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Job
Title:         Human
Resources Specialist (2 Job Placements)

Organisation: United
States US Embassy, US Mission in Uganda

Duty Station: Kampala,
Uganda

Salary Grade: UGX
108,988,938 – 159,733,808 per annum (FSN 11)

About US Embassy:

The United States
Embassy in Kampala, Uganda has enjoyed diplomatic relations with Uganda for
over 30 years.  Ambassador Deborah R. Malac currently heads the U.S
Mission to Uganda.  The Mission is composed of several offices and
organizations all working under the auspices of the Embassy and at the
direction of the Ambassador.

Among the offices
operating under the U.S Mission to Uganda are:

• United States Agency for International
  Development (USAID)
• Centers for Disease Control (CDC)
• Peace Corps

Job Summary:  The Human Resource (HR) Specialist assists
with the management and delivery of effective personnel, administrative and
logistical support services for the USAID/Uganda; Assists the S/EXO, D/EXO and
the EXO Specialist with the management of the day-to-day operations for
USAID/Uganda 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. USAID/Uganda
staffing is comprised 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 work force 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/Uganda programs and human resources. The
HR Specialist is point of contact and technical advisor on policies related to
personnel issues, coordinates the services that are obtainable under the
ICAAS/Human Resources Office cost center such as the checking in process for
offshore employees, placing of solicitations for CCNPSC, resident hire USPSC,
and submissions to the Joint Awards Committee. The HR Specialist exercises good
judgment, in making decisions and providing advice on USAID management
policies, contracting practices, and when providing personal counseling and/or
advice to employees. 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 D/EXO 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 Systems
Division (ISD), 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,
etc.

Key Duties and Responsibilities:  

·       
Serves
as the HR Specialist for USAID/Uganda responsible for the effective management
of human resources services, advises and assists the S/EXO and the D/EXO in the
planning, directing, administering and management of USAID/Uganda human
resources. 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 Contractors (PSCs) contracting actions, including
CCNPSCs, USPSCs -offshore and resident, TCNPSC offshores, that are OE or
program funded and completing the following functions:

PSC Position
Classification:

·       
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 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 Regional Human Resource Support Unit in Pretoria, and USAID/W/HR 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/South
Africa – Pretoria. Maintains a spreadsheet of MClass implementation progress
and results.

·       
Maintains
a separate filing system for the MClass project. For US/TCNPSC provide
benchmarking guidance, review the draft document and ensure its approval before
soliciting.

Personal Services
Contracts Recruitment:

·       
Based on
staffing needs category, review the solicitation request packages including
budgets, Scopes of Work, and other document 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 ADS 309, the AID Acquisition Regulation (AIDAR) 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-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 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
to 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, assist the S/EXO or
D/EXO in salary negotiations by preparing statements of offer, offer letters or
reports prior to submission to the S/EXO or D/EXO for signature.

·       
Coordinate
security and medical processes; prepare contract documents, memoranda of
negotiations, regret letters, and other documents that are required under the
ADS 309 guidelines to ensure the completeness personnel folders.

·       
Ensure
the signing, distribution and completion of contracts renewals, employee
orientation, and close outs 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.

New Staff
Orientation:

·       
Develop
and provide employee orientation regarding Executive Office services for new
staff and arrange appointments with other offices for such orientation.

Performance
Evaluation Process:

·       
Manage
the performance evaluation process, the processing of personnel related
documents such as cables that effect personnel actions, reassignments,
disciplinary actions, resignations, terminations and retirements of staff, and
initiate close outs actions in accordance with contract close-out procedures.
Ensure annual performance evaluations are accomplished by providing due date
notifications to supervisor and reminders of late reports. Review performance
evaluation reports to ensure that the performance rating is supported
adequately in the supervisor’s narrative 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.

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, etc.

·       
CCN
Health and Accident Coverage (HAC) travel insurance:

·       
Ensure
that CCNPSCs are covered under the USAID/W Health and Accident Coverage (HAC)
travel insurance.

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 containing records of awards processed for all
employees, liaises with USAID/W Africa Bureau the processing of award
nominations for USDH employees.

Personnel Files and
Records:

·       
Serve as
custodian of all personnel folders, maintain a check list to ensure all
required documents are filed in 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.

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, ensure beneficiary 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/R&R regulations and procedures, training information, repatriation,
etc.

·       
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,
etc.

Qualifications, Skills and Experience:

NOTE:  All applicants must address each selection criterion detailed
below with specific and comprehensive information supporting each item.

·       
The
applicants for the United States US Embassy Human Resources Specialist job
opportunity should hold a Bachelor’s degree in Management, Business
Administration, Human Resources, Social Sciences, or relevant study

·       
Five
years of progressively responsible professional in human resources management
or administrative or management experience involving personnel, operating
procedure, contracting, procurement or logistics and any combination thereof,
is required.

·       
Work
experience must have demonstrated successful experience in the field of contract
and personnel management, a demonstrated knowledge of personnel planning,
analysis, budgeting for a large local or international organization.

·       
Must
have a sound knowledge of basic managerial principals and the ability to apply
these principals/practices when applicable, the ability to provide effective
leadership and ability to provide appropriate counseling.

·       
A good
working knowledge of program management and budgeting systems and general
procedures is required, along with a working knowledge of the human resource
development context of Uganda, local employment terms and conditions and labor
laws.

·       
Must
possess knowledge of the principles of effective teamwork.

·       
Ability
to work under pressure while managing a variety of administrative, managerial,
and personnel issues and meet tight deadlines for high quality products.

·       
Ability
to analyze complex programs and relationships including sensitive issues that
may emerge and originating practical solutions for a typical multi-cultural,
multi-racial, multidisciplinary organization in a diverse customer-focused EXO
team environment.

·       
Ability
to process information using computer-based applications, technology such as
software applications-Word, spreadsheets and databases specifically excellent
fluency in Microsoft Excel and its multiple functions.

·       
Accuracy,
attention to detail, excellent interpersonal skills, tact, diplomacy, good
judgment and extreme flexibility and discretion are critical to maintaining
positive working relationships with other colleagues and others Mission staff,
to work under pressure related to frequent emergency situations and tight
deadlines and ably explaining the different personnel issues and issues.

·       
Excellent
analytical skills and writing skills are required to effectively edit or
rewrite position descriptions and other classification analyses.

·       
Language
Proficiency: Level IV (fluent)
in English is required with excellent reading, speaking and writing skills.

How to Apply:

All those interested
in working with the US mission in Kampala should send their applications and
strictly adhere to the following:

·       
A typed
and hand signed (around Section 6 – Declaration) DS-174 Employment Application
for Locally Employed Staff or Family Member (Click Here; Version
Exp. 06/2022). Offerors are required to complete sections 1 through 6. (Make
sure to use additional Work Experience pages (Section 4), if needed, to provide
complete work history).

·       
Cover
letter (addressed to the USAID Supervisory Executive Officer) clearly
indicating the position for which you are applying and describing how you meet
the minimum requirements.

·       
Complete
curriculum vitae/resume. In order to fully evaluate your application, the
resume must include:

·       
Paid and
non-paid experience, job title, dates held (month/year). Please specify unpaid
or part time work. Any experience that does not include dates (month/year) will
not be counted towards meeting the solicitation requirements. (NOTE: Resume and
DS-174 work experience should match.)

·       
Specific
duties performed that fully detail the level and complexity of the work.

·       
Education
and any other qualifications including job-related training courses,
job-related skills, or job- related honors, awards or accomplishments.

·       
Name and
contact information (phone and email) of three (3) professional references. At
least one of the references must be a prior or current direct supervisor.

·       
Supplemental
[separate] document specifically addressing each QRF as outlined in the
solicitation.

·       
Copies
of Academic Transcripts

·       
Offers
should be in a standard file type such as Microsoft Word (.doc) or Adobe
Acrobat (.pdf). All should be in one document which should not exceed 10MB.

·       
Submitted
offers and documents become the property of USAID and will not be returned.

Submit Application
To:

Human Resources
Office

By email at KampalaHR@state.gov

NB: Your
application will be reviewed if you have fulfilled all the requirements
including submission of standard file types such as Microsoft Word (.doc) and
Adobe Acrobat (.pdf) in a single attachment (No Zipped files, Links or Multiple
Attachments) and should not exceed 10MB. Please clearly indicate the position
number and title you are applying for on the DS-174 form.

Deadline: 19^th June 2020

The US Mission in
Kampala provides equal opportunity and fair and equitable treatment in employment
to all people without regard to race, color religion, sex, national origin,
age, disability, political affiliation, marital status, or sexual
orientation.  The Department of State also strives to achieve equal
employment opportunity in all personnel operations through continuing diversity
enhancement programs.

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