with job holders and, as necessary, with supervisors to gain an in-depth understanding of the duties and responsibilities of the position being evaluated. Ensure that the Job Discussion Help Sheet (JDHS) is completed by the job holder and immediate supervisor to ensure accuracy and quality data. Meet with job holders and supervisors to explain and answer queries about the MClass implementation, e.g. effect on compensation in case of position downgrade, effective date of promotion in case of position upgrade, etc. Coordinate with Asia Bureau – Regional Human Resource Support Unit in Almaty, and USAID/Washington (USAID/W) the submission for approval of the MClass reports and results.

Consults with the USAID/W Database Administrator on problems with the MClass system. Serve as the Point of Contact for the MClass regional Human Resource Support Unit in USAID/Kazakhstan. Maintains a database of MClass implementation progress and results. Maintains a separate digital filing system for the MClass project.

For US/TCNPSC provide benchmarking guidance, review the draft document, and ensure its approval before soliciting.

2. Personal Services Contracts Recruitment:
Based on staffing needs category, review the solicitation request packages including budgets, Scopes of Work, and other documents for completeness, presence of necessary technical information, evaluation criteria, appropriateness as a PSC before Executive Officer’s approval; coordinate or confer with the originator to answer any questions regarding requirements. Prepare solicitation actions as directed under Automated Directive System (ADS) 309, the AID Acquisition Regulation (AIDAR) – Appendix D and J, and the Locally Employed Handbook.

Obtain the funding information from the Office of Financial Management, complete USAID specific PSC procurement actions utilizing USAID’s Global Acquisition and Assistance (GLAAS). USAID mandates that all non-International cooperative administrative support services (ICASS) supported procurements be completed in System GLASS. Initiate Requester procurement actions – solicitations, requests for quotation (RFQ), and other procurement documents as necessary for all non-administrative procurements prior to and after procurement action – in the GLAAS or Procurement & Supply chain software – ARIBA for ICASS supported procurements. Liaise/coordinate with the ICAAS/HR to ensure that USAID procurements are accurate and ordered in a timely manner. Ensure posting of vacancy announcements in the local newspapers and in other outlets such as Beta.Sam in compliance with USAID procurement guidelines.

Complete compliance checks, organize and coordinate technical committees for the review of proposals, interviewing schedules and testing, provide selection committee support, obtain technical reports for contracting actions.

Field level recruitment support: The Specialist will be one of the POCs to organize and carry out all aspects of the recruitment efforts at the field level when needed. The tasks will include coordinating announcement and implementing recruitment at the targeted regionals and communities, especially for recruitment of field level staff at various geographic regions.

3. Personal Services Contract – Contracting
The Specialist assists the S/EXO or Supervisory HR Specialist in salary negotiations by preparing statements of offer, offer letters or reports prior to submission to the S/EXO for signature. Coordinate security and medical processes. The Specialist draft and/or reviews all PSC actions drafted by subordinate; prepare contract documents, memoranda of negotiations, regret letters, and other documents that are required under the ADS 309 guidelines to ensure the completeness of personnel folders. Ensure the signing, distribution and completion of contracts renewals, employee orientation, and closeouts actions. Assist in the development of Individual Development Program as part of employee’s career development for local personnel, including
counseling, identification of training opportunities, coordinating Mission-specific training programs, and fellowships. Maintain a tracker of encumbered, vacated, and new positions.

General Human Resources Administration (40%)

1. New Staff Orientation: Develop and provide employee orientation regarding Executive Office services for new staff and arrange appointments with other offices for such orientation.
2. Performance Evaluation Process: Manage the performance evaluation process, the processing of personnel related documents such as cables that affect personnel actions, reassignments, disciplinary actions, resignations, terminations and retirements of staff, and initiate closeouts actions in accordance with contract close-out procedures. Ensure annual performance evaluations are accomplished by providing due date notifications to supervisors and reminders of late reports. Review performance evaluation reports to ensure that the performance rating is supported adequately in the supervisor’snarrative summary. Advise and explain to supervisors/rating officers the performance evaluation process, including probationary ratings, unsatisfactory or substandard ratings, performance factors, employee statements, reviewing statements, rating period, and all other pertinent policies, rules, and regulations.
3. CCN Medical Plan: Coordinate with the STATE/HR the medical insurance coverage for all CCN employees. Provide detailed information to employees, such as authorized clinics, allowable medical expenses, hospitalization benefits, contact persons in case of emergencies.
4. CCN Health and Accident Coverage (HAC) travel insurance: Ensure that CCNPSCs are covered under the USAID/W Health and Accident Coverage (HAC) travel insurance.
5. Mission Incentive Awards Program: Provide information and guidance on available awards, criteria, and procedures for nominating employees for awards and consolidate award nominations. Ensure that award nominations are prepared in the correct format, coordinate with STATE/HR on the submissions and processing of Mission award nominations and the preparation for award ceremonies. Consolidate on-the-spot cash awards, prepare certificates, and obtain funding from the Office of Financial Management (OFM) the payment of. Keep track of all records for the annual processing of awards, maintain a spreadsheet and database containing records of awards processed for all employees, liaise with USAID/W Asia Bureau the processing of award nominations for USDH employees.
6. Personnel Files and Records: Serve as custodian of all personnel folders, maintain a checklist to ensure all required documents are filed in Agency Secure Image and Storage Tracking System (ASIST), including memoranda of negotiation, security and medical clearances, contract and contract modifications, position advertisements, selection processes, transmittal cables for personnel actions, employee performance evaluation reports, etc. Update the personnel database which contains individual employee personal information, such as check in/out forms and documents, arrival/departure notices, dependent information, emergency contacts, next of kin, security clearance date, contract expiration, entrance on duty, training courses taken, awards received, etc. Update, reviews and maintains Mission policies, procedures, and guidelines regarding human resources in the form of Mission Orders.
7. Policy Matters, employee relations and advisory services: Originate best-practices, analyze requirements, and make administrative and technical recommendations to the S/EXO and D/EXO for Mission Management consideration. Continuously evaluate organization and the provision of services to ensure the best utilization of material and human resources, assist with drafting of Mission Notices and Mission Orders, and other correspondence from the S/EXO and the D/EXO. Develop and identify sources of difficulties and take action to amend situations; ensure that complaints are handled expeditiously and equitably, and that the Agency’s and post’s grievance procedures are well understood and operable, assuring an active support of equal employment opportunities. Ensures timely and accurate updates to USAID staffing databases, monitors the annual filing of mandatory financial disclosure reports by eligible staff

   Provide guidance, advice and assistance to employees on a wide variety of personnel matters, such as local social security benefits, retirement, recruitment, appointment, probation period, and separation, local labor practices, laws and regulations, ensurebeneficiary forms and staff emergency locator information remain current, interpret and disseminate information to PSCs on a wide variety of personnel matters, such as post assignment privileges, home leave/annual leave/rest & recuperation (R&R)
   regulations and procedures, training information, repatriation.

   Contribute to regular and any special reports on personnel issues required by Management, Embassy, AID/W and others such as staffing projections for the Annual Report, providing information to the Embassy HR/O to complete the FSN compensation questionnaire required by State HR, employee and dependents list for the medical insurance provider, MClass clean-up Report for M/HR/USAID/W and HRSU, list of separated CCN employees during the calendar year for the RSO, Consular.

Supervisory Relationships/ Supervisory Controls
The Specialist reports directly to the Human Resources Specialist (FSN 11) or his/her designee. The Specialist is expected to work under the minimal supervision and uses professional judgment to decide priorities and handle the difficult situation. Under the general direction of the Human Resources Specialist and the Executive Officer, performs a full range of highly professional and technical activities in HRD and personnel management fields with a high degree of delegated authority for independent action. Employees are expected to administer functional activities under established regulation and procedures independently. Work is reviewed for conformance with policy and the goals set by management. Supervision of other employees is not currently contemplated. May be asked to supervise other personnel within the EXO as needed.

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

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

a. Education: A minimum of Bachelor’s degree in a field of study closely related to human resources, personnel administration and management is required.
b. Prior Work Experience: Minimum of four years of progressively responsible experience in the field of Personnel Management and human resources development is required, including experience leading personnel operations in Government, Non-Government, Private sector and/or international organization.
c. Language Proficiency: Level IV (Fluent) Speaking/Reading/Writing English and Nepali is required.
d. Job Knowledge: A thorough knowledge of the concepts, techniques and practices of Human Resources Development and Personnel Management is required. The Specialist must be able to develop through coaching and training an in-depth knowledge of applicable laws and agency regulations and instructions, related to management and personnel programs. Must have a sound knowledge of basic managerial principles and the ability to apply these principles/practices when applicable, the ability to provide effective leadership and ability to provide appropriate counseling. The Specialist must be able to develop and demonstrate thorough knowledge of AID & USG regulations relating to management, personnel and contracting including FAR, AID Handbooks standardized regulations and FAM. The job holder is required to have some familiarity with local labor law as it relates to employment under contracts.
e. Skills and Abilities: The Specialist must demonstrate an ability to plan, develop, manage, and supervise a full range of personnel operations. The ability to establish and maintain contacts with senior level USAID officials, Embassy personnel and among professional counterparts within the business community is essential. Demonstrated capacity to inspire confidence of both local employees and U.S. personnel at all levels to facilitate effective working relationships is required. The Specialist must be able to develop creative approaches to dealing with problems or matters for which there is little precedent. An ability to work under pressure and under difficult situations is a characteristic of the job. The Specialist must be able to handle sensitive personnel issues and concerns tactfully and diplomatically, while maintaining confidentiality and trust.  The Specialist must be a good team player and complement the team’s strengths as well as be able to independently complete tasks and activities when needed.

The Specialist must be able to promote a work environment that fosters respect for each other, equity, diversity, and inclusion and that does not tolerate harassment, exclusion, and inequality. The Specialist must develop an understanding and appreciation for diversity and inclusion and actively participate in enhancing work force diversity through USAID/Nepal recruitment efforts.

Foreign Service National Security Certification and medical clearance: The ability to obtain the required foreign national security certification and medical clearances for the position is considered a minimum qualification. See section V below.

III. 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 (TEC) 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.

Following the application packages initial screening by the USAID/Caucasus HR Unit, the offerors meeting the minimum qualifications (see section II above) will be evaluated by the TEC and may be invited to participate further, including a language examination, writing test, and potentially interview. Any offeror not receiving satisfactory reference checks will no longer be considered for the position.

Candidates will be evaluated and ranked based on the following selection criteria to a maximum score of 100 points:

1) Work Experience/ 20 points:
Demonstrated experience in human resource management and/or administrative functions, to include personnel planning, analysis, budgeting, operating procedures, contracting, procurement and/or logistics and any combination thereof. Also, payroll processing and staff onboarding logistics.

2) Knowledge/ 40 points:
Knowledge of concepts, techniques and practices of Human Resources Development and Personnel Management along with a working knowledge of human resource development context of Nepal and local employment terms and conditions and labor laws.

3) Skills and Ability / 40 points:

• Ability to provide effective leadership and appropriate counseling to employees seeking assistance.
• Ability to manage competing priorities and work under pressure.
• A capacity to inspire confidence of both local employees and U.S. personnel at all levels to facilitate effective working relationships and effective customer services.
• Ability to develop creative approaches to dealing with problems or matters for which there is little precedent.
• Skills and ability to handle sensitive personnel issues and concerns tactfully and diplomatically, while maintaining confidentiality and trust.
• Ability to work independently and as a team as required by the job.
• Computer skills in using spreadsheets and PowerPoint, including the ability to obtain, analyze, and evaluate a variety of data, and to organize and present information to others is required.
• Ability to promote a work environment that fosters respect for each other by contributing towards fair and equal treatment to all staff and through maintaining open communications.

TOTAL: 100 points
Reference check (Pass/Fail)
Negotiations will be conducted with the most qualified/ highest-ranked offeror at the conclusion of evaluations.

IV. SUBMITTING AN OFFER
a. Eligible Offerors are required to complete and submit a resume and application form DS-174.DS-174 application form in English is available on the following link:  https://eforms.state.gov/Forms/ds174.PDF

b. Additionally, offerors must provide a cover-page of approximately 500-750 words (1 page), expressing how the offeror’s qualifications meet the evaluation and selection factors (per section III above).

Offerors who do not submit any of the required documents (resume, DS- 174 and a cover-page) as mentioned above will not be considered further.
c. Offers must be received by the closing date and time specified in section I, item 3, and submitted to the Point of Contact in section I, item 4: usaidnepalhr@usaid.gov
d. Offeror submissions must clearly reference the Solicitation number and interested specific technical area on all offeror submitted documents.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD
e. Once the Contracting Officer (CO) informs the successful offeror about being selected for a contract award, the CO will provide the successful offeror instructions about how to complete and submit the forms required to obtain medical and security clearances.
f. Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors – Please be advised that, upon award, the contractor will be required to follow the Mission policies and/or directives from the U.S. Department of State regarding COVID-19 requirements.

VI. BENEFITS/ALLOWANCES
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:

g. BENEFITS:

• Health Insurance Coverage for the selected candidate and immediate family members
• Variable Contribution Fund (18.33% of the annual base salary)
• Annual Bonus payment (1/12 of annual base salary)

h. ALLOWANCES:
– Miscellaneous allowance NRs. 68,000 annually

VII. TAXES
Local Employed Staff are responsible for paying local income taxes.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCNPSC and TCNPSC awards are available at these sources:

i. 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
j. 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

k. 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
– AAPD 21-04 Revision 3 – Executive Order 14042 on ensuring adequate COVID-19 Safety Protocols for Federal Awards – June 6, 2022
AAPD No. 21-04, ATTACHMENT 4 – Letter for contracts with performance requiring physical access to USAID domestic facilities.
AAPD No. 21-04, ATTACHMENT 5 – Letter to Individuals with Personal Services Contracts
AAPD No. 21-04, ATTACHMENT 6: Overview of Applicability of FAR 52.223-99

– AAPD 21-01 – Applicability of FAR 4.21 to USAID personal services contracts with individuals under the AIDAR Appendices D and J- March 26, 2021
– AAPD 20-08 – Leave and Holidays for CCNPSCs and TCNPSCs, including country leave for qualifying posts for eligible TCNPSCs- December 22, 2020
– AAPD 06-08 AIDAR, Appendices D AND J: using the optional schedule to incrementally fund contracts-June 23, 2006
– AAPD 03-11 Revision of Contracts/Contract Procedures for Personal Services Contracts with Foreign Service Nationals (FSNs) to Work in Iraq and Afghanistan – 12/02/03

l. 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

m. 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: PSCOmbudsman@usaid.gov.

USAID/Nepal is an equal opportunity employer committed to a staff composition that reflects the social and ethnic diversity of Nepali society. We believe that social inclusion and diversity contribute to excellence. USAID/Nepal makes hiring decisions without regard for gender, gender identity, caste, race, ethnicity, disability, marital status, age (if over 40), or sexual orientation. Applicants from ALL backgrounds are encouraged to apply.