USAID Human Resources Assistant Jobs in Kenya

USAID Human Resources Assistant Jobs in Kenya


Background

  • USAID/KEA is the largest USAID Mission in the world. USAID/KEA’s Executive Office Human Resources Team (HRT) provides the full range of HR management services supporting the full employee life cycle to the staff of two Missions - USAID/Kenya and East Africa (USAID/KEA) and USAID/Somalia. The HR Management Team’s responsibilities include position classification and recruitment of all local (CCN) and international (US and TCN) Personal Services Contract (PSC) positions; management of Mission staff training and development, recognition, and performance management programs for CCN and American staff; budgeting for all PSC personnel including salaries and benefits; and serving as the liaison with the US Embassy regarding HR topics and providing periodic reporting. The Human Resources Management Team consists of seven (7) Cooperating Country National (CCN) positions and two Eligible Family Member (EFM) positions.

  • The incumbent is a member of the HR Team and works under the overall supervision of the Lead Human Resources Specialist. The Human Resources Assistant (Recruitment and Benefits Administration) will, in collaboration with the two Eligible Family Member (EFMs), support all phases of the recruitment processes for the USAID/Kenya and East Africa Mission and the Somalia Mission.

    Major Duties and Responsibilities

    Recruitment 70%

  • The HR Assistant obtains Technical/Support Office Director’s approval to initiate a recruitment process after receiving a fully classified Position Description and verifying that the required approvals and paperwork are in order.

  • The incumbent receives and screens job applications using set evaluation criteria. Completes short-listing of offerors and provides qualified and eligible candidates pools to a Technical Evaluation Committee (TEC) panel for further offeror evaluation. The incumbent coordinates the evaluation process with the appropriate TEC serving as the HR representative on these TEC panels.

  • Prepares a TEC package and shares with it with the TEC panel members. The incumbent schedules and organizes a TEC briefing to ensure that the Executive Officer briefs all TEC members before they commence the evaluation process.

  • The HR Assistant coordinates and manages the entire recruitment process – scheduling interviews, communicating with the applicants and candidates, scheduling meeting rooms and relevant IT equipment for tests and interviews, proctoring technical assessments, reviewing TEC memos, processing reference checks, and sending regret letters to unsuccessful candidates.

  • The incumbent is responsible for providing weekly recruitment updates to Office Chiefs and recruitment reporting to the Mission Director’s Office and Executive Office (as requested) as well as maintaining various Recruitment trackers.

  • Initiates personnel actions using the Oversees Personnel System (OPS) for the recruitment portfolio as required.

  • Compiles HR data relating to the recruitment/selection portfolio for the annual Local Compensation Plan Questionnaire (LCPQ).

  • The incumbent has access to and is responsible for managing the Human Resources mailbox to provide timely responses to unsolicited requests for employment.

  • Backstops the HR Specialist (CCN Services) on recruitment actions and the HR Assistant (EFM) in his/her absence.

    Benefits Administration 20%

  • The HR Assistant is responsible for the administration of CCN benefits (Medical, Pension, Life Insurance, US Dollar Loan). S/he will;

  • Support the administration of the medical and life insurance schemes to enroll new members and prepare contract modifications for payroll action to recover premium payments. The incumbent will be the point of contact between the Missions, the Insurance company and State Human Resources team. S/he will distribute all medical correspondence received from the insurance company to employees.

  • Prepare personnel actions (JF62), budget estimates and contract modifications (SF30) for additions and removal of employees and/or their dependents.

  • Support the administration of the pension scheme by processing paperwork to enroll new employees into the scheme when they join employment and to remove employees who exit employment with the U.S Government from the scheme.

  • Ensures that the staffing pattern, specifically the dependents list, is kept up to date and responds to data calls from Human Capital Talent Management (HCTM) and the Oversees Personnel System (OPS).

    General HR Administration 10%

  • The HR Assistant will prepare personnel
    letters, memos, notices, announcements, and other official documents including Bank introduction letters for new employees, employment confirmation letters for employees as requested and certificates of service for all employees leaving the organization.

  • Point of contact for annual vital records reporting in coordination with the Executive Office/Communications and Records (C&R) Team. Timely initiation of form 502-4, identify types of records and location in the HR office.

  • The incumbent serves as the alternate GLAAS Requestor for HR actions and requests.

  • Backstops the HR Assistants (Contract Administration) to ensure that employment security forms are filled. S/he will prepare the Regional Security Office (RSO) memo and confirm the background investigation (BI) date to the new employee. Backstops the HR Assistant (Training, Performance Management & Awards) on the performance management portfolio.

    Minimum Qualifications Required for This Position

  • Any application that does not meet the minimum requirements stated below will not be evaluated. Only short-listed applicants will be contacted. If you have not been contacted within one month from the closing date of this advertisement, please consider your application unsuccessful.

    Required Qualifications

  • Education: At least two (2) years of University or Collegiate studies in Business Administration, Human Resources, Project Management, Social Science or related studies is required.

  • Prior Work Experience: Minimum of three (3) years of progressively responsible experience working in the field of human resources, business administration, or general management at an International Organization, Non-Governmental Organization, Embassy or Donor Agency.

    Post Entry Training:

  • The HR Assistant will receive on-the-job familiarization with USAID operations, regulations and procedures. General USAID trainings including on-the-job training on organizational procedures and familiarization with USG records management practices will be offered.

  • Other trainings include Introduction to Program Cycle (IPC) and Records Management training. HR specific trainings will include Personal Services Contracting (PSC) and the HR Essentials Workshop, depending on course offerings and the availability of funding.

  • Language Proficiency: English level IV (Fluent) Speaking/Reading/Writing is required. Excellent oral/written communication skills and the ability to draft formal documents/correspondence is required.

    Job Knowledge:

  • The HR Assistant will have good working knowledge of HR concepts, principles and best practices as well as demonstrable knowledge of recruitment processes in a fast-paced complex environment. The position requires a good knowledge of standard personnel practices applicable to the full spectrum of personnel management from recruitment through retirement.

  • Incumbent will have standard level of understanding the country’s insurance schemes and retirement plans.

  • The incumbent must have a good understanding of general document preparation, as well as a general knowledge of office administrative procedures and practices. The incumbent should have a good working knowledge of file management, mail handling, and correspondence formatting. S/he will bring a solution-oriented approach to address recruitment and benefits challenges.

    Skills and Abilities:

  • The HR Assistant must demonstrate excellent interpersonal and communication skills as well as the ability to work effectively (individually with little supervision and as part of the Human Resources team) in a fast-paced multicultural environment.

  • S/he will have strong attention to detail and organization skills to handle and prioritize high volume requests in an effective and timely manner as well as the ability to adapt quickly to changing demands. The incumbent will have outstanding customer service/problem solving skills with a positive ‘can-do’ approach to work.

  • Proficiency in the use of Human Resources Management Information Systems (HRMIS), Microsoft Office Suite (MS Word, Excel, PowerPoint) and email/internet is required.

    How to Apply

  • For more information and job application details, see; USAID Human Resources Assistant Jobs in Kenya


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