Activation Date: 27 Mar, 2021 Announced Date: 27 Mar, 2021 Expire Date: 10 Jun, 2021
SOLICITATION NUMBER: 72030621R10011
ISSUANCE DATE: March 27, 2021
CLOSING DATE/TIME: April 10, 2021 (4:30 PM Kabul Time)
SUBJECT: Solicitation for a Cooperating Country National Personal Service Contractor (CCNPSC) Human Resources Clerk FSN-06 (Multiple Vacancies)
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 of this solicitation. Incomplete 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 attachment 1.
Female candidates are strongly encouraged to apply
SOLICITATION NO.: 72030621R10011
ISSUANCE DATE: March 27, 2021
CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: April 10, 2021 no later than 4:30 PM Kabul time
POINT OF CONTACT: E-mail at [email protected]
POSITION TITLE: Human Resources Clerk
MARKET VALUE: Equivalent to FSN-06 (Step 1 – 13)
In accordance with AIDAR Appendix J and the Local Compensation Plan of U.S. Embassy Afghanistan. Final compensation will be negotiated within the listed market value.
PERIOD OF PERFORMANCE: Five (5) years, estimated to start one (1) month following receipt of Security Clearance. Employment contract issued under this solicitation is of a continuing nature. Its duration is expected to be part of a series of sequential contracts.
PLACE OF PERFORMANCE: Kabul, Afghanistan with possible travel as stated in the Statement of Duties.
ELIGIBLE OFFERORS: Cooperating Country National (CCN), meaning an individual who is a cooperating country (Afghanistan) citizen or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
SECURITY LEVEL REQUIRED: Foreign Service National (FSN) Security Certification.
STATEMENT OF DUTIES
General Statement of Purpose of the Contract
Under direct supervision of the Human Resources Specialist(s), the incumbent performs a wide variety of clerical and support functions in the Human Resources Division of the Executive Office. These duties include assisting the Human Resources Assistants in the various personnel related activities such as maintenance of personnel records and personnel files for Cooperating Country National Personal Services Contract (CCNPSC), U.S Direct Hire (USDH), U.S Personal Services Contract (USPSC) / Third Country National Personal Services Contract (TCNPSC) employees. The incumbent is also responsible to support human resources administrative, information and referral duties in support of the Executive Office goals.
Statement of Duties to be Performed
HR Office Management
The incumbent serves as the first point of contact to the Human Resources (HR) unit of USAID Afghanistan. Answers basic HR questions and directs visitors to the responsible employee for more in-depth questions. The incumbent answers phone calls for Human Resources employees when they are not available; maintains master HR calendar and makes appointments for all HR personnel in all HR functions such as, but not limited to, programs, interviews, meetings or functions.
The incumbent coordinates the maintenance and upkeep of the HR Office. The incumbent makes suggestions for improvement of the office space, furnishings and equipment and ensures shared office machines are serviced and functioning.
The incumbent maintains administrative office expendable supply (such as printer/photocopier paper, award certificates, frames, pins etc.), submit requisitions, follow-up delivery, ensure proper management and use of the section’s office supply by all staff. The incumbent ensures that it is neat and adequately stocked, placing requisitions for supplies as needed. Pro-actively ensures an expendable supply is ordered for the office’s functions, programs and as requested.
The incumbent works closely with the IRM staff to maintain an up-to-date, customer-responsive HR presence on post’s intranet site. As the prime contact for HR, the incumbent receives all the documents addressed to HR and maintains the login / logout system in HR, and receives, sorts, routes and assigns action on incoming and outgoing mail and correspondence from the Unit. The incumbent facilitates flow of correspondence throughout the office.
The incumbent assist in sending out performance evaluation reminders to CCNPSC supervisors, receives evaluation reports, work development plans and other performance management documentations and forwards to the appropriate personnel for further action. The incumbent provides basic information and referral to locally hired staff on all HR matters. Helps staff to learn to use on-line resources for information.
The incumbent maintains up to date in-processing and out-processing forms and packets for CCNPSC, USDH, US/TCNPSC staff. The incumbent ensures that the most current forms are shared with the respective employees, periodically initiate a request for review and update with the pertinent personnel in HR.
The incumbent coordinates orientation, awards, skills tests and interviews, and other HR programs. The incumbent also assists with new KEPAS entries for new hires, for extensions and badge renewals.
The incumbent provides information on USAID’s recruitment process and current vacancies as well as general information on HR services and practices via phone, email or in person to customers. The incumbent is responsible for monitoring of the USAID HR public email box and either answering routine questions directly or referring non-routine email correspondence to the appropriate HR personnel.
The incumbent assists in recruitment processes by establishing and maintaining recruitment procurement folders, receiving, and sorting application forms, creating listings of applicants, and preparing pre-employment correspondence. The incumbent contacts all candidates to inform them of scheduled interview and testing appointments via email or phone.
The incumbent schedules, organizes, and maintains interview room and/or available area in the compound and escorts interviewees from the USAID’s main gate to the HR office as needed.
The incumbent updates personnel staff and other pertinent information on computer-based software such as Overseas Personnel System (OPS), recruitment tracker, screening sheet or any other database in a timely manner. Such information includes but is not limited to CCN/TCN/US PSC Staff. Types of standard letters, certificates of employment, memoranda and other HR related communications in accordance with proper formats and as directed.
Maintenance of records & personnel files
The incumbent sets up all individual personnel files for all Mission Employees and HR Office subject files; maintains both in hard and electronic copies (including in ASIST) in accordance with the ADS and FAM standard, continuously and proactively updates of all personnel related records.
The incumbent is also required to coordinate with C&R for archiving and disposing of records as per the Agency’s records management standard and FAM for HR records. The incumbent maintains FAM extract copies (when needed), LE Staff handbooks, ADS, Mission Orders/Policy, Standardized Regulations Administrative Instructions, Management/Staff Notices and Corresponding checklists.
The incumbent prepares and maintains organization chart files for all USAID offices, extracts biographic or other data from files, OPS or other source documents in assistance of preparation of various reports.
The incumbent supports the medical claim and educational allowance reimbursement processes. The incumbent advises CCNPSC employees of the Medical Plan and Educational allowance Reimbursement coverage and applicability based on a particular case; timely prepares lists of new enrollees and separating employees for service providers or concerned offices, consistently updates such information on the OPS and other actively used database. The incumbent performs the work of administering the Mission’s health plan such as enrolling new employees, discontinuing separating employees, and updating family information of employees. The incumbent works with Post’s HU and Finance Management Office to expedite the process and as well resolve arising problems. Enrolls PSC staff travelling on official business on HTH and works with OFM on the monthly reconciliation.
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.
The incumbent receives direct supervision from the Human Resources Specialist(s) with day-to-day working guidance from Human Resources Assistants.
The work requested does not involve undue physical demands.
MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
Education: At least two (2) years College or University studies in human resources management, public administration, business administration and/or management is required. (Education requirements must be met at the time of application for the subject position).
Work Experience: At least Two (2) years in an administrative/personnel operations/Human Resources position handling general clerical work such as filing, arranging meetings, updating databases and preparing reports is required. (Work experience requirements must be met at the time of application for the subject position).
Language: Level IV (fluent) speaking/writing of English and Level IV (fluent) speaking/writing of Dari or Pashto is required. (English language ability will be tested).
Knowledge: General/ability to understand local labor law and practices, records management and standard human resources practices is required.
Skills and Abilities: The position requires good organizational skills, tact, good judgment, discretion and compassion. The incumbent must possess good interpersonal skills and be able to maintain good working relationship with public and Mission personnel. The incumbent must be capable of drafting non-complex correspondence in the working language of the organization. Ability to interact with staff at all levels of the Mission; highly organized and methodical in order to successfully handle multiple competing tasks; and ability to communicate effectively is a requirement. Job holder must also have competency in using MS Office suite.
EVALUATION AND SELECTION FACTORS
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.
After the closing date for receipt of applications, applications will be reviewed for basic eligibility (quality check, submitted all required documents, meeting the set requirements, education and experience). Successful Applications will be forwarded to the Technical Evaluation Committee (TEC) for review. The TEC will review and score the application based on the evaluation factors as described below. Successful candidates at this stage will be invited for an English Proficiency Test and Skills Test. Candidates with the best scores based on their application and skills test will be invited for interview
Application: 25 Points Extent to which the applicant has the education or training required to satisfy position elements, and quality of experience or skills necessary to successfully perform the work. The application review will be weighted as follows: Experience (10 points), Job Knowledge and Skills (15 points). (See II. b, d, e.) Candidates with superior scores from the application review will be invited to complete an English test and skills test. Those that are determined successful in the English Test and Skills test will participate in an interview.
English Proficiency Test (EPT) Pass/Fail (Level IV)
Skills Test: 25 Points Candidates will have one hour to attend a written assessment. Questions will focus on best practices for human resources management, filing and customer service. Assessment will be graded on content (15 points) and proper use of the English language (10 points).
Interview: 50 Points Interview questions will revolve around the candidate’s propensity to:
- Demonstrate an understanding of the local labor laws of Afghanistan;
- Demonstrate an understanding of confidentiality regarding human resources and personnel actions;
- Demonstrate the ability to work effectively in a team environment;
- Handle multiple, competing tasks simultaneously.
Total Possible Score: 100 Points
References of the finalists will be checked prior to offering the position. Applicant references must be able to provide substantive information about past performance and abilities. USAID/Afghanistan reserves the right to seek references from anyone who may be able to provide information about a candidate; reference checks are not limited to the names provided. A preponderance of negative references will likely disqualify a candidate from consideration.
USAID/Afghanistan reserves the right to select additional candidates if vacancies become available during future phases of the selection process.
SUBMITTING AN OFFER
Applicants are required to complete and submit a complete application package which must include all required documents (provided below) to [email protected] with a Subject line Human Resources Clerk FSN-06 (SOL#: 72030621R10011). Offers must be received by the closing date and time specified in Section I, item 3.
- Complete the mandatory Google form application available on the following link: https://docs.google.com/forms/d/1SqYTAnZFW1F6wKCg1AygJEqMpl0goq9DtIFOqEn4dNY/edit?usp=sharing
- Cover memo/email text that outlines how your qualifications and experience meet the selection criteria.
- Updated version of Application for Employment as a Locally Employed Staff (DS-174, dated 6/30/2022) https://eforms.state.gov/Forms/ds174.PDF (A copy of the DS-174 form can also be downloaded from ACBAR.org under this link http://www.acbar.org/applicationform. Applicants who are accessing this solicitation through jobs.af can download directly from the website); and
- A current resume or curriculum vitae.
IN ORDER TO HAVE YOUR APPLICATION CONSIDERED, YOU MUST SUBMIT ALL FOUR ABOVE REQUIRED DOCUMENTS. IF YOU OMIT ANY OF THE REQUIRED DOCUMENTS, COVER PAGE, CV OR UPDATED DS-174 FORM, YOUR APPLICATION WILL NOT BE CONSIDERED.
For Frequently Asked Questions (FAQs), please refer to below link:
- Only short-listed candidates will be notified.
- This vacancy is open only to Afghan Nationals.
- Applications with old DS-174 form will not be considered.
- Applications with insufficient, incomplete and inconsistent information to make a determination will not be considered.
- No in-person appointments or telephone calls will be entertained.
- Applications submitted as .RAR and/or WinZip file will not be considered.
- Candidates who are applying for this position must fully meet the education requirement (graduated and degree and/or diploma already received) as specified. At the time of application, candidates must also meet in full the experience requirement. There is no exception to these requirements.
- Short-listed candidates will be requested to provide educational documents such as degrees, diplomas, certificates and other pertinent documents as needed. Failure to provide the required documentation will result in disqualification of their application from further consideration.
- The Agency retains the full right to cancel or amend the solicitation and associated actions.
- To ensure consideration of offers for the intended position, Offerors must prominently reference the Solicitation number in the offer submission.
LIST OF REQUIRED FORMS PRIOR TO AWARD
The Contracting Officer (CO) will provide instructions on how to complete and submit the following forms after an offeror is selected for the contract award:
- Pre-employment Medical History and Examination Form;
- U.S. Embassy Kabul Security Certification Request Package;
- Appointment Affidavits Standard Form 61.
BENEFITS AND ALLOWANCES
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
- Defined Contribution Plan (DCF) 12% of the base salary
- Premium Pay
- Leave Benefits (Annual, Sick, Maternity, Nursing, Hajj (Pilgrimage) and Special)
- Medical Benefits
- Death and Disability Benefits
- Retirement and other end of service benefits
- Travel and Temporary Duty (TDY) Benefits
ALLOWANCES (as applicable):
- 35% Unique Conditions of Work Allowance (UCWA)
- Transportation Allowance
Local Employee Staff (CCN) is responsible for paying local income taxes. The U.S Mission does not withhold year end local income tax payments.
USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN 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. Pricing by line item is to be determined upon contract award as described below:
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
- https://www.usaid.gov/work-usaid/aapds-cibs/aapd-20-08 Leave and Holidays for CCNPSCs and TCNPSCs, including country leave for qualifying posts for eligible TCNPSCs
- https://www.usaid.gov/work-usaid/aapds-cibs/aapd-06-08 AIDAR, APPENDICES D AND J: Using the optional schedule to incrementally fund contracts
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