SOL 72052121R00023 USPSC TCNPSC Senior HR Advisor.pdf

U.S. Agency for International Development American Embassy, Port-au-Prince Boulevard 15 Octobre, Tabarre 41 P.O. Box 1634 Port-au-Prince, Haiti

Tel: +(509) 2229-8000 Fax: +(509) 2229-8066 www.usaid.gov/ht

SOLICITATION NO: 72052121R00023

ISSUANCE DATE: July 21, 2021 CLOSING DATE/TIME: August 3, 2021 5:00 pm (Local Time)

SUBJECT: Solicitation for a USPSC/TCNPSC: Senior Human Resources Advisor in

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 I of this solicitation. Incomplete, unsigned, or late offers will not be considered. Offerors should retain copies of all offer materials for their records. Offers received after the closing date and time contained in this solicitation will be considered late and will not be accepted.

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 offer.

Any questions must be directed in writing to the Point of Contact specified in the attached information.

Sincerely, Susan C. Easley

Contracting Officer

ATTACHMENT 1

Solicitation #:72052121R00023 Senior Human Resources Advisor

I. GENERAL INFORMATION

1. SOLICITATION NUMBER: 72052121R00023

2. ISSUANCE DATE: July 21, 2021

3. CLOSING DATE/TIME August 3, 2021 FOR RECEIPT OF OFFERS: (5:00 pm Haiti/Local Time)

4. POINT OF CONTACT: usaidhaitihr@usaid.gov

5. POSITION TITLE: Senior Human Resources Advisor

6. MARKET VALUE: $110,460 - $143,598

equivalent to a GS-15. Final compensation will be negotiated within the listed market value.

The standard compensation package also includes contribution for life and health insurance and contribution to FICA.

7. PERIOD OF PERFORMANCE: The base period will be two (2) years, estimated to start on/about November 8, 2021. Based on Agency need, availability of funds and requisite approvals, the Contracting Officer may exercise an additional option periods for three (3) years for the date(s) estimated as follows:

8.

Base Period 11/08/2021 – 11/07/2023 Option Period 1: 11/08/2023 – 11/07/2024 Option Period 2: 11/08/2024 - 11/07/2025 Option Period 3: 11/08/2025 - 11/07/2026

9. PLACE OF PERFORMANCE: Port-au-Prince, Haiti with possible travel as stated in the Statement of Duties.

10. ELIGIBLE OFFERORS:

To meet basic eligibility requirements, the offeror must:

• Be a U.S. citizen (including lawful permanent U.S. resident) or Third Country (non-US, non-Haitian) National.

• Hiring Preference:

In order of preference, U.S. Citizens (including Permanent legal residents) offers will be evaluated first and only when it is determined that there are no qualified U.S.

Citizens (including Permanent legal residents) that offers from Third Country Nationals (TCN) will be considered.

References ADS 309.3.1.4 and 309.3.1.10.

• Submit a complete offer as outlined in Section IV.

• Be able to obtain Secret Clearance.

• Be able to obtain a Department of State medical clearance.

• Be available and willing to work additional hours beyond the established 40-hour workweek, including weekends, as may be required or necessary; and

• Be willing to travel to work sites and other offices as/when requested.

11. SECURITY LEVEL REQUIRED: The selected offeror must be able to obtain a

Security Clearance at the “Secret” level and a Medical Clearance within a reasonable period of time. If such clearances are not obtained within a reasonable time or negative suitability issues are involved, any offer may be rescinded.

12. STATEMENT OF DUTIES:

(1) Purpose of the Contract:

USAID/Haiti is seeking the services of a USPSC/TCNPSC to serve as Senior Human Resources Advisor in Port-au-Prince, Haiti.

(2) Introduction:

The Human Resources Advisor serves as a consultant to the Executive Office at USAID/Haiti, reporting directly to the Supervisory Executive Officer (S/EXO), or the Deputy Executive Officer (D/EXO) in the absence of the S/EXO. The Human Resources Advisor (HRA) is directly responsible for providing support to the EXO management team and hands-on training to the Human Resources team on personnel related matters. The HRA is expected to assess personnel related functions and make recommendations, provide training for Mission Foreign Service National (FSN) personnel related to all aspects of Human Resources management, including USDH, FSN, TCNPSC, and USPSC personnel management.

(3) Statement of Duties to be Performed:

• Provide support to the EXO management team on a range of HR related topics related to personnel management operations for USDH, FSN, TCNPSC, and USPSC personnel.

• Review and assist HR staff to update the Mission’s personnel management processes to align with recent Agency guidance alongside the D/EXO.

• Mentor, guide, cross-train and upgrade the administrative skills of USAID/EXO/HR staff in collaboration with D/EXO through individual and group sessions on various.

• HR topics particularly recruitment, contracting, employee relations, and employee benefits based on local labor law and Embassy policies.

• Develop and execute plan for HR knowledge transfer to EXO/HR FSN host-country national staff and performance will be based on the ability of the host-country FSN staff to take over these functions in a mutually determined period of time. Special focus will be placed on training the HR Specialist, HR Assistant, Administrative Assistant (Rover) and Travel/Training Coordinator to be hired, and training of the current HR staff as needed.

• Review, assess and make recommendations as needed or requested for increased efficiency and effectiveness of the Mission employment program for USDH, USPSC, TCNPSC employees and FSNPSCs, both long and short-term, local-hire and off-shore, and both OE-funded and project-funded, in a manner that will include knowledge transfer to the local FSN staff.

• Assist EXO/HR team in the organization of current job aids and templates and/or drafting of new job aids.

• Guide relevant Office Chiefs to update position descriptions on their teams.

• Collaborate with State/HR colleagues on process for new Merit-Based

Compensation (MBC) Program and introduce the policy and procedures to Mission supervisors when announced.

• Conduct training and seminars for Mission personnel on HR processes such as drafting position descriptions and PSC statements of work, the FSN classification system, MBC process etc. alongside the EXO/HR team.

• Interpret regulations, and to assure employees are informed of all matters affecting employment and employee placement, personal services contracting, performance evaluation, leave and retirement policies, health benefits, and insurance allowances.

• Develops HR-related reports and draft correspondence as required or requested.

• Serve as Acting D/EXO in the absence of the D/EXO.

A. Degree of responsibility for decision-making assigned to the position:

The incumbent will have limited formal decision-making ability but should be available for planning and executing assignments by the EXO. S/he will have significant ability to make time sensitive technical decisions in consultation with the EXO.

B. Level of complexity of work assignments:

The Haiti Mission is a large fast-paced environment that encounters many political insecurities that affect the nature and level of complexity of work assignments for all offices. As a priority country dealing with several staffing shortages the importance of the EXO team is vital in ensuring the Mission receives the support needed to effectively respond to short- and long-term requests. The EXO/HR team manages over 100 FSN staff and several categories of personal service contractors on various HR topics. The incumbent will assist the EXO management team on strategic decisions, knowledge management, HR planning, problem solving on personnel sensitive issues, specialized HR training for current/new FSN staff and other pertinent matters as needed.

C. Knowledge level required:

A comprehensive knowledge of host-country labor laws, as well as prevailing HR management customs and practices as they apply to compensation and employment benefits is required. A strong practical and theoretical understanding of professional HR principles, practices and terminology is also required. A sound understanding of financial resource management specifically related to salary negotiations, employment contract regulation and budgets is required. In addition, a demonstrated proficiency/knowledge of correct American English grammar, spelling, punctuation, sentence and paragraph structure is required in order to prepare required training presentations, HR correspondence, documentation, reports, and relevant forms, etc.

D. Complexity of the work environment/effect on the position's responsibilities:

The incumbent should have experience in working in a complex fast-paced working environment with competing demands from various sources, exercise the ability for maximum flexibility in responding to changes in Agency guidance, impact on staff from political instability or other internal/external situations. S/he will be able to identify alternative options for completing tasks or presenting reasonable solutions to complex and/or personnel sensitive matters.

E. Scope and effect of the work performed:

The incumbent will serve as a critical staff member on the EXO team focusing on providing strategic level support to the EXO management team on pertinent matters. In addition, s/he will contribute to the success of the Office and overall Mission by providing catered HR training and mentoring to several new staff members in a condensed timeframe.

F. Level and purpose of contacts:

The incumbent will be required to establish and maintain solid working relationships with all levels of USAID/Haiti, US Mission and USAID/Washington Office of Human Resources personnel is required in order to seek information related to areas of responsibility, and/or to discuss HR policies; provide guidance and training on regulations and procedures; coordinate recruitment and contracting actions and assist in resolving problems, etc.

G. Supervision/oversight over others: This is not a supervisory position but does require substantial coordination with others, mentoring and training staff.

H. Guidelines: (availability of them for required work): Mission Orders, Administrative Notices, USAID’s Automated Directives System (ADS), Foreign Affairs Manual (FAM), Foreign Affairs Handbook (FAH), USAID Acquisition Regulations (AIDAR), Federal Acquisition Regulations (FAR), Acquisition & Assistance Policy Directives (AAPDs), Department of State Standardized Regulations, Local Labor Law Handbook, Mission PSC Handbooks and Local Compensation Plan. The incumbent will be required to be proactive in keeping current/abreast of evolving guidelines and policies which affect overall activities within the Mission. The Executive Management Team will provide additional guidance, as/when necessary.

(4) Supervisory Controls: The incumbent reports to and is directly supervised by the EXO, who makes assignments by defining objectives, priorities, and deadlines. The employee independently plans the work; carries out successive steps of assignments;

handles problems and/or deviations that arise in accordance with instructions, policies, and guidelines; and refers new or controversial issues to the supervisor for direction. The supervisor reviews work products for technical soundness, appropriateness, and conformity to policies and requirements. Serve in the Acting role for the EXO management team as needed.

13. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION:

● Education: A master’s degree in human resources management, business administration, management, or closely related subjects. Formal training in recruitment, position classification, personnel administration, business administration or closely related subjects is required.

● Relevant Work Experience & Knowledge: A minimum of ten (10) years of experience in HR management performing duties where emphasis was placed on HR processes, customer service, strategic planning and administrative management is required. At least five (5) years of these years providing expert-level HR knowledge to senior leadership and HR team members in a mid-to large-sized organization is required. Knowledge of USG regulations related to HR management is required.

● Language Skills: Level IV (fluent) English is required.

● Abilities & Skills: This position requires exceptional leadership, communication and interpersonal skills, an ability and willingness to function in a collaborative and collegial environment, empathy, uncompromising integrity, balanced judgement, the ability to conceptualize – strategically and an ability to generate trust and build alliances with co-workers. The ability to organize and execute informal trainings for USAID staff alongside the EXO/HR team. Proven skills in mentoring and coaching staff are a requirement.

The ability to work effectively as a team member in a fast-paced dynamic environment and communicate with, and understand the needs of a wide range of clients; to anticipate client needs and/or concerns and assist in resolving pertinent HR issues when needed; to understand and apply Agency regulations and procedures for personnel relations, contract administration, travel, and budgeting;

extreme flexibility to manage more than one activity at a time in the performance of daily personnel management related actions and/or work effectively under pressure is essential; excellent organizational skills, diplomacy, tact, sound judgment and discretion and an interest in collaborative methods to maintain effective working relationships with all staff. The incumbent must be a dynamic self-starter, able to organize, prioritize and follow through on all assignments with minimal oversight; strong proofreading skills; demonstrated skill to synthesize budgetary information as it directly relates to employment contracts; possess good analytical skills in order to make objective decisions and present them concisely.

Must have demonstrated oral and written communication skills, excellent computer skills in word processing and spreadsheet software. Work requires the utmost discretion in handling human relations matters, and the ability to inspire confidence, resolve issues that arise and maintain confidentiality is required. A strong ability to work effectively with superiors, subordinates, colleagues, and partners, both within and outside the Mission, are required, as well as maturity, stability, objectivity, resourcefulness, adaptability, and sound professional judgment. The candidate must have a demonstrated ability to work productively in a multicultural environment.

III. 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 https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far

FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

The following factors will be the basis for the evaluation of the offeror meeting the required minimum qualifications. All offerors will be evaluated based on the documentation submitted with the offer. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation. The highest-ranking offerors may be selected for an interview, but an interview is not always necessary.

● Education: (10 points)

● Prior Work Experience & Knowledge: (50 points)

● Language Proficiency: (10 points)

● Abilities & Skills: (30 points)

● Satisfactory Professional Reference Checks: Pass/Fail (no points assigned)

IV. SUBMITTING AN OFFER

1. Eligible offerors are required to complete and submit the offer form

AID 309-2, “Offeror Information for Personal Services Contracts with Individuals,” available at http://www.usaid.gov/forms.

2. Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I.

3. Offeror submissions must clearly reference the number of this Solicitation to ensure the offer is for the position in this Solicitation.

4. Cover letter and current resume. The resume must contain sufficient relevant information to evaluate the offer in accordance with the stated evaluation criteria. Complete dates (month/year) are also required on your resume.

http://www.usaid.gov/forms

5. Offer Must be submitted ONLY via email according to the information provided in Section I, item 4 – Points of Contact.

Email subject must say: Solicitation No. 772052121R00023– Senior Human Resources Advisor. Any attachment provided must be in a format compatible with Microsoft Word or PDF and not zipped.

6. Offeror also must address the above Section III: Evaluation and

Selection Factors, in a Summary Statement to be included in the offer. This Summary Statement, limited to two (2) pages, must describe specifically and accurately what experience, training, education and/or awards the Offeror has received that are relevant to each selection factor above. The Summary Statement must include the name of the Offeror and the solicitation number at the top of each page.

7. Offeror must provide a minimum of three (3) and a maximum of five (5) references within the last five years from the Offeror’s professional life, namely individuals who are not family members or relatives. Three references must be from direct supervisors who can provide information regarding the Offeror’s work knowledge and professional experience. Offerors must provide e-mail addresses and/or working telephone numbers for all references.

8. Late and incomplete offers will not be considered; the offer must be submitted before or on the closing date, August 3, 2021, at 5:00pm, Haiti time.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

Once the CO informs the successful Offeror about being selected for a contract award, the CO will provide instructions about how to complete and submit the following forms:

1. Medical History and Examination Form (Department of State Forms)

2. Questionnaire for Sensitive Positions for National Security (SF-86), or

3. Questionnaire for Non-Sensitive Positions (SF-85)

4. Finger Print Card (FD-258)

All forms can be found at: http/www/usaid.gov/forms/.

Forms shall be completed only upon the advice of the Contracting Officer that an Offeror is the successful candidate for the job.

VI. BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a USPSC is normally authorized the following benefits and allowances:

1. BENEFITS:

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance

(c) Pay Comparability Adjustment

(d) Annual Increase (pending a satisfactory performance evaluation)

(e) Eligibility for Worker's Compensation

(f) Annual and Sick Leave

2. ALLOWANCES:

Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas), available at https://aoprals.state.gov/content.asp?content_id=282&menu_id=101.

Haiti specific allowances are detailed here:

https://aoprals.state.gov/Web920/location_action.asp?MenuHide=1&Cou ntryCode=1056

(a) Temporary Quarters Subsistence Allowance (Section 120)

(b) Living Quarters Allowance (Section 130)

(c) Cost-of-Living Allowance (Chapter 210) http://www.usaid.gov/forms http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 https://aoprals.state.gov/content.asp?content_id=282&menu_id=101 https://aoprals.state.gov/Web920/location_action.asp?MenuHide=1&CountryCode=1056 https://aoprals.state.gov/Web920/location_action.asp?MenuHide=1&CountryCode=1056

(d) Separate Maintenance Allowance (Section 260)

(e) Education Allowance (Section 270)

(f) Education Travel (Section 280)

(g) Post differential (Chapter 500)

(h) Payment during evacuation/Authorized Departure (Section 600), and

(i) Danger Pay Allowance (Section 650)

Resident-Hire USPSCs are not eligible for any fringe benefits, differentials, or allowances; and are only eligible for contributions for FICA, Medicare, health insurance, and life insurance.

VII. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT

CLAUSES PERTAINING TO PSCS

USAID regulations and policies governing USPSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix D, “Direct USAID Contracts with a U.S. Citizen or a U.S. Resident Alien for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.

2. 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.

https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.

https://www.usaid.gov/forms

LINE ITEMS:

SUPPLIES/SERVICES

(DESCRIPTION) (B)

QUANTITY

(C)

UNIT

(D)

UNIT

PRICE

(E)

AMOUNT

(F)

0001 Base Period - Compensation, Fringe Benefits and Other Direct Costs (ODCs) Award Type: Cost Product Service Code: R497 Accounting Info: TBD

2 years LOT $ TBD $_TBD at Award after negotiations with Contractor_

Option Period 1 - Compensation, Fringe Benefits and Other Direct Costs (ODCs) Award Type: Cost Product Service Code: R497 Accounting Info: TBD

1 year LOT $ TBD $_TBD at Award after negotiations with Contractor_

2001 Option Period 2 - Compensation, Fringe Benefits and Other Direct Costs (ODCs) Award Type: Cost Product Service Code: R497 Accounting Info: TBD

1 year LOT $ TBD $_TBD at Award after negotiations with Contractor_

3001 Option Period 3 - Compensation, Fringe Benefits and Other Direct Costs (ODCs) Award Type: Cost Product Service Code: R497 Accounting Info: TBD

1 year LOT $ TBD $_TBD at Award after negotiations with Contractor_

3. Acquisition and Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs.

4. 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.

[End of Solicitation] http://www.usaid.gov/work-usaid/aapds-cibs http://www.usaid.gov/work-usaid/aapds-cibs https://www.oge.gov/web/oge.nsf/OGE%20Regulations.