Advert View :: Human Resources Assistant | Nairobi | Administrative / Clerical

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Job Title

Human Resources Assistant

Reference

Nairobi-2019-01


 

Advert Details

Recruiter: U.S. Embassy Updated on: 2019-02-21 02:10:01
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 February 20, 2019.


 

Minimum Requirements

Qualifications and Evaluations

Education: Two years of college study in emphasis with Human Resources, Business Administration, and Business Management is required.

EXPERIENCE: Three years in Human Resources and office/Administrative work experience is required.

Evaluations:

LANGUAGE:  Level IV (Fluent, Reading/speaking /writing) English is required. (This may be tested.)

Level IV (Good working knowledge, Reading/Speaking/Writing) Kiswahili is required.

SKILLS AND ABILITIES:

Qualifications: All applicants under consideration will be required to pass medical and security certifications.


 

Job Specification

BASIC FUNCTION OF POSITION 

Under the supervision of senior Human Resources Assistant, advises and assist in the administration of all issues related to U.S. Citizen/U.S. Direct Hire and Family Member Appointment. Provides support and services to over 390 American employees, Members of Household, and TDYers.

MAJOR DUTIES AND RESPONSIBILITIES

EFM Hiring Coordinator (30% of time)                                                                                                     

Incumbent analyzes a wide range of complex Department rules and regulations pertaining EFM hiring. Resolves problems/situations that relate to appointments, terminations/regulations, pay adjustments, conversions from different employment status. Serves as main point of contact for guidance, advice and standard operating procedures for all matters related to family member employment. Organizes and delivers a series of presentations on various family member employment topics. The incumbent announces vacancies in a timely manner, organizes materials and sets appointments and interviews for the Post Employment Committee.  The incumbent represents the Human Resources office at all interviews. Responsible for meeting a series of mid to long term objectives.

American Direct Hire Staff and Families   (20% of time)                                                                         

Provides support and services to over 390 American employees, Members of Household, and TDYers.

 Accreditation Matters  (20% of time)                                                                                               

Incumbent is the point of contact and principle liaison person with different Kenya Government departments with matters pertaining to accreditation, immigration, work permits, airport passes and passports.  Will assist the HR Assistant with Ministry of Foreign Affairs (MFA), Department of Immigration, visas from other diplomatic missions and Airport passes issues.  The incumbent is responsible for hand carrying all diplomatic, official and ordinary/tourist passports for Americans, and non-American employees of the Mission to the MFA and Department of Immigration for new multiple entry visas and renewals of multiple entry visas.  The incumbent will assist in liaising with the MFA, the Department of Immigration, the Department of Labor and the Registrar of Births in obtaining various types of required documentation for all Mission employees from all agencies.

Data and upkeep of information   (20% of time)

Updates Webpass, EFM position spreadsheets, and the Mission arrivals and departures database. Ensure position folders and position descriptions are up-to-date. Assist HR Specialist in collection and compiling of data.  Provides back up support to HR Specialist in charge of American Services, HR Assistant and one EFM HR Assistant.

Advises employees and supervisors on regulations, policies and procedures regarding compensation, benefits, supervision, evaluation, standards of conduct, disciplinary actions, termination, etc.  Resolves more complex issues and provides advice on areas of conflict.  Advises employees and the HR Officer on disciplinary actions and grievance procedures.                                                                                                 

Overseas the Overseas Seasonal Hire Program.  (10% of time)                                                                                     

The incumbent initiates and process appropriate personnel actions ensuring benefits information, salary history is captured well. Incumbent is responsible for preparing all necessary documents for in/out in processing of family member employees.

Note: This Position Description in no way states or implies that these are the only duties to be performed by the incumbent.  Incumbent will be required to perform other duties as assigned by the Supervisor a/o agency.


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 their most recent DD-214 (“Certificate of Release or Discharge from Active Duty”), equivalent documentation, or certification.  A “certification” is any written document from the armed forces that certifies the service member is expected to be discharged or released from active duty service in the armed forces under honorable conditions within 120 days after the certification is submitted by the applicant. The certification letter should be on letterhead of the appropriate military branch of the service and contain (1) the military service dates including the expected discharge or release date; and (2) the character of service.  Acceptable documentation must be submitted in order for the preference to be given.

** This level of preference applies to all Foreign Service employees on LWOP and CS with re-employment rights back to their agency or bureau.

Additional Selection Criteria:

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

Appointment eligible family member (AEFM):

An individual who meets all of the following criteria is considered to be an AEFM for employment purposes:

(1) Is a U.S. citizen;

(2) Is the spouse or domestic partner (as defined in 3 FAM 1610) of a sponsoring employee (as defined in this section);

(3) Is listed on one of the following:

(a) Travel orders of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan (AIT), or

(b) An approved Form OF-126, Foreign Service Residence and Dependency Report (or other agency equivalent), of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the AIT, and is residing at the sponsoring employee’s post of assignment abroad;

(4) Does not receive a U.S. Government retirement annuity or pension from a career in the U.S. Foreign Service or Civil Service.

(5) Is not a Foreign Service Generalist or Specialist in Leave Without Pay (LWOP) status;

(6) Is not a Civil Service employee with re-employment rights to their agency or bureau.

Eligible family member (EFM):

 An individual who meets all of the following criteria is considered to be an EFM for employment purposes (country of citizenship is not a factor):

(1) Is the spouse or domestic partner (as defined in 3 FAM 1610) of a sponsoring employee (as defined in this section); or child of a sponsoring employee under 21 and unmarried, or (regardless of age) unmarried and incapable of self-support; or a parent (including step-parent or legally adoptive parent) or sibling who has been declared as 51% or more dependent on the sponsoring employee;

(2) Is listed on one of the following:

(a) The travel orders of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan; or

(b) An approved Form OF-126, Foreign Service Residence and Dependency Report (or other agency equivalent), of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the

American Institute in Taiwan, and is residing at the sponsoring employee’s post of assignment.

U.S. citizen eligible family member (USEFM):

 An individual who meets all of the following criteria is considered to be a USEFM for employment purposes:

(1) U.S. citizen;

(2) The spouse or domestic partner (as defined in 3 FAM 1610) of the sponsoring employee (i.e., a direct-hire Foreign Service, Civil Service, or uniformed service member); or a child of the sponsoring employee who is under 21 and unmarried, or (regardless of age) unmarried and incapable of self-support;

(3) Is listed on one of the following:

(a) Travel orders of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan; or

(b) Approved Form OF-126, Foreign Service Residence and Dependency Report (or other agency equivalent), of a sponsoring employee who is assigned (not TDY) to a U.S. mission abroad under Chief of Mission authority, or at an office of the American Institute in Taiwan, and is residing at the sponsoring employee's post of assignment abroad.

(4) The following categories of employees are also considered to be USEFMs for employment purposes if they meet the definition above:

(a) Foreign Service Generalists or Specialists on approved LWOP ;

(b) Civil Service employees with re-employment rights to their agency/bureau; or

(c) Foreign Service or Civil Service annuitants.

MEMBERS OF HOUSEHOLD (MOHS)

Definition of Member of Household (MOH): An individual who accompanies or joins a sponsoring employee, i.e., a direct hire employee under Chief of Mission authority, either 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. A MOH is an individual who meets the following criteria:

(1) Not an EFM and therefore not on the travel orders or approved through form OF-126 Foreign Service Residence and Dependency Report of the sponsoring employee; and

(2) Officially declared by the sponsoring U.S. Government employee to the Chief of Mission (COM) as part of his or her household and approved by the COM; and

(3) Is a parent, grandparent, grandchild, unmarried partner, adult child, foreign born child in the process of being adopted, father, mother, brother, sister, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, stepfather, stepmother, stepson, stepdaughter, stepbrother, stepsister, half-brother, or half-sister; who falls outside the Department’s current definition of Eligible Family Member 14 FAM 511.3. A MOH may or may not be a U.S. citizen. MOHs are by definition cohabitants. Therefore, if the MOH is not a U.S. citizen, employees who declare MOHs to the COM must ensure compliance with the provisions of 12 FAM 275 Reporting Cohabitation with and/or Intent to Marry a Foreign National.

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