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

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Job Title

Human Resources Assistant




Advert Details

Recruiter: U.S. Embassy Updated on: 2018-02-16 02:10:02
Contract Permanent
Location: Nairobi Available: Immediately
Category: Administrative / Clerical Offer: FP-7 FSN-7




The U. S. Mission Somalia (located in Nairobi) has an opening for the position of Human Resources Assistant. The position will be available immediately. Closing date for this position is February 15, 2018.


Minimum Requirements


Qualifications Required:

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

Other Criteria


Job Specification


Incumbent is responsible for the full range of Human Resources functions and operations for Mission Somalia.  Duties to include HR activities and support for both LE Staff and American employees.

Direct supervision to be provided by the DHRO, with oversight from the Management Officer and Deputy for Mission Somalia.




Manages the recruitment process of LE Staff employees and coordinates details of recruitment action with supervisors.  Drafts vacancy announcements and gets them cleared.  Develops and recommends sources for recruitment (including internal recruitment).  Ensures vacancies are posted on recruitment web site.

Verifies and refers all qualified applicants to the hiring supervisor for selection of candidates for further interviewing and/or testing.  Arranges skill tests administered by HR such as computer proficiency, writing and language skills.  Ensures that other types of tests administered by the hiring sections are conducted fairly.

Represents the HR Office on the interview panel, ensuring that HR policies and procedures are adhered to and records deliberation and outcome for official recruitment file.  Prepares job offer and arranges for medical and security certifications.  Prepares letters for candidates interviewed but not offered a position. Where appropriate, requests Bureau approval for new positions.

 Performance Management20%

Sends Employee Performance Report reminders and blank JF-50 and JF-57 forms to supervisors at least one month before EPRs are due for assigned LE and EFM staff.  Examines the EPRs to determine whether to process WRI or other action as required.  Tracks late evaluation submissions and notifies the supervisor for further action.

Assist employees and supervisors develop clear work goals and objectives against which employees are to be evaluated; sending out reminders about when evaluations are due; reviewing completed evaluations for completeness and internal consistency; and recommends counseling to employees and supervisors on work performance and conduct challenges.  Provides information to locally-hired staff and their supervisors on issues such as work conditions, leave policies, compensation, regulations, etc., and referring particularly complex, sensitive or precedent-settings issues to supervisor.  Can present to small and large groups.

Processing of Personnel Actions and Maintenance of OPFs and Databases  – 20%

Prepares personnel actions for all types of transactions (WRI, Extensions, Appointments, Separations, Promotions, etc.) for assigned employees.  Ensures that all documentation is complete, internally, consistent, and in compliance with official records and policies; obtains additional corrected information as necessary.

 Prepare personnel actions and cables for EFM hiring and termination actions.

 Complete check-in and input American direct hire personnel actions into databases (i.e. TM8, TM5, SF-1190, emergency contact info, etc…)

 Maintain position Control Record files for Mission Somalia.  Maintains official personnel files for assigned LE staff.  Takes a lead role in updating the HR databases for Mission Somalia (WEBPASS/OPS, EMS, emergency trackers, etc…).  Also produces reports as needed.


Compensation and Benefits10%

Participates in all aspects of the local salary/benefit survey including working with HR/OE on providing data for the Local Compensation Questionnaire (LCQ) for Somalia Mission; collecting information from comparator firms; analyzing data and drafting cables for submission to HR/OE; and implementing new and revised local compensation plans.  Answers employee questions about benefits such as medical, retirement, and travel insurance.  Refers the most complex questions to HRM Specialist and HR Assistant for Benefits in Nairobi.


Will coordinate the award nomination process with appropriate supervisors ensuring that the award nominations are received with the stated deadlines, and that they are well written with regard to grammar and appropriateness of the award based in the Mission Awards policy.  He/she compiles and organizes award packages for the Joint Country Awards Committee (JCAC).   The incumbent will provide critical support for the Mission awards ceremonies: generation of awards reports, verification of spreadsheets and packages to JCAC, presentation design, creation and production of award certificates and programs for the awards ceremonies. He/she disseminates information on the global award program, as required.  The incumbent  maintains an inventory of awards stationery and follows up on all awards logistics, and is responsible for procurement of awards materials including length of service and safe driving pins, frames, printing  materials for award certificates, binders etc.  S/he will serve as the Mission’s point of contact for Washington and Charleston award queries. He/she evaluates and adapts the awards program as required. The incumbent updates award information, policies and standard operating procedures as necessary.  S/he presents as necessary to small or large groups.

Other duties as assigned10%

Will provide general guidance to supervisors on position classification (MClass process) and any other HR activities.





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.  

(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 the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs.  If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility.  If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process.  Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees on LWOP.    

 Additional Selection Criteria: 

à        Management will consider nepotism/conflict of interest, budget, and residency status in determining successful candidacy. 
à        Current employees serving a probationary period are not eligible to apply.
à        Current Ordinarily Resident employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report are not 

          eligible to apply.
à        Currently employed U.S. Citizen EFMs who hold a Family Member Appointment (FMA) are ineligible to apply for advertised positions within the first 90 calendar days of their

à         Currently employed NORs hired under a Personal Services Agreement (PSA) are ineligible to apply for advertised positions within the first 90 calendar days of their employment unless

           currently hired into a position with a When Actually Employed (WAE) work schedule. 
         Applicants must be available for an interview and for proficiency testing as required by the selecting official.  

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. 


1.  Eligible Family Member (EFM):  An individual related to a U.S. Government employee in one of the following ways: 

 2.  U.S. Citizen Eligible Family Member (USEFM):  For purposes of receiving a preference in hiring for a qualified position, an EFM who meets the following criteria: 

3.  Appointment Eligible Family Member (AEFM):  EFM (see above) eligible for a Family Member Appointment for purposes of Mission employment: 
·         Is a U.S. citizen; and
·         Spouse or same-sex domestic partner (as defined in 3 FAM 1610) or a child of the sponsoring employee
       who is unmarried and at least 18 years old; and
·         Is listed on the travel orders or approved Form OF-126, Foreign Service Residence and
     Dependency Report, of a sponsoring employee, i.e., a direct-hire 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 (AIT), and who is under chief of mission authority; and
·         Is residing at the sponsoring employee's post of assignment abroad or, as appropriate, office of the
      American Institute in Taiwan.
·         Does not receive a Foreign Service or Civil Service annuity  

4.  Member of Household (MOH):  An individual who accompanies a  direct-hire Foreign, Civil, or uniformed service member permanently assigned or stationed at a U.S. Foreign Service post or establishment abroad, or at an office of the American Institute in Taiwan.  An MOH is: 

 A MOH is under COM authority and may include a parent, unmarried partner, other relative or adult child who falls outside the Department’s current legal and statutory definition of family member.  A MOH does not have to be a U.S. Citizen.  

5. Not Ordinarily Resident (NOR)An individual who: 

 NOR employees are compensated under a GS or FS salary schedule, not under the LCP. 

6. Ordinarily  Resident (OR) – A Foreign National or U.S. citizen who: 

 EFMs without U.S. Social Security Numbers are also OR.  All OR employees, including U.S. citizens, are compensated in accordance with the Local Compensation Plan (LCP).     



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