For Public Dissemination
U.S. MISSION GERMANY
Vacancy Number: Frankfurt-2020-116
Date: September 7, 2020
POSITION / SALARY: Supervisory Human Resources Specialist; Salary Range: € 70,106 – 91,138 FSN-11: (Full Performance)
OPEN TO: German citizens and residents with valid work permit at the time of application to work in Germany.
LOCATION: USAID Frankfurt Support Center (FSC), Frankfurt, Germany
OPENING: September 7, 2020
CLOSING: October 5, 2020
WORK HOURS: Full-Time; 40 hours/week
USAID/Frankfurt Support Center, an equal opportunity employer, seeks applicants for the following Supervisory Human Resources Specialist position:
For more information please see attached USAID solicitation. 72028020R10006
SOLICITATION NUMBER: 72028020R10006
ISSUANCE DATE: September 7, 2020
CLOSING DATE/TIME: October 5, 2020
SUBJECT: Solicitation for a Cooperating Country National (CCN)
(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 personal services contract (PSC), 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.
- GENERAL INFORMATION
- SOLICITATION NO.: 72028020R10006
- ISSUANCE DATE: September 7, 2020
- CLOSING DATE/TIME FOR RECEIPT OF OFFERS: COB October 5, 2020
- POSITION TITLE: Supervisory Human Resources Specialist
- MARKET VALUE: Salary range € 70,106 – € 91,138 equivalent to FSN-11
In accordance with AIDAR Appendix J and the Local Compensation Plan of US Mission/Germany.
Final compensation will be negotiated within the listed market value.
- PERIOD OF PERFORMANCE: Five-Year Period of Performance with possibility to extend in accordance with ADS 309: – Personal services contracts are subject to the five-year limitation in accordance with FAR Part 17. In accordance with AIDAR Appendix J, CCNPSCs are of a continuing nature and expected to be part of a series of sequential contracts, each not to exceed the five-year limitation in the FAR.
- PLACE OF PERFORMANCE: USAID/Frankfurt (Germany).
- SECURITY LEVEL REQUIRED: Facility access (CCN/FSN Clearance)
- STATEMENT OF DUTIES
The Middle East Regional Platform (MERP) supports a diverse scope of programs throughout 1he Middle East and North Africa to include limited-presence programs. MERP’s business model is unique among USAID regional platforms in that it implements no regional program portfolio itself and has an exclusively operational support mandate. MERP staff is integrated into the operations of 11 field Operating Units (OUs) of the Middle East (ME) Bureau, including eight OUs that are limited or non-presence. Programs at these OUs are led by Principal Officers, but MERP serves as their operational base and institutional memory. MERP is responsible for the legal and regulatory guidance, as well as human resources requirements of over 200 staff.
The Supervisory Human Resources Specialist (S/HRS) reports to the Regional Executive Officer (EXO), and is responsible for managing all activities of the Human Resources (HR) Unit and providing the full range of Human Resources services to USAID/MERP, client Missions and Operating Units, and the hosted offices of OSO and USAID/RIG. The S/HRS serves as the principal advisor for HR policy matters, while supervising two HR Assistants. The incumbent is required to travel to the client missions and operating units on a regular basis. The HR Unit responsibilities include position classification and recruitment of all local (FSN) and international (US and TCN) Personal Services Contract (PSC) positions; management of Mission staff training, awards, and performance management programs for FSN and American staff; budgeting for all PSC personnel including salaries and benefits; and, serving as the main liaison with the US Consulate and Embassy regarding HR topics and periodic reports.
- Statement of Duties to be Performed
a. Human Resource Administration
- The S/HRS supervises a staff of two FSN HR Assistants and coordinates their work by providing a weekly overview of tasks to be performed, setting priorities and receiving information on ongoing tasks, and reaching final decisions on their accomplishment. The S/HRS provides for both formal and on-the-job training of unit staff, in order to enable them to perform their duties, and provides cross-training to avoid service gaps in periods of heavy workload or in the case of the absence or preoccupation of staff members.
- The S/HRS provides guidance to MERP and Client Mission staff on the full. range of HR concerns and administrative matters, including terms and conditions of employment, procedures and requirements for awards, performance evaluations, allowances, etc; assists staff and provides guidance with personnel-related issues.
- The S/HRS guides MERP and Client Mission staff in the process of establishing new positions and reclassification of existing positions submitted to the EXO; oversees HR staff reviews of position descriptions to assure accuracy, clarity, and completeness; provides assistance and advice to Mission managers and supervisors, at all levels, including advising supervisors on position description writing, to ensure descriptions reflect current duties and organizational relationships; conducts job-site interviews to ensure an understanding of duties and responsibilities delegated and performed; supervises the process submitting positions for grade-level evaluation to the Regional Human Resources Support Unit (HRSU), including recommending grades and official titles; advises supervisors and employees of HRSU classification results, and on appeal procedures if required; ensures that position information is properly recorded; supervises maintenance of Official Position Description Files, with original classifications; and, assures HR unit staff provides copies of classifications to the employee, the supervisor, and the file.
- The S/HRS reviews proposed US/PSC Scopes Of Work (SOW), Proposed Market Rates (a Civil Service-equivalent classification); provides a recommended Market Rate to USAID/Washington or other Agency resource for final classification and approval to recruit internationally for US or TCN/PSCS prior to initiation of international recruitment, when required; and, ensures the preparation of appropriate supporting documentation for project-funded PSC positions.
- The S/HRS keeps abreast of prevailing wage, benefit and labor practices in Germany and the region, and advises the R/EXO and S/EXO of changes. In coordination with the US Consulate and Embassy in Germany as well as Embassy Human Resources operating units in the region, the S/HRS ensures proper implementation of the FSN Local Compensation Plan.
b. Contract Management and Recruitment
- The S/HRS supervises the preparation of PSC contracts, and manages procurement processes in the HR Unit; reviews contracts for completeness, presence of necessary technical information, evaluation criteria, and appropriateness for use as a PSC, conferring with the originator to answer questions regarding position requirements; and, based on informed knowledge of various markets, recommends probable sources, advertising requirements, and other conditions that may apply.
- The S/HRS prepares advertisements, gains Office Director clearance, and submits PSC SOWs for international recruitment in required formats, and with necessary information, in accordance with agency procedures in order to assure the widest possible dissemination and appropriate competition; and, assures that positions are advertised the required length of time, and all other USAID procurement regulations are met.
- The S/HRS receives applications, and supervises the assessment of applications against SOW requirements; discusses possible trade-offs with selecting official offices when candidates do not meet the exact qualifications sought; and assures that candidates who meet the minimum qualifications set forth by the requesting office receive full consideration.
- The S/HRS supervises implementation of Mission Orders on personnel selection and recruitment; coordinates with hiring offices to set up selection panels and oversees the interview and selection process; ensures that the HR staff verifies information provided by candidates, by contacting references and past employers; and, personally screens applicants for professional positions, as referred by the staff, and discusses candidates with the R/EXO and S/EXO, providing a recommended course of action.
- The S/HRS negotiates with USPSC, and TCNPSC, contractors, sharing responsibility for contract negotiations in accordance with guidance provided by the R/EXO and S/EXO, appropriate USAID regulations, and/or the Mission compensation plan. Negotiations involve detailed discussions with potentially-selected candidates regarding salary history, as opposed to the compensation package offered at USAID; and, requesting proof of salary history in the form of previous salary statements and/or tax statements, checking in detail to verify accuracy. After discussion, presents information, and makes recommendations to the R/EXO and S/EXO for final approval.
- The S/HRS supervises preparation of Offer Letters and Memoranda of Negotiation, and ensures that all appropriate contract documentation is completed and filed in the individual contract file.
- The S/HRS supervises preparation of PSC contracts, and modifications for FSN, US and TCN PSCS using appropriate contract formats and attachments, as provided in AIDAR.
c. Performance Management, Training, Awards and Other Personnel Duties
- The S/HRS provides guidance, advice, and assistance to employees on personnel matters related to recruitment and hiring.
- The S/HRS manages the administration of USAID’s Agency Incentive Awards program centrally managed in Washington. This includes cash awards, non-monetary awards, meritorious step increases, and length of service certificates. The S/HRS provides information to employees including awards descriptions and deadlines for submission; collects award nominations; reviews nominations with the S/EXO. The S/HRS submits IMAP nominations to the interagency awards committee. Once awards are approved, The S/HRS ensures the responsible HR unit staff member informs the nominee, and processes cash payments, meritorious step increases, or other awards, and submits awards to the appropriate payroll office, and ensures the preparation of contract modifications. The S/HRS assures that nominations submitted to USAID/Washington are provided in the correct format and submitted to the proper Washington contact.
- The S/HRS ensures the performance evaluation of all FSNPSCS are accomplished in a timely basis. For missions across the region that are not yet using the MBC program, the S/HRS supervises the maintenance of current files on when evaluations and annual step increases are due and assures HR staff follows through with employees and supervisors to ensure that evaluations are submitted on or before due dates, and that narratives are consistent with the official duties and responsibilities of the respective position.
- AREA OF CONSIDERATION: External/Internal announcement for Cooperating Country National (CCN). CCN is an individual who is a German citizen, or a non-German country citizen lawfully admitted for permanent residence in Germany.
NOTE: ALL APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION AT THE TIME OF SUBMITTING THE APPLICATION.
Under current law, non-German and American citizens must possess a valid Germany residence and/or work permit in compliance with host government laws and regulations prior to application. Copies of the permit/s must be sent with the application. The Embassy cannot sponsor applicants for either permit. Laws regarding residency are subject to change.
- PHYSICAL DEMANDS
The work requested does not involve undue physical demands.
- POINT OF CONTACT: For additional information please contact USAID/MERP HR Office, e-mail firstname.lastname@example.org.
To Apply: Interested applicants for this position must submit their application and pertinent supporting documentation by the closing date using the U.S. Mission’s electronic application process: http://employment.usembassy.de/
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
a) Education: Bachelor’s Degree, or local equivalent, in Human Resources Management, Business Administration, or a closely related field is required.
b) Prior Work Experience: A minimum of five to seven years of progressively responsible, job related, professional level experience in the field of human resources management, business, or public administration, and/or contracting is required. At least three years of such experience should have included substantive work in an English-language work situation, in the private sector, or for a USG or other international organization. One year of the above experience in a supervisory capacity is desired.
c) Post Entry Training: The full range of USAID and FSI Human Resources Management Courses are desired, including Personal Services Contract training; on-the-job, e-learning, or classroom training USAID human resources policies and procedures; FSN compensation, payroll and benefits courses; and, other appropriate training in the field, subject to course offerings and the availability of funds.
d) Language Proficiency: Level IV (fluent) English ls required including a high degree of proficiency in both written and spoken English.
e) Job Knowledge: The S/HRS must possess a thorough knowledge of, or have the ability to quickly gain a thorough knowledge of, the Automated Directives System (ADS) Chapter 3 FAH-FSN Compensation, FSN position classification, the FSN handbook, 3 FAM, the LEPCH USAID-specific handbooks and associated-agency human resources manuals and regulations. A good understanding or the ability to gain a good understanding, of MCLass and its associated manuals is required. A good knowledge of USG contracting regulations (AIDAR, AAPO, etc.) and procedures is required, after appropriate training. Knowledge of local labor law and standard human resources practices applicable to the full spectrum of human resources management, from recruitment through retirement, is highly desirable.
f) Skills and Abilities: The position requires excellent organizational skills, tack, good judgment and discretion, compassion, understanding, and an interest in serving people to maintain smooth and effective working relationships with personnel of both Missions, at all levels. Good interviewing and analytical skills, in order to make objective decisions and present them concisely, is necessary an ability to apply and interpret regulations to current situations is required. Excellent computer skills in the use of word processing system, Excel, and other MS Office Applications are needed. Work requires the utmost discretion in handling human relations matters, and the ability to inspire confidence and maintain confidentiality. The S/HRS must have the supervisory and managerial skills necessary to manage a high-performing Unit in the Executive Office; and, the ability to plan, organize, establish priorities, direct, and follow up on the work of the Unit.
d. EVALUATION AND SELECTION FACTORS
- Education (10 points)
- English Language Skills (10 points)
- Prior Work Experience (20 points)
- Knowledge (30 points)
- Skills and Abilities (30 points)
- Reference Verification: (Pass/Fail)
Must not appear as an excluded party in the System for Award Management (SAM.gov).
USAID reserves the right to interview only the highest ranked applicants in person or by phone OR not to interview any candidate.
USAID/Frankfurt Human Resources Section will perform the preliminary review (Step 1 above) to eliminate those applications that do not meet the minimum educational and written English language requirements before forwarding the rest Technical Evaluation Committee (TEC) for further review and assessment. Only shortlisted applicants will be contacted.
The Technical Evaluation Committee will review each of the forwarded applications against the established evaluation criteria to develop a shortlist of applicants to be tested and possibly interviewed. Applicants will be contacted for testing (Step 2) and interviews. USAID/Frankfurt HR will conduct the English test. Based on the results of the tests, however, an applicant otherwise identified for interview could be dropped from the interview list.
Following the interview (Step 3) during which the applicant will be evaluated against the established criteria, the TEC will make a preliminary determination of candidates to be considered for employment and forward that list to HR. References may be solicited from current as well as former supervisors in addition to the references you provide in your application package. References will only be solicited for the top-rated candidate or candidates.
Based on this final input, the TEC will make its final decision on which candidates to rank order and make a final selection.
The final selected candidates must receive a Security Clearance and Medical Clearance (Health Certificate). USAID will provide details regarding these requirements to the selected candidate. An inability to obtain either the medical clearance or background check will make the applicant ineligible for selection.
III. PRESENTING AN OFFER
- Eligible Offerors are required to complete and submit all the required documents listed down below enclosed with a cover letter addressing all the vacancy announcement requirements/selection criteria respectively. Otherwise, the application will be considered incomplete and shall not be taken into consideration.
a. Cover letter;
b. Application for Federal Employment
c. A detailed current resume or curriculum vitae providing a mailing address and a daytime telephone number; plus
d. Copies of any other documentation (e.g., essays, certificates, awards, and copies of degrees earned which do not have to be translated) that addresses the minimum requirements of the position as listed above;
e. Provide the USAID HR Office with at least three references quoting their telephone numbers and email address; and
f. Copies of valid Germany residence and work permits for Non-Germany and American citizens, which are in compliance with host government laws and regulations (if applicable).
- 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 12.
- To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission. Please indicate, how did you come to know about this position? A) US Embassy website B) Stepstone job portal C) Newsletter D) LinkedIn E) Other
IV. LIST OF REQUIRED FORMS FOR PSC HIRES
Once the 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 following forms:
- Health Certificate
- Documents required for Security Clearance Procedure
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
a. Vacation Bonus – 5 percent of the annual basic salary rate of the employee
b. Christmas Bonus – 7 percent of the annual basic salary rate of the employee
c. Annual Leave – Up to age 29 – 29 working days Annual Leave; Age 30 and older – 30 working days Annual Leave
d. Sick Leave – Employees who are incapacitated for duty because of an illness for which they are not personally responsible are entitled to payment of their regular salary for the period of their illness but not to exceed six weeks for any one illness. Another six weeks of paid absence is granted for recurrence of the same illness during a twelve-month period if an employee has not been absent because of the same illness for at least six (6) consecutive months.
e. Social Security Contribution – up to 22 percent of the annual basic salary rate of the employee
f. Other benefits as applicable under the Local Compensation Plan.
2. ALLOWANCES (as applicable):
a. Meals Allowance
b. Workers Compensation
The U.S. Mission does not withhold or make local income tax payments.
VII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN/TCN PSC awards are available at these sources:
- 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
- Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms
- 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
- 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