***DATE:*** September 17, 2008

***SUBJECT:* JOB VACANCY ANNOUNCEMENT -- 2008/06**

***TO:*** [Open to all Qualified Candidates]{.underline}

***JOB TITLE:* HUMAN RESOURCES MANAGEMENT ASSISTANT**

***GRADE:*** FSN-8 with the possibility of hiring the employee at the

FSN-7 grade level if s/he does not meet all the position's requirements

> **[\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_]{.underline}**
>
> **[Note]{.underline}: Due to the number of applications we receive,
> only applicants who have been short listed will be contacted by
> USAID.**

A.  **BASIC FUNCTION OF POSITION**

> The Human Resources Assistant to the USAID/Senegal Mission serves as
> the assistant to the Human Resources Specialist and the Executive
> Officer on matters relating to the Personnel Management of Foreign
> National Employees (FSNs). Activities and programs include management
> of the FSN Personnel Services Contracts (PSCs), including
> classification of new and revised FSN positions, recruitment and
> appointment of local staff, maintenance of position control records,
> staffing patterns, personnel and contract files, issuance of personnel
> actions, annual merit increase promotion, and wage administration of
> local employees, WebPass Post Personnel data entry, ASIST Electronic
> Filing, EPICS database entry.
>
> **B. MAJOR DUTIES AND RESPONSIBILITIES**
>
> **I. [FSN Personnel and Contract Administration]{.underline} (60%)**
>
> a\. Prepare and process all types of personnel/personal services
> contracting actions for all FSN PSC employees such as appointment,
> within-grade-increase, promotion, transfer, saved rate, grade
> retention, leave without pay, resignation, separation, disciplinary
> action (reprimand, suspension and removal actions) and
> reduction-in-force. Prepare and process all contract documents and
> amendments, as well as all related memorandum of negotiation and
> correspondence. Maintain a database on employee contracts such as
> contract dates, within-grade-increases (WGI), and promotions due dates
> etc.
>
> b\. Prepare personal services contracting action using the JF-62 form
> and forward to the payroll office in Charleston in telegraphic form to
> affect contract/salary changes. Coordinate with the Controller\'s
> Office and work with FSC Charleston to resolve any questions raised on
> JF62 actions.
>
> c\. Notify supervisors/rating officers when performance evaluation
> reports for all FSN PSC employees are due. Follow up and ensure that
> all evaluations are completed on the due date to allow timely
> processing of within-grade-increase and/or promotion, or denial of
> WGI.
>
> \- 2 -
>
> d\. Prepare mass pay adjustment action documents when revisions to the
> Local Compensation Plan are approved. Obtain clearances from the
> Controller\'s Office and forward document to payroll office FSC in
> Charleston.
>
> e\. Prepare contract closeout documents upon termination of personal
> services contracts, i.e. release forms, contract closeout completion
> statement. Coordinate with the Controller\'s Office the processing of
> final payments in order to deobligate funds for contract closeout.
>
> When employee receives promotion, step increase, Meritorious Step
> increase, resignation, firing or any other increase or decrease that
> affects the employees\' salary; i.e., general salary increase,
> IPM/IPRES deduction, etc.
>
> f\. Whenever required, arrange an English language test and/or
> training for FSNs to measure or meet the English language level of
> their positions. Prepare and process MAARD for Contracting Office to
> procure the service of the test/training provider.
>
> g\. Serve as advisor on matters relating to FSN, and provide guidance
> on rules and regulations regarding US and Senegalese human resources
> administration.
>
> **II. Recruitment process for Foreign Service National vacancies
> (20%)**
>
> a\. Prepare recruitment advertisements for posting at USAID, RIG and
> WA, or for publishing in newspapers or professional journals.
>
> b\. Supervise the pre-screening of all applications, set-up the
> interview panel and appointments for prospective candidates; verify
> previous employment and performance records for applicants and conduct
> skill tests when required.
>
> Participate in both the initial and final interviews, provide
> information or clarifications on recruitment procedures.
>
> c\. When the final selection is made, process reference check, prepare
> a recommendation for initial salary and draft the job offer letters.
> Assist in negotiating contract/salary for selected candidates. Arrange
> security and medical clearances after contract negotiation. Assist in
> the orientation of new FSN employees; briefings on allowances and
> benefits; health and life insurance and pension plans. Prepare and
> send out letters for the unsuccessful candidates.
>
> d\. Ensure that all necessary documentation on new employees are
> completed and properly filed, i.e., request for the position or MAARD,
> job advertisement, Optional Form 612, selection and negotiation memo,
> copies of salary history, health and security clearances and health
> insurance registration.
>
> **III. FSN Position Classification, Audits and Analysis (10%)**
>
> a\. Meet and work with supervisors to obtain accurate job descriptions
> and define organizational relationships for new and revised positions.
> Explain and discuss classification standards and
>
> \- 3 -
>
> requirements with employees and supervisors using the Computer Aided
> Job Evaluation (CAJE) principles. Coordinate the preparation of Job
> Description Help Sheet (JDHS).
>
> b\. Conduct interviews of employee and supervisors regarding the job
> factors to ensure that job descriptions match with actual duties Enter
> Job Description and all electronic documents required for the CAJE
> process.
>
> c\. Interpret questionnaire results into CAJE concept and enter data
> in CAJE System.
>
> d\. Ensure that all the attachments sent in CAJE System are accurate.
>
> e\. Maintain documents on classification filing and update.
>
> **VI. Reporting and other functions** (**10%)**
>
> a\. Quarterly update the USAID staffing pattern reporting document,
> "WebPass Post Personnel". When the Local Compensation Plan is revised,
> recalculate FSN new annual salary and benefits and enter new data in
> WebPass Post Personnel.
>
> b\. Periodically coordinate the renewal of Local staff medical and
> security clearances.
>
> c\. Assist in managing the Mission\'s various incentive awards
> program: review and screen award nominations, advise on criteria for
> awards, check nominations for compliance with regulations, obtain
> funding and approval from the Mission Awards Committee and the Embassy
> Joint Country Awards Committee. Contribute to preparations for awards
> ceremonies including the preparation of award certificates. Maintain a
> database containing award records for each employee.
>
> d\. Serve as back up in the Personnel Section in case of absence of
> the Human Resources Personnel Specialist.
>
> e\. Serve as back up in the Travel Section in case of the absence of
> the Travel Assistant.
>
> **C. [DESIRED QUALIFICATIONS]{.underline}**:

1.  **Education:** Completion of secondary school and university
    education level in Personnel Management and Administration or
    related area required. Two years of professional experience in
    Personnel/Human Resources Management is acceptable in lieu of
    university education; this is in additional to prior work experience
    in C.2. below.

2.  **Prior Work Experience:** Three years of progressively responsible
    experience in human resources or administrative management. At least
    two years of the experience should be within a US Government Agency
    or in large International organization.

3.  **Post Entry Training:** Position Classification and CAJE Training.

4.  **Language Proficiency:** Level IV English ability (fluent) is
    required. Must be able to read, write and speak fluent French and
    Wolof.

\- 4 -

> 5\. **Knowledge:** Knowledge of Senegalese Labor Code principles and
> knowledge of Senegalese
>
> social and economic general situation required. Thorough knowledge of
> USG or large
>
> international organization position classification and hiring system
> is required. Must have extensive
>
> practice in personnel contract administration in USG or large
> international organization.
>
> 6\. **Abilities and Skills:** Requires effective administrative and
> interpersonal skills, good organization,
>
> tolerance and utmost discretion and impartiality in dealings with all
> levels of Mission personnel.
>
> Skills in MS Office.
>
> **D. [POSITION ELEMENTS]{.underline}**
>
> 1\. **Supervision Received**: Under the supervision of the Human
> Resources Specialist.
>
> 2\. **Supervision Exercised**. None.
>
> 3\. **Available Guidelines**: Local Employee Classification Handbook
> (LEPCH), 3 FAM, AIDAR, USAID and
>
> U.S. Embassy regulations, Mission Orders and directives on personnel
> administration, classification and
>
> compensation, local labor code, ADS, FSN Handbooks, and Local
> Compensation Plan.
>
> 4\. **Exercise of Judgment**: Must exercise substantial independent
> judgment in classifying or reclassifying
>
> positions and in providing advisory services. Inasmuch as the bulk of
> personnel cases are handled directly,
>
> must use good judgment in what problems and/or issues are brought to
> attention of the supervisor.
>
> 5\. **Authority to Make Commitments**: None.
>
> 6\. **Nature. Level and Purpose of Contacts**: USAID/Senegal employees
> at all levels, Embassy Administrative
>
> and Personnel offices, employment candidates, candidates' references,
> FSC Charleston, AID/W (HR).
>
> 7\. **Supervision Exercised**: None
>
> 8\. **Time Required to Perform Full Range of Duties**: On year.
>
> **[HOW TO APPLY]{.underline}**: Interested applicants should submit a
> completed OF-612 form or a complete
>
> resume to:
>
> Human Resources Mgt. Specialist. or Human Resources Mgt. Specialist
>
> USAID/Senegal USAID/Senegal
>
> B.P. 49 - Dakar, Senegal Petit Ngor - Dakar, Senegal
>
> Email address: <usaiddakar-hr@usaid.gov>
>
> **Deadline to receive applications: October 3, 2008.**
>
> Cleared by: Aminata Dagnoko, HR Specialist:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date:
> \_\_\_\_\_\_\_\_\_\_\_
>
> Ross M. Hicks, Executive Officer:
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Date:
> \_\_\_\_\_\_\_\_\_\_\_