Vacancy

U.S. EMBASSY MASERU

VACANCY

HUMAN RESOURCES ASSISTANT
 
The United States Embassy in Maseru seeks a qualified individual for the position of Human Resources Assistant.

BASIC FUNCTION OF POSITION:

The incumbent serves as Human Resources (HR) Specialist with responsibility for handling a wide range of day-to-day operational activities in the areas of recruitment, staffing, classification, position management, pay administration, benefits, and training.  

MAJOR DUTIES AND RESPONSIBILITIES                                                    80% OF TIME

This is the senior FSN position in the Human Resources Office, serving as HR advisor to the American Management Officer (MO). Responsible for all HR matters.  Responsible for reviewing for completeness position descriptions and classifying all Foreign Service National (FSN)/Personal Services Agreement (PSA) and Eligible Family Memember (EFM) positions.  Also coordinates annual awards process and the in and out-processing of locally engaged staff (LES).  Participates in salary and benefits surveys, prepares various personnel reports, liaises with local labor and judicial authorities, translates legal and personnel related documents.

SPECIAL ADVISOR TO THE AMERICAN MANAGEMENT OFFICER:

Advisory duties:

The incumbent serves as a technical expert and advisor to managerial, supervisory and operational personnel throughout the Mission on the interpretation of rules and regulations for a wide spectrum of Human Resource (HR) matters.  The incumbent must be able to work across multiple HR functions to fashion tailored solutions to human resources management challenges. 

This position is the Embassy’s authority on local labor law, wages, and benefits.  As advisor to the Management Officer, gives guidance on issues in conformance with Mission regulations and the local labor laws.  Maintains high-level contact with officials of various Missions, HR officials of comparator companies and Department of Labor in the Government of Lesotho.  Handles and facilitates the processing and payment of employees’ benefits, including retirement and work related accidents.  Advises Management Officer and HR Clerk of changes relating to labor laws.

Counsels locally engaged staff (LES) to facilitate better understanding of the benefits of FSNs and(LES), including EFMs, local compensation plan (LCP), HR regulations, the local labor laws and maintenance of good performance.  Advises supervisors on ways to handle performance problems to avoid breaking labor law and rules governing LES as detailed in the FSN handbook.

Serves as initial main point of contact and contracting officer’s representative (COR) for the LES staff and the local service provider for the Discovery health insurance plan.
Serves as the initial main point of contact and COR for Pension fund company and administers the LES retirement benefit plan.

Training duties:

Schedules training for all employees in coordination with supervisors.  Manages training database, tracking training requested, in-progress, and completed, and advises the MO on employees’ training history and needs, to facilitate an equitable training program which is fair to all employees.   Serves as post liaison exchanging information on staff development with other embassies and international organizations as appropriate.                                                           

POSITION CLASSIFICATION (JOB EVALUATION) 

Position classification:

Advises supervisors in the initial preparation of position descriptions, related analyses, and evaluations and classifies all FSN/PSA and FMAs vacant or newly established positions using Computer Aided Job Evaluation (CAJE) to determine appropriate grade levels (based upon paper review, supervisory and desk audits) for review by the Regional Human Resources Officer; conducts periodic review of position descriptions, recommends and oversees their updates.  Conducts annual position description reviews, and when position becomes vacant, ensures that duties and responsibilities are current and accurate.  Facilitates and advises supervisors on updating of position descriptions (PDs), ensuring their submission of accurate documentation.  Ensures that duties and responsibilities for related positions are clear and succinct.  Discusses classification decisions with supervisors and employees explaining the basis for the decisions.   Facilitates all appointment, transfer, promotion or other employment actions.

CAJE process:

In close coordination with the Regional Human Resources Officer, acts as the key person for the CAJE process: setting up CAJE briefing sessions to all Mission employees, oversight of PD update, follow up of JDHS process, program and making interviews with supervisors and job holders, and CAJEing the entire Mission LES and Eligible Family Member Appointment (EFMA) positions.                                 

ADMINISTRATION OF THE POST AWARDS PROGRAM:

Initiates and coordinates the post annual awards nominations by notifying and guiding supervisors on the appropriate timing, methods and procedures to nominate employees. Coordinates this process between MO, awards nominators and the Joint Country Awards Committee for approval of nominations, prepares awards certificate and makes necessary arrangements for the ceremony, to include setting up and helping the COM with handing over the certificates.  Requests payments for awards from Global Financial Service Center (GFSC) in Charleston.  Appropriately maintains files on all aspects of the awards process. 

RECRUITMENT AND SEPARATION PROCESSES:  

Recruitment:

Participate in and oversees the recruitment of FSN/PSA/EFM personnel, to include, the preparation of vacancy announcements (both in-house and radio/news media or internet diffusion), facilitates the pre-selection of candidates, drafting of test questions for job applicants, participates in post’s interviewing panel, administration of tests, and supports the orientation/counseling of selected applicants.  Drafts justification of newly established positions for EFMs and FSNs, when requested.

Works with appropriate Mission security staff to help establish and implement criteria prior to the hiring decision for pre-screening of candidates.  Serves as post liaison to exchange information on staff development with other embassies and international organizations.

Separation process:

Is responsible for the out-processing of LES personnel, including the drafting of separation notices, coordination with retirement and medical health companies, calculation of severance and retirement benefits. Requests reimbursement from medical health company for departing employees should there be any balance in employee’s Medical Savings Account.

WAGE AND SALARY SURVEY:

In Coordination with Regional Human Resources Officer, schedules, arranges, prepares and participates in benefits surveys and compiles information for Regional Human Resources Officer for further action with MO. Maintains contact with comparator companies. Prepares spreadsheet for Local compensation plan, and updates all attachments to the LCP; submits to HR/OE and GFSC Charleston for salary increase, and amends and distributes the LCP in compliance with HR/OE/CMD to reflect new changes.

U.S. DIRECT HIRE RELATED DUTIES:
Arrival/Departure:  Administers checking in and checking out procedures; prepares all Travel Messages (TMs) as needed; directs employees to appropriate State Department Office for solving HR-related issues, i.e. assignments, retirement, etc. and maintains official personnel files. 

Benefits:  Distributes, as necessary all “open season” material, reference cables and material concerning Thrift Savings Plan (TSP), Federal Employee Health Benefits (FEHB), Federal Employee Life Insurance (FEGLI), Savings Bonds and assists employees in processing paperwork concerning changes/updates.  Resolves issues in consultation with the appropriate offices in the Department of State.  

Compliance with Local Laws:  Oversees preparation of diplomatic notes;  facilitates assistance to newly-arrived American employees of State and other agencies in complying with host government requirements for Foreign Officer certification, identification, sales tax cards, obtaining border-crossing permits; processing requests for South African visas if required; Prepares/Oversees work/residence permit letters for submission to the Ministry of Foreign Affairs for onward transmission to Immigration Department. 

Time and Attendance (T&A) and Payroll:  Responsible for accuracy of and preparation of T&A reports.  Solves employees’ problems concerning time and attendance. Takes appropriate action to correct inaccuracies, if any.
           
OTHER ADMINISTRATIVE DUTIES:  15%

Supervisory duties:

Directly supervises one Human Resources Clerk, approves leave, prepares evaluation, recommends training, applies disciplinary measures when necessary, and recommends appropriate action regarding hiring and termination. 

Reports:
Supervises WEBPASS (Post Personnel) data entry and ensures all data is current and accurate.  Participates and oversees the preparation of post’s staffing pattern in coordination with the Human Resources Clerk.  Regularly updates FSN Handbook.

Ambassador – Official Representation Event (ORE) Staff:

Drafts ORE staff contracts, administering ORE staff enrollment into medical and retirement schemes, monitoring payments and overseeing the overall efficient operation of the plans.Others:

Answers queries about complex personnel, payroll and leave problems for all LES, including EFMs as well as American direct hire staff; drafts diplomatic notes regarding personnel matters and assists with all ordinary HR correspondence.

BACK-UP DUTIES:  5%

Serves as Alternate Voucher Examiner on travel issues.  Serves as Alternate Travel Manager preparing travel orders and advances, requests tickets from travel agent, faxes relevant documentation to facilitate issuance of tickets.  Assists travelers with preparation of travel vouchers after travel is complete.

REQUIRED QUALIFICATIONS:

a.         Education:
Diploma (Bachelors degree) in HR management or related field is required.
 
b.         Prior Work Experience:
Minimum of four years of progressively responsible experience in the field of Human Resource management is required.

c.         Post Entry Training:
United States Government Human Resources Management training, computer training, Position Classification (CAJE) training , WEBPASS training, E2 Travel.

d.         Language Proficiency:  Level IV –professional fluency- (speaking, reading, and writing) English language is required. 
Level IV (speaking, reading, writing) Sesotho language is required.

e.         Job Knowledge:
Exceptional knowledge of Foreign Affairs Manual (3 FAM), 3 Foreign Affairs Handbook (FAH), Department of State Standardized Regulations (DSSR), CAJE policy and regulations, Lesotho’s local labor laws, Embassy MaseruFSN Handbook and Local Compensation Plan.

f.          Skills, and Abilities
Professional managerial and keen analytical skills and ability to maintain strict confidentiality and discharge duties in a friendly, courteous manner with utmost tact and discretion.  Computer literacy in MS Office suite programs, spreadsheets and knowledge in HR management programs.  Ability to provide effective professional counsel to employees on work-related issues, changes and other disputes, maintaining integrity, confidentiality, and impartiality. 

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

SELECTION CRITERIA:

When equally qualified, Appointment Eligible Family Members (AEFMs) and U.S. Veterans will be given preference.  Therefore, it is essential that the candidate address the required qualifications above in the application.

ADDITIONAL SELECTION CRITERIA:

1.  Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy.

2. Current employees serving a probationary period are not eligible to apply.
3.  Currently employed AEFMs who hold a FMA appointment are ineligible to apply for advertised positions within the first 90 calendar days of their employment.

TO APPLY: 

Interested candidates must submit the following, or the application will not be considered:

1. Application for U.S. Federal Employment (SF-171 or OF-612); or

2. A current resume or curriculum vitae that provides the same information as an OF-612 is strongly recommended; plus

3. Candidates who claim U.S. Veterans preference must provide a copy of their Form DD-214 with their application. All forms are available from the Embassy Human Resources Office.
 
4. Any other documentation (e.g., essays, certificates, awards, copies of degrees earned) that addresses the qualification requirements of the position as listed above are strongly encouraged.

SUBMIT APPLICATION TO:

Human Resources Office
P.O. Box 333,
Maseru. 100.
Tel: 22-312-666
Fax: 22-310-116
E-mail: infomaseru@state.gov

OPENING DATE:  May 23, 2008.

CLOSING DATE FOR THIS POSITION: June 13, 2008.

Only short-listed candidates will be contacted.

POINT OF CONTACT:

HR Assistant Nkone Malefane
Telephone: (+266) 22-312-666 (ext. 4217)
FAX:  (+266) 22-310-116