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Solicitation Human Resources Assistant
Solicitation Human Resources Assistant
SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCN PSC)
for the position of Human Resources Assistant, FSN 9
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.
Any questions must be directed in writing to the Point of Contact specified in Attachment 1. with
the subject line: “Questions Solicitation No. 14 /2023 Human Resources Assistant, not later than
August 28, 2023 at 15:00 hours, Malawi time. We will post responses as soon as possible
afterward.
Offers must be sent to [email protected]. with the subject line: “Solicitation No. 14/2023
CCNPSC Human Resources Assistant. To ensure delivery by the due date, it is recommended that
offers be sent as email attachments.
This solicitation in no way obligates USAID to award a PSCCCN contract, nor does it commit USAID
to pay any cost incurred in the preparation and submission of the offers.
Sincerely,
Digitally signed by
I. GENERAL INFORMATION
9. ELIGIBLE OFFERORS:
International Address:
U.S. Agency for International Development Tel: +265-1-772455 USAID/Malawi
Malawi Mission USA Phone: 202-216-6244 DOS/ Lilongwe
NICO House Fax: +265-1-773181 2280 Lilongwe Place
P.O. Box 30455 Http://www.usaid.gov/missions/mw Washington D.C. 20521-2280
LILONGWE 3
10. SECURITY LEVEL REQUIRED: Selected applicant must be able to obtain a
favorable Security Certification for Employment Authorization from the U.S.
Embassy’s Regional Security Office.
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The incumbent also provides advice and guidance to supervisors and office chiefs on
matters related to PSC recruitments.
Training Program and Activities: The HR Assistant is responsible for the management
and administration of the employee training and career development initiatives. The
incumbent conducts Mission-wide assessment and analysis of the employee training
needs to determine what training is required to help staff meet strategic goals and
objectives and ensures these are linked to and included in their annual work plans. The
HR Assistant ensures compliance with the Mission Order on Training and Agency
policies and procedures and provides guidance and direction to employees and
managers on training policies and regulations. The HR Assistant also maintains and
upkeeps a training database with the training history of all employees and establishes
and maintains training files for all employees and programs. The HR Assistant advises
and assists Mission employees and supervisors with the completion of Individual
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Learning and Training Plans (ILTPs), linking the ILTPs to the Performance Evaluation
Reports (PERs). The HR Assistant guides staff to find appropriate on-line and in-person
training opportunities.
The HR Assistant serves as the HR representative and facilitator for the annual and ad-
hoc Training Committee (TC) meetings for review and approval of employee’s training
requests and ensures that the TC’s recommendations are submitted to the Mission
Director in a timely manner; and, tracks recipients’ completion of their funded training,
and advises the EXO when reimbursement is due.
The incumbent serves as a liaison and resource person responsible for providing
leadership, advice and technical guidance to employees on all personnel matters,
salary and benefit entitlements under contracts, in accordance with the Standardized
Regulations and General Provisions. Provides guidance and counsels employees in the
proper implementation of HR policies and procedures. Specific responsibilities include
provides high level advice and technical guidance on matters relating to the local
compensation plan, payroll, wages and compensation and benefits, health and life
insurance, leave policy, and retirement and severance pay entitlements. Keeps
employees informed and advises them of changes in personnel policies and procedures
in USAID/Malawi. Advises and counsels employees on the full range of personnel and
management matters such as employee relations, Post privileges, housing, allowances,
entitlements, salary increases, environmental and working conditions, Reduction-in-
Force (RIF), separation, ethics and conduct, disciplinary actions, grievance procedures,
and other HR management issues.
Organizes and coordinates the orientation of new CCN employees and new offshore
arrivals at the Mission. S\he develops and coordinates mentoring programs and
professional enrichment programming, including staff exchanges, fellowships,
rotations, and other opportunities. Establishes and maintains all CCN employees’
official personnel/contract folders in ASIST, ensuring that these are kept current,
accurate, and complete; prepares personnel actions for promotions, step increases,
resignations, retirements, disciplinary actions, etc.; coordinates all activities related to
the Medical Insurance Plan and the CCN Retirement Plan provided to employees under
the Local Compensation Plan; and, requests insurance for the duration of official travel
for CCNs traveling abroad.
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The HR Assistant manages and coordinates arrivals and departures of expat staff. The
HR Assistant serves as the main point of contact and liaison for all employees assigned
to Post responsible for providing guidance and coordinating their transfer to/from
Post. This includes coordination and communication with gaining/losing Mission(s) and
AID/W, sending out the welcome to Post information, arrival and departure notices,
making sure employees complete their check-in or check-out process, coordination
with the Embassy GSO regarding housing, ICASS support, and making other Post
arrangements. The Assistant provides the orientation program and advises new
personnel on overseas and educational allowances, job-related subjects, security
matters, and the physical location of offices and services, including completing HR
forms. Processes all agency entitlement/allowances related to personnel and family
arrival, including the accreditation of PSC and other non-USDHs and school payments.
Ensures that all new arrivals complete the arrival processes, such as registration with
Embassy and Ministry of Foreign Affairs, acquisition of the Ministry of Foreign Affairs
card, security and health briefings, etc. are completed within the shortest time
possible.
The HR Assistant conducts the review and analysis of job descriptions for off-shore PSC
positions and conducts a GS-equivalent market value determination.
Summer Hire Program: The HR Assistant fully supports the Supervisory HR Specialist
in the management of the USAID Summer Intern and Family Member Summer Hire
Programs and is considered the Point of Contact (PoC) for information and
implementation of these programs at the Mission. For USAID Interns assigned by
Washington, the incumbent will manage all logistics, when necessary.
For Family Member Summer Hires, the incumbent will solicit USAID offices for
statements of work, obtain a list of all eligible family members seeking summer
employment, and coordinate with Embassy HR. Once students are identified, notifies
both the students and Offices of their relative assignments. The incumbent assists
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interns and dependents with all logistical aspects of their internship, such as
completion of the W-4 form, and recording Time and Attendance. The incumbent will
prepare and present an orientation session, explaining USAID procedures for payment,
conduct, etc. The incumbent will provide backup to the EXO/Human Resources
Specialist on HR issues.
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.
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experience should have included substantive work in an English-language work
situation, in the private sector, or for an international organization is required.
Job Knowledge: The HR Assistant must possess a detailed knowledge of or have the
ability to quickly gain a thorough knowledge of, the Automated Directives System
(ADS), position classification, the LES handbook, the Local Compensation Plan (LCP), 3
FAM, USAID-specific handbooks and associated-agency human resources manuals
and regulations. A good understanding or the ability to gain a good understanding, of
the Agency Position Classification System (MCLASS) and its associated manuals is
required. A good knowledge of USG contracting regulations (AIDAR, ADS 309, AAPDs,
etc.) and procedures is required, after appropriate training. A good knowledge of local
labor law, standard personnel practices applicable to the full spectrum of human
resources/personnel management from recruitment through retirement, prevailing
practice in compensation and employment; and knowledge of personnel
administration principles and benefits for all categories of international staff in
Malawi is required.
Skills and Abilities: The position requires excellent communication and organizational
skills, tact, excellent negotiation skills, good judgment and discretion, compassion,
understanding, and an interest in serving people to maintain smooth and effective
working relationships with personnel at all levels. Good judgment and analytical skills,
in order to make objective decisions and present them concisely is necessary and the
ability to research, interpret and apply regulations to particular situations is required.
Excellent computer skills in the use of MS Office applications, Google Suite, and HRM
applications are needed. Work requires the utmost discretion in handling human
relations matters, and the ability to inspire confidence and maintain confidentiality.
The incumbent must be able to work under pressure, and to make decisions quickly
and independently when dealing with emergencies. The incumbent must maintain a
positive customer service orientation and be able to manage multiple priorities with
minimal supervision. Good customer services, interviewing and analytical skills to
make objective evaluation decisions and present them concisely. Ability to apply and
interpret regulations to current situations is necessary.
• Applicants will be initially screened based on the extent to which the individual
meets the minimum qualifications above.
• A Technical Evaluation Committee (TEC) will review and evaluate the applications
that meet the minimum requirements and will create a ranking of the most highly
rated and technically qualified applicants based on the selection/evaluation
criteria.
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• The TEC may conduct interviews of the most highly rated applicants before making
a selection recommendation to the Contracting Officer (CO). The interview may be
one of the determining factors in the final selection, but an interview is not always
necessary.
• Before a final candidate is selected the hiring panel will perform professional
reference checks (including those that have not been specifically identified by
applicants) and may check references before or after a candidate is interviewed.
The outcome of the reference checks will also be factored into the final selection.
The offeror’s references must be able to provide substantive information about
his/her past performance and abilities.
V. SUBMITTING AN OFFER
1. Only those fulfilling the education and experience requirements listed above
should submit their application by e-mail to: [email protected].
2. Offers must be received by the closing date and time specified in Section I, item 3,
and submitted to [email protected].
[END OF ATTACHMENT 1]
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ATTACHMENT 2
Once the Contracting Officer (CO) informs the successful candidate about being
selected for a contract award, the CO will provide the successful candidate
instructions about how to complete and submit the necessary forms for security and
medical certifications.
VIII. TAXES
The Mission emphasizes to all of its employees that they are obliged to observe
Malawian Laws, including those concerning income and related tax obligations.
Payment of such taxes is a matter between the individual employee and the
Malawian Government. The US Mission does not withhold or make tax payments.
USAID regulations and policies governing CCN/TCN PSC awards are available at
these sources:
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LINE ITEMS
ITEM SUPPLIES/SERVICES QUANTITY UNIT UNIT AMOUNT
NO (DESCRIPTION) (C) (D) PRICE (F)
(A) (B) (E)
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they have been denied equal opportunity based upon marital status or political
affiliation. Individuals with such complaints should avail themselves of the appropriate
grievance procedures, remedies for prohibited personnel practices, and/or courts for
relief.
6.PSC Ombudsman: The PSC Ombudsman serves as a resource for any Personal Services
Contractor who has entered 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.
End of Attachment 2
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