Human Resource Specialist, Accra

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Organization: United States Agency for International Development (USAID)

Country: Ghana

City: Accra

Office: USAID in Accra

ethics fringe benefits human resource management human resources office administration oral communication procurement public administration regional security senior manager social security contributions

Closing date: Monday, 29 August 2022

SOLICITATION NUMBER: 72062421R100018

ISSUANCE DATE: August 15, 2022.

CLOSING DATE/TIME: August 29, 2022. 11:59 p.m. Accra time

SUBJECT: Contractor (CCN PSC) – Human Resource Specialist

Solicitation for a Cooperating Country National Personal Service

(Local Compensation Plan)

Dear Prospective Offerors: The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.

Offers must be in accordance with Attachment 1, Sections I through V of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.

This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers.

Any questions must be directed in writing to the Point of Contact specified in the attached information.

Sincerely,

Amy Larsen Regional Contracting Officer

U.S. Agency for International Development No. 24 Fourth Circular Rd. P. O. Box 1630, Accra-Ghana

Tel: 233-302-741-200 Fax: 233-302-741-365 www.usaid.gov/west-africa-regiona

1. I. GENERAL INFORMATION
2. SOLICITATION NO: 72062421R100018
3. ISSUANCE DATE: August 15, 2022.
4. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 29, 2022. 11:59

p.m. Accra time.

4. POINT OF CONTACT: acpersonnel@usaid.gov
5. POSITION TITLE: Human Resource Specialist
6. MARKET VALUE: GHS 132,487.00 – GHS 205,351.00 p.a equivalent to FSN-10

In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Accra. Final compensation will be negotiated within the market value.

7. PERIOD OF PERFORMANCE: The period of performance is five (5) years, estimated to start about November 2022. The services provided under this contract are expected to be of continuing nature executed by USAID through a series of sequential contracts, subject to availability of funds, satisfactory job performance and need for continued services.
8. 8. PLACE OF PERFORMANCE: Accra, Ghana with possible travel as stated in the

Statement of Work.

9. ELIGIBLE OFFERORS: All interested candidates eligible to work in Ghana. Cooperating Country National (CCN) is defined as an individual who is a cooperating country citizen, or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
10. SECURITY LEVEL REQUIRED: Regional Security Office Clearance.
11. STATEMENT OF DUTIES
12. General Statement of Purpose of the Contract

As a member of the Human Resources Section of the Executive Office serving both USAID/ Ghana and USAID/West Africa Missions, as well as Non-Presence Countries, the incumbent is responsible for all aspects of US and TCN PSC contracting, numbering over 50 contracts throughout West Africa, including but not limited to solicitation, recruitment, negotiation, contract preparation, contract administration, termination and close-out. The incumbent also provides backstop support on Cooperative Country National Personal Service Contracts (CCNPSC) actions.

Under the direct supervision of the Supervisory Human Resources Specialist, and general supervision of the Supervisory Executive Officer, the incumbent of this position serves as the HR expert on all phases of PSC contracting (USPSC, TCNPSC, and FSNPSC).

2. Statement of Duties to be Performed.

75 %

1. PSC preparation and administration Primary responsibility is for the Personal Services Contracting process, from the preparation of the GLAAS requests for OE funded and program-funded PSCs, to position grading; to the decision as to which PSC mechanism is best suited for mission needs. It also involves the recruitment process, completing negotiations with the selected candidate, and the creation of Negotiation Memoranda, as well as the preparation and processing of the contract for signature. Also critical is ensuring that all appropriate processes and documents (security and medical clearances, emergency locator information, etc.) are completed and appropriate documents are placed in the contract file before contractor travels to post. Specifically the incumbent: 1. Prepares administrative package for recruitment approval of the Executive Officer. In accordance with position description, develops solicitations for internationally-recruited positions and/or position vacancy announcements (PVA) for Resident/Local Hire positions. Responsible for posting solicitations on Federal Business Opportunities Website in accordance with USG requirements and PVAs ensuring the widest possible distribution (including posting on USAID/Ghana/West Africa website, community newspaper, Mission staff, USAID contractors and grantees, etc); gathering applications, and preparing memoranda for submission to the office directors. Participates in preparation of test tasks as requested, arranges for and administers necessary testing to reveal candidates’ possession of required skills. Schedules and arranges interviews. Ensures applicants are informed as to status of their candidacy. 2. Liaises with requesting office and the selection committee to ensure all members are familiar with procurement integrity rules and that interview questions and score sheets properly reflect skills and knowledge advertised in the solicitation. Once the Selection Committee has made its selection, the incumbent negotiates salary, based on a combination of factors, including the position’s grade, the experience level of the selectee and the salary history of the candidate and prepares the selection memorandum. He then prepares all contract documentation in accordance with the rules established by AIDAR Appendix D for US/PSC candidates or Appendix J for TCN/PSC candidates. He then ensures that pre-contract requirements, such as security and medical clearances and other AIDAR checklist items are completed; estimates contract budgets, consults with technical offices to ascertain the amount available for obligation, drafts complete contract awards to meet the specific requirements of the position and reflects the negotiated offer and circulates documents as appropriate for clearance and signature. Once signed, ensures that contract is properly distributed and filed. Accuracy and timeliness in processing of contracting actions, as well as the safeguarding sensitive procurement information, are absolutely critical. Ensures that proper documentation is completed and placed in appropriate files. Develops, maintains and provides weekly updates to appropriate officials on all current USAID/Ghana and USAID/WA PSC recruitment actions. 3. Establishes and maintains tickler-files on time-sensitive follow-up actions (particularly due contract modifications) relating to the entire dual-mission PSC workload. For each modification, determines how much extra salary/benefits funding is required, and in consultation with technical office increases the contract budget and secures additional funding or reallocates existing budget. For contract modifications involving promotions and/or step increases, ensures that eligibility requirements are met. Alerts operational units well in advance of upcoming contractual requirements and advises them on deadlines as well as the proper format and contents of requisition documentation.
2. Requests performance evaluation reports on US/TCN PSC employees from supervisors one month in advance the contract action is due, providing copy of the performance evaluation form and follows up to ensure evaluation is completed and submitted to the Personnel Section by established deadline. As necessary, brings performance evaluation issues to the attention of Personnel Specialist and/or Executive Officer. 5. Provides operational units with the budgets for Program-funded requisition requests and executes such for OE-funded PSCs. Advises and, when required may provide training to budget staff of the technical offices on estimating contact costs as regards to compensation, benefits and entitlements for three different categories of personal services contractors. Reviews draft requisition requests to ensure logistical and program support requirements are specified and adequately budgeted. 6. Ensures PSC actions are completed prior the effective date. Thirty working days in advance of the date contract action is due, sends request (for US/TCN PSC) for employee’s performance evaluation to supervisor providing with PER form and current position description for review. (Timely submission of evaluation reports is a matter of critical importance, as certain contract modifications, such as promotions, cannot be processed retroactively, and failure to submit the report prior to the due date may result in delayed promotions which cause morale problems). Advises rating officials and rated employees on performance evaluation issues and ensures the reports are submitted to MS/PER in a timely manner. Meets with supervisors/employees as requested to discuss performance problems and provides advice in handling potential formal disciplinary action(s). Brings complex performance evaluation problems to the attention of the Executive Officer when necessary. 7. Oversees/directs process of closing out those contracts which have expired and/or been terminated. Ensures appropriate preparation and circulation of close-out forms to appropriate offices for action. Ensures that unexpended funds are de-obligated. Closes and retires contract files in accordance with established procedures. When requested by the technical office, processes contract replacement authority cases. 8. Provides backstop support on all aspect of CCNPSC personnel administration and contracting, and USDH personnel actions. B. Policy Development and Advice The incumbent is the first point of contact for US and TCN PSC employees regarding regulations (FAM, FAH, AIDAR) and internal policies regarding their contract. Advises the EXO on type and timing of benefits allowed in the contract. Works closely with USAID HR Specialist and Embassy HR personnel to streamline information and forms required for new staff arriving at post and for those departing. Advises Mission management on policies and regulations related to PSC personnel and assists with the drafting and preparation of Mission Orders and notices related to personnel. Ensures that all policies are in compliance with USG and USAID regulations. Maintains strictest confidence in all personnel matters. The contractor is eligible for temporary duty (TDY) travel to the U.S., or to other Missions abroad, to participate in the “Foreign Service National” Fellowship Program, in accordance with USAID policy. 3. Supervision Received: Work is performed under the general administrative direction of the Supervisory Human Resources Specialist and at times, the Supervisory Executive Officer, and25%

Deputy Executive Officer. The incumbent is expected to work with minimum administrative and technical oversight. Unusual situations require consultation with or are referred to the Supervisory Executive Officer (and/or Contracting Officer) for his/her approval or directions.

4. Supervision Exercised: None
5. PHYSICAL D E M A N D S : The work requested does not involve undue physical demands.
6. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

In order to be considered for the position, a candidate must meet the Minimum Qualifications. Applications will be pre-screened and only those that meet the Minimum Qualifications will be considered. These are the minimum qualifications necessary to be considered for the position: a. Education: University degree or equivalent in Human Resources; Public Administration; Business

Administration with options in Administration, Management or Human Resources; Industrial Relations; or Social Science.

1. Prior Work Experience: Minimum of four (4) years of experience in the field of Personnel Administration, contracts administration, and/or office administration /management with an international organization is required. At least two years of such experience must have included substantive work in an English-language work situation, in a USG or other international organization.
2. Language Proficiency: Fluency in English is required. Language proficiency may be tested.

III. E VALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with

F AR 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 F AR 1 5.306(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 evaluation and selection criteria of the selected candidate will be based on a review of his/her qualifications, work experience, knowledge, skills and abilities, and level of language required. The applicants who obtain the highest score based on the criteria defined may be interviewed and may also be required to pass a written test. The security clearance and medical clearance is required for the top-ranking candidate, after conducting and receiving the positive reference checks.

Prior Work Experience: (30 points)

Proven experience in providing expert advisory and consultancy services in human resource management, contract administration, an/or office administration/management within a large organization.

Proven experience in undertaking research and investigations and providing reports/submissions with appropriate recommendations, which demonstrate high level research and analytical skills and the ability to apply logical thinking to complex problems and provide innovative and effective solutions.

Proven ability to work independently within a team environment under broad direction and to manage assigned duties, exercise initiative, set priorities, meet deadlines often in a context of competing priorities and quality delivery. Must be able to respond positively and flexibly to new ideas and changing environments

Skills and Abilities required (30 points)

Demonstrated interpersonal skills which facilitate effective working relationships with team members, Senior Managers and other staff including the ability to establish and maintain empathy, integrity and complete confidentiality.

Possess well-developed administrative and organization skills to effectively manage high volumes of

work and determine priorities and meet deadlines.

Demonstrated ability to exercise sound judgement and interpret regulations to current situations is

required.

Must have excellent computer skills in the use of word processing system, Excel, and other MS

Office Applications. 3.

Knowledge Required: (30 points)

The Specialist must demonstrate thorough knowledge of personal contracting procedures and/or

regulations.

A good understanding of HR software and or Enterprise Reporting Systems.

A good knowledge of basic accounting principles to develop budgets for Personal Services

Contracts, and other financial worksheets is required.

Must have knowledge of the principles and practices of Equal Employment Opportunity and

Ethical Conduct.

Communication Proficiency (10 points):

Must possess excellent verbal and written communication skills that enable effective and appropriate communication with a broad range of people at all levels. Must have clear oral communication skills to connect with a variety of internal and external audiences.

Excellent interpersonal skills and flexibility in working various schedules to meet deadlines and

assignments from a variety of professionals.

Demonstrated ability to communicate both verbally and in writing, research and analyses problems,

consult, liaise and negotiate with a broad range of people.

Total Possible Points: 100 points

After the closing date for receipt of applications, all applications will initially be screened for conformity with minimum requirements and a shortlist of applicants developed. Applications from candidates which do not meet the required selection criteria will not be scored.

A committee will be convened to review the shortlisted applications and evaluate them in accordance with the evaluation criteria. Only shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants.

USAID reserves the right to interview only the highest ranked applicants in person or virtually OR not to interview any candidate. The Agency retains the right to cancel or amend the solicitation and associated actions at any stage of the recruitment process. Reference checks will be conducted by Human Resources only for the successful candidate. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the application Letter.

1. SUBMITTING AN OFFER
2. Eligible Offerors are required to complete and sign the offer from AID 309-2 (OFFEROR

INFORMATION FOR PERSONAL SERVICES CONTRACTS WITH INDIVIDUALS) which is available at the following link: https://www.usaid.gov/documents/offeror-information- personal-services-contracts-individuals-aid-309-2 or https://www.google.com/search?q=usaid+aid+309-2 and upload it during the application process.

2. Offerors must also upload a signed cover letter and a resume or CV.
3. Offers must include a minimum of three (3) and a maximum of five (5) professional references

with telephone and e-mail contacts, who are not family members or relatives. The applicant’s references must be able to provide substantive information about his/her past performance and abilities. At least one reference provided should be a current or former supervisor.

4. Offerors must attach a two-page supplementary document with written responses to the Evaluation

Factors listed under Section III.

5. Submit relevant educational certificate(s) and work permit or residency permit.
6. Offers must be received by the closing date and time as shown on the cover page and submitted via

email to acpersonnel@usaid.gov.

7. Offeror submissions must clearly reference the Solicitation number on all offeror submitted

documents, which must be in English

LIST OF REQUIRED FORMS PRIOR TO AWARD

The Contracting Officer (CO) will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award: 1. Medical History and Examination Form (Department of State Forms) 2. Security Clearance 3. Finger Print Card (FD-258

1. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a CCNPSC is normally authorized the following benefits and allowances: 7

1. BENEFITS: a. Health Insurance b. Annual Salary Increase (if applicable) c. Annual and Sick leave d. Annual Bonus e. Salary Advance (0% interest) f. Social Security Contributions g. Local and American Holidays h. Social Security Contribution
2. ALLOWANCES (as applicable): a. Meal Allowance b. Miscellaneous Allowance

VII. TAXES

The Mission emphasize to its employees of the fact that they are obliged to observe Ghanaian Laws, including those concerning income and related tax obligations. Payment of such taxes is a matter between the individual employee and the Ghanaian Government. In the absence of a specific international agreement, the U.S. Government will not withhold local taxes from an employee’s salary.

USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES P ERTAINING TO PSCs

USAID regulations and policies governing CCNPSC 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 h ttps://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf

2. Contract Cover Page form AID 309-1 available on the internet. Pricing by line item

is to be determined upon contract award as described below: 8

LINE ITEMS

NO (A)

SUPPLIES/SERVICES

(DESCRIPTION)

(B)0001 Compensation, Fringe Benefits and

Other Direct Costs (ODCs) – Award Type: PSC-CCN – Product Service Code: R497 – Accounting Info: 624M21OE021

QUANTITY (C)T (D)

UNIT PRICE(E)

AMOUNT(F)

1LOT$_TBD at Award after negotiations with Contractor_

1. 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;
2. 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
3. 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.

END OF SOLICITATION

Human Resource Specialist, Accra

website: https://unjobs.org/vacancies/1660578224371