Human Resources Assistant at U.S. Embassy

On Thursday, December 14th, 2017
REF: VA-43-17
Recruiter: U.S. Embassy Updated on: 2017-12-13 10:36:43
AA/EE: Not Applicable Contract Permanent
Location: Nairobi Available: Immediately
Category: Administrative / Clerical Offer: FP-7 FSN-7

Introduction

NOTE: ALL ORDINARILY RESIDENT APPLICANTS WHO ARE NOT KENYAN CITIZENS MUST HAVE THE REQUIRED WORK AND/OR PERMANENT RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION

The Human Resources Office has an opening for the position of Human Resources Assistant. The position will be available immediately. Closing date for this position is December 28, 2017.

Minimum Requirements

Qualifications Required:

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

  • Completion of high school is required.
  • Two years progressively responsible clerical experience utilizing basic office procedures to include HR related (specifically on recruitment) is required.
  • Level IV (Fluent) English and Level III (Kiswahili) is required.

Other Criteria

  • Must have good working knowledge of correspondence and general clerical procedures.
  • Must have ability to maintain absolute discretion and professionalism in regard to personnel information.
  • Must be able to type accurately and have the ability to use Microsoft applications, including Outlook, MS Word and Excel.

Job Specification

BASIC FUNCTION OF POSITION

Incumbent is responsible for providing professional guidance on the DOS recruitment policy for the Locally Engaged Staff (LE Staff) recruitment program, including coordination with program staff and Embassy HR to ensure timely and accurate announcement of all ICASS agency job vacancies, verification of applicant’s qualifications to determine eligibility, oversight of the interview and selection process to ensure compliance with established HR policies and procedures.

MAJOR DUTIES AND RESPONSIBILITIES 

Recruitment:      (90% of time)

Incumbent will be responsible for providing professional guidance on the DOS recruitment policy for the Locally Engaged Staff (LES) recruitment program, including coordination with program staff and Embassy HR to ensure timely and accurate announcement of all ICASS agency job vacancies via e-recruitment, oversight of the interview and selection process to ensure compliance with established HR policies and procedures.

Verifies position description with post classification authority, drafts position vacancy announcements and obtains necessary clearances for publication.  Maintains the Nairobi-Docs mailbox account for all applicants.  Sorts and migrates on line applications to established folders in PER folder

Working closely with the supervisor, assists in the process of forwarding best qualified applications to supervisor for review and selection interview.

Works with recruiting supervisor to prepare and administer specific job-related tests as required.  Contacts interview applicants and arranges for panel reviews; prepares packets of applications for each panel member before the interview date.  After interviews, prepares and sends out regret letters to unsuccessful candidates.

When necessary contacts the applicant and prepares a conditional offer letter, initiates pre-employment exercise to include medical and security clearances and issuance of badges.  Works closely with GSO/Procurement and puts in ARIBA requests for Pre-employment medical exams.

Prepares Personal Services Agreements (PSA) for all new employees.

Assists with the orientation of new employees and check-in procedures to ensure smooth transition of new employees arriving at the Embassy.

Updates vacancy announcements in the share point (tasks and calendar); prepares the weekly recruitment update and maintain the HR recruitment matrix.

Other HR related HR duties:  (10% of time)

Will provide support for section special events, including outreach events and workshops.

May perform other duties as assigned.

 

HIRING PREFERENCE SELECTION PROCESS:  

Applicants in the following hiring preference categories are extended a hiring preference in the order listed below.  Therefore, it is essential that these applicants accurately describe their status on the application. Failure to do so may result in a determination that the applicant is not eligible for a hiring preference.  

HIRING PREFERENCE ORDER: 
(1)   AEFM / USEFM who is a preference-eligible U.S. Veteran*
(2)   AEFM / USEFM
(3)   FS on LWOP** 

* IMPORTANT:  Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs.  If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility.  If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process.  Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees on LWOP.

Additional Selection Criteria:

à        Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.
à        Current employees serving a probationary period are not eligible to apply.
à        Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report are not eligible to
apply.
à        Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for advertised positions within the first 90 calendar days of their
employment.
à       Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment unless
currently hired into a position with a When Actually Employed (WAE) work schedule.
◊    Applicants must be available for an interview and for proficiency testing as required by the selecting official.

To Apply:
1.  Candidates who claim U.S. Veterans preference must provide a copy of their Form DD-214 with their application.  Candidates who claim conditional U.S. Veterans preference must submit documentation confirming eligibility for a conditional preference in hiring with their application.

2. Any other documentation (e.g., essays, certificates, awards) that addresses the qualification requirements of the position as listed above.
The U.S. Mission in Nairobi 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.

The EEO complaint procedure is not available to individuals who believe 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.
                                                                 
DEFINITIONS

1.  Eligible Family Member (EFM):  An individual related to a U.S. Government employee in one of the following ways:

  • Spouse or same-sex domestic partner (as defined in 3 FAM 1610);
  • Child, who is unmarried and under 21 years of age or, regardless of age, is incapable of self-support.  The term shall include, in addition to natural offspring, stepchildren and adopted children and those under legal guardianship of the employee or the spouse when such children are expected to be under such legal guardianship until they reach 21 years of age and when dependent upon and normally residing with the guardian;
  • Parent (including stepparents and legally adoptive parents) of the employee or of the spouse, when such parent is at least 51 percent dependent on the employee for support;
  • Sister or brother (including stepsisters and stepbrothers, or adoptive sisters or brothers) of the employee, or of the spouse, when such sibling is at least 51 percent dependent on the employee for support, unmarried, and under 21 years of age, or regardless of age, incapable of self-support.

2.  U.S. Citizen Eligible Family Member (USEFM):  For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria:

  • U.S. Citizen; and,
  • EFM (see above) at least 18 years old; and,
  • Listed on the travel orders of a direct-hire Foreign, Civil, or uniformed service member assigned to or stationed abroad with a USG agency that is under COM authority, or at an office of the American Institute in Taiwan; and either:
    1. Resides at the sponsoring employee’s or uniformed service member’s post of assignment abroad or at an office of the American Institute in Taiwan; or
    2. Resides at an Involuntary Separate Maintenance Allowance (ISMA) location authorized under 3 FAM 3232.2.

3.  Appointment Eligible Family Member (AEFM):  EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment:
·         Is a U.S. citizen; and
·         Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee
who is unmarried and at least 18 years old; and
·         Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and
Dependency Report, of a sponsoring employee, i.e., a direct-hire Foreign Service, Civil Service, or
uniformed service member who is permanently assigned to or stationed abroad at a U.S. mission, or at
an office of the American Institute in Taiwan (AIT), and who is under chief of mission authority; and
·         Is residing at the sponsoring employee’s post of assignment abroad or, as appropriate, office of the
American Institute in Taiwan.
·         Does not receive a Foreign Service or Civil Service annuity

4.  Member of Household (MOH):  An individual who accompanies a  direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan.  An MOH is:

  • Not an EFM; and,
  • Not on the travel orders of the sponsoring employee; and,
  • Has been officially declared by the sponsoring USG employee to the COM as part of his/her household.

A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member.  A MOH does not have to be a U.S. Citizen.

5. Not Ordinarily Resident (NOR) – An individual who:

  • Is not a citizen of the host country; and,
  • Does not ordinarily reside (OR, see below) in the host country; and,
  • Is not subject to host country employment and tax laws; and,
  • Has a U.S. Social Security Number (SSN).

NOR employees are compensated under a GS or FS salary schedule, not under the LCP.

6. Ordinarily  Resident (OR) – A Foreign National or U.S. citizen who:

  • Is locally resident; and,
  • Has legal, permanent resident status within the host country; and,
  • Is subject to host country employment and tax laws.

EFMs without U.S. Social Security Numbers are also OR.  All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP).

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