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Human Resources Assistant
Closing Date of The Position: May 16, 2016
Vacancy Announcement Number: 16/052
ALL ORDINARILY RESIDENT (OR) APPLICANTS MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.
The US Mission in Dar es Salaam is seeking eligible and qualified applicants for the position of Human Resources Assistant at the United States Agency for International Development (USAID).
BASIC FUNCTION OF POSITION
The incumbent of this position is responsible for assisting the Human Resources Specialist in the full range of personnel activities required to administer the Human Resources program.
MAJOR DUTIES AND RESPONSIBILITIES:
A. FSN Personnel Responsibilities
60% of Time
Serve as liaison and resource person for matters related to FSN staff:
Maintain all FSN personnel/contract files.In close liaison with the HR Specialist, advising FSN staff on matters related to the local compensation plan and benefits, such as medical coverage, leave entitlement, promotions, performance evaluations, etc.Processing School Fees and/or other claims:
- Responsible for reviewing/verifying that all school fees for USDH/PSC employees’ dependent children’s claims are justified, correctly completed with receipts attached, and preparing payment vouchers for payment by the Controller’s office.
- Also responsible for computing and preparing payment vouchers for employees’ final separation/terminal dues.Initiates security clearance procedures for all new local employees (coordination with the Embassy) and ensuring that all FSN staff has up-to-date clearances.
B. Administrative Management Responsibilities
20% of Time
Position Classification & Evaluation: Assumes a supporting role in the classification and evaluation process of FSNPSC positions. This role entail reviewing position classification requests submitted to the Human Resources Office by the various offices, and promptly checking them for correctness. This task is both highly sensitive and time consuming – the incumbent must not only be well grounded but also be able to explain to the originating offices and concerned individuals with tact, in order to avoid morale problems.Personal Services Contracts: Responsible for preparing after receipt of reference checks, medical and security clearances for new employees, and amending Personal Services Contracts for incumbent employees, ensuring that contracts are funded by the Controller’s Office before obtaining the necessary signatures from employees and the Contracting Officer.Performance Evaluations: Initiating all personnel evaluations of PSCs, the incumbent keeps an up-to date file on when the evaluations and annual step increases are due; follows through with employees and supervisors to ensure that evaluations are submitted on due dates; ensures that the narrative supports the given ratings.Maintains accurate and up-to-date personnel files, Handbooks, and other reference documentation and insures that they are current.Maintains Mission Staffing Pattern computer data base, and submit as required.Assist the Human Resources Specialist in the daily operations of the Personnel Office by providing the full range of personnel activities required.
C. Recruitment Process
10% of Time
Assist in recruitment and appointment of FSN employees. Coordinate all the initial steps of the recruitment of FSN/TCN/US-PSC. This includes:Logging and forwarding applications to Technical Evaluation Committee for evaluation and recommendation.Verifying information provided by selected candidates by contacting references and past employers.When required for the position, administers and corrects computer testing, language skills tests and/or other skills as necessary.Drafts various recruitment correspondences, including notifications of non-selection letters to selected/not selected candidates.Processing selected candidates – for security/medical clearances, and obtaining/preparing the required ID cards.
Maintain computer data base on job applications for easy reference by qualification/positions sought so that when a position becomes available qualified persons can be quickly contacted.
D. USDH Personnel Responsibilities
10% of Time
Maintaining USDH Personnel FilesProcessing incoming and outgoing USDH/USPSC/TCNPSC employees – this includes processing check in/out forms and documents.Preparing and sending the required arrival/departure notices.Providing advice on personnel matters.Any other duties and special projects as assigned.
QUALIFICATIONS REQUIRED
All applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.
Education:
Diploma in Human Resources/Public Administration is required.Experience:
At least 3 years in administrative/personnel operations or related activities is required.Language:
Level IV (fluent) in English and Kiswahili (writing, reading and speaking) is required. (This will be tested)Skills and Abilities:
The position requires good organizational skills, tact, good judgment and discretion, compassion. Interviewing skills are also required, as is an ability to apply and interpret regulations to current situations. Good computer skills especially in Microsoft Office applications are required. Incumbent must possess good interpersonal skills and be able to maintain good working relationship with employees and supervisors. Must be capable of drafting correspondence in English is required. (This will be tested).Job Knowledge:
General knowledge of the local labor laws and standard human resources practices applicable to full spectrum of human resources management, from recruitment through retirement is highly required.
SELECTION PROCESS: When qualified, applicants who are U.S. Citizen Eligible family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring. Therefore, it is essential that these applicants make themselves known as having a hiring preference and specially address the required applications above in their application.
HIRING PREFERENCE ORDER:
1. USEFM who is ALSO a preference-eligible U.S. Veteran
2. USEFM OR a preference-eligible U.S. Veteran
3. FS on LWOP
ADDITIONAL SELECTION CRITERIA:
Management will consider when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance report (EPR) are not eligible to apply.Current NOR employees hired on a Family Member Employment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.
HOW TO APPLY: applicants must submit the following documents to be considered:
Universal Application for Employment (UAE)(Form Ds-174), which is available on our website or by contacting Human resources, (see “For Further Information” above); andAny additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)Copy of Passport, or, National ID, Resident/Work Permit.
IMPORTANT: Applicants claiming a U.S. Veteran’s preference must submit written documentation confirming eligibility (e.g., Member Copy 4 of Form DD-214, Letter from the Veteran’s Administration, or certification documenting eligibility under the VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP).
WHERE TO APPLY:
American Embassy
Human Resources Office
P.O. Box 9123
Dar es Salaam
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