USPSC Human Resources (HR) Coordinator

Job
from US Agency for International Development
Closing date: 03 Dec 2019

SOLICITATION NUMBER: 720FDA19B00021
ISSUANCE DATE: October 31, 2019
CLOSING DATE AND TIME: December 3, 2019, 12:00 P.M. Eastern Time

Dear Prospective Offerors:

The United States Government (USG), represented by the U.S. Agency for International Development (USAID) Office of U.S. Foreign Disaster Assistance (OFDA), is seeking offers from qualified U.S. citizens to provide personal services as a Human Resources (HR) Coordinator under a United States Personal Services Contract (USPSC), as described in the attached solicitation.

Submittals must be in accordance with the attached information at the place and time specified. Offerors interested in applying for this position MUST submit the following materials:

  1. Complete resume. In order to fully evaluate your application, your resume must include:

(a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.
(b) Specific duties performed that fully detail the level and complexity of the work.
(c) Names and contact information (phone/email) of your current and/or previous supervisor(s). Current and/or previous supervisors may be contacted for a reference.
(d) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.
(e) U.S. Citizenship
(f) Optional: How did you hear about this opportunity? (FedBizOps, OFDA Jobs, Career Fair, etc.).

Your resume must contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation. This information must be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.

  1. USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted.

NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS AND THE SYSTEM FOR AWARD MANAGEMENT

All USPSCs with a place of performance in the United States are required to have a Data
Universal Numbering System (DUNS) number and be registered in the System for Award
Management (SAM) database prior to receiving an award. You will be disqualified if you either
fail to comply with this requirement or if your name appears on the excluded parties list. The
selectee will be provided with guidance regarding this registration.

NOTE: As of March 28, 2018, all new SAM.gov entity registrations will now require a signed
notarized letter identifying the authorized Entity administrator for the entity associated with the
DUNS number. Additional information on the format of the notarized letter and where to submit
can be found via the below Federal Service Desk link:

https://www.fsd.gov/fsdgov/answer.dosysparm_kbid=d2e67885db0d5f00b3257d3...

Additional documents submitted will not be accepted. Incomplete or late applications will not be considered. OFDA reserves the right to select additional candidates if vacancies become available during future phases of the selection process.

Offerors can expect to receive a confirmation email when application materials have been received. Offerors should retain for their records copies of all enclosures which accompany their applications. Your complete resume must be emailed to:

OFDA Recruitment Team
E-Mail Address: recruiter@ofda.gov
Website: www.OFDAjobs.net

Any questions on this solicitation may be directed to OFDA Recruitment Team via the information provided above.

Sincerely,

Renee Newton
Contracting Officer

DUTIES AND RESPONSIBILITIES
The Human Resource Coordinator will perform the following:

ADMINISTRATIVE OPERATIONS & PROCESSES
• Provide administrative support that consists of quality, timely, and accurate deliverables including, but not limited to: conducting research on various HR related topics, collecting HR data and assisting with preparing reports, posting HR materials on SharePoint Portal, and compiling HR presentations and training materials.
• Serve as the PS Division’s WebTA Timekeeper assisting staff with time and attendance matters. Responsible for monitoring division progress on timesheets to ensure compliance as well as serve as liaison to the Agency WebTA Team and trouble-shoot any issues that the Division Timekeepers cannot.
• Serve as point of contact (POC) in facilitating core HR administrative processes and maintaining HR Support System, including: serving as OFDA’s POC for Transit Benefit Application submissions; serving as an administrator and POC for the Explorance 360 degree feedback system; and ensuring that the Development in Case of Emergency (DICE) System staff list is current and routinely maintained.
• Provide administrative support to the Annual Evaluation Process for multiple hiring mechanisms.
• Research and collate information to respond to HR data calls from OFDA management and staff.
• Assist with editing and maintaining the USPSC employee handbook.
• Respond to general internal HR related inquiries and provide assistance.

WORKFORCE PLANNING
• Create and maintain OFDA’s organizational charts and ensure they accurately reflect staff headcount on-board, vacancies, and recruitment activity on a monthly basis. Solicit updates or changes from Divisions on a monthly basis throughout the year.
• Assist with developing and maintaining a HR Resource Library/Resource Center.

EMPLOYEE OUTREACH
• Provide administrative support with HR outreach activities such as, posting OFDA vacancies on OFDA’s LinkedIn page.
• Provide administrative support, staff retention activities, staff on-boarding activities, outreach and to the HR Team.
• Assist with New Employee Orientation registration for new hires, when needed.
• Assist with preparation and distribution of HR related outreach materials, including posting HR related resources/readings on OFDA Staff Development SharePoint portal and updating HR materials.
• Respond to general inquiries and provide support to other various HR related activities as needed.
• Assist HR Team with hosting Brown Bags on various HR and workforce related topics.
• Participate in off-site Job Fairs with the Recruitment Team, as needed.

MISCELLANEOUS ACTIVITIES
• Assist with gathering information and preparing documents in response to data calls or internal audit requests.
• Maintain OFDA’s HR Document Retention Program and Filing System.
• Support the Workman’s Compensation Program by ensuring all incident reports are fully completed accurately and assist with conducting follow-up as needed.
• As needed, serve on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.
• Sign-up for and serve as needed, on Washington-based RMTs, which provide services and support to DARTs deployed in response to disasters. The duties on RMTs will vary.
• Serve as the OFDA after-hours duty officer on a rotational basis, for approximately one week every six months.
• As needed, may serve on temporary detail within the office to meet operational needs during staff shortages, not to exceed six months. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities as well as directly related to the scope of work provided.

MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION
(Determines basic eligibility for the position. Offerors who do not meet all of the education and experience factors are considered NOT qualified for the position.)
Bachelor’s degree in Liberal Arts, Human Resource Management, Business Administration or related field.

PLUS
Three (3) years of progressively responsible professional experience working in a HR department/function, with at least two (2) years in an office setting operating in a senior administrative capacity.

AND

HR experience must include at least three (3) years performing following duties: 1. Knowledge and skill of applying general human resource management principles, practices, concepts and legal regulatory requirements;

  1. Experience with supporting various HR processes and systems while adhering to strict confidentiality requirements and protection of sensitive HR data and PII;
  2. Experience supporting employee outreach events and workforce planning activities, including maintaining HR documents and organizational charts;
  3. Experience with supporting multiple organizations with diverse needs while demonstrating excellent customer service and interpersonal skills; and
  4. Experience with supporting HR initiatives or projects conducting research of varying topics, strong organizational skills, and superior attention to detail and analytical skills.

OR
Master’s degree in Liberal Arts, Human Resource Management, Business Administration or related field.

PLUS
Two (2) years of progressively responsible professional experience working in a HR department/function, with at least one (1) year in an office setting operating in a senior administrative capacity.

AND

HR experience must include three (3) years performing at least seven of the following duties:

  1. Knowledge and skill of applying general human resource management principles, practices, concepts and legal regulatory requirements;
  2. Experience with supporting various HR processes and systems while adhering to strict confidentiality requirements and protection of sensitive HR data and PII;
  3. Experience supporting employee outreach events and workforce planning activities, including maintaining HR documents and organizational charts;
  4. Experience with supporting multiple organizations with diverse needs while demonstrating excellent customer service and interpersonal skills; and
  5. Experience with supporting HR initiatives or projects conducting research of varying topics, strong organizational skills, and superior attention to detail and analytical skills.

EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The Contracting Officer (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. FAR provisions of this solicitation are available at https://www.acquisition.gov/browse/index/far.

SELECTION FACTORS
(Determines basic eligibility for the position. Offerors who do not meet all of the selection factors are considered NOT qualified for the position.)
● Offeror is a U.S. Citizen.
● Complete resume submitted. See cover page for resume requirements. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements.
● USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted.
● Ability to obtain and maintain a Secret up to Top Secret/Sensitive Compartmented Information level clearance as provided by USAID.
● Ability to obtain a Department of State medical clearance.
● Must not appear as an excluded party in the System for Award Management (SAM.gov).
● Satisfactory verification of academic credentials.

OFFEROR RATING SYSTEM
The Offeror rating system factors are used to determine the competitive ranking of qualified Offerors in comparison to other applicants. Offerors must demonstrate the rating factors outlined below within their resume, as they are evaluated strictly by the information provided.

The rating factors are as follows:

Human Resources Professional Experience: (20 points)
• Experience working with/supporting a variety of personnel hiring mechanisms, including but not limited to: USG direct hires including both civil service and foreign service, USPSCs, contractors, consultants, fellows/interns, Participating Agency Services Agreements (PASAs), short term contract or temporary employees, and private sector. Experience must include but is not limited to the following: recruitment, staff on-boarding, staff development, employee awards/recognition, benefits coordination, and general human resources administrative support.
• Experience supporting the following elements of human resources administrative and operational processes: recruitment, time and attendance, benefits, employee outreach activities, employee performance management and developing, and maintaining organizational charts.
• Familiarity with Federal timekeeping guidelines, Code of Federal Regulations, and FAR regulations pertaining to USPSCs.
• Experience representing organizations human resources interests at the administrative/operational level forums such as working groups, planning committees, and other venues.
• Experience independently researching/evaluating/coordinating assembly of various types of human resource data and administrative processes in order to provide management with recommendations for improving organizational effectiveness and ensuring adherence to organizational requirements.
• Experience in utilizing technological systems and proficiency in various Microsoft software tools (Visio, Excel, Word, PowerPoint) to successfully produce a variety of documents and meet both the administrative demands of the organization and customers’ needs in providing timely responses.

Oral and Written Communications: (10 points)
• Experience in writing a wide variety of documents for various and vast audiences to include drafting material for employee outreach events, trainings, briefings, meetings, or conferences; editing an Employee Handbook or similar documents; proofing HR blogs posted on the intranet; written products to explain general programs; drafting memoranda, and general correspondence for signature; developing administrative guidelines or standard operating procedures; creating monthly organizational charts; gathering information and preparing summary reports on staffing/organizational data, which includes analysis and recommendations.
• Experience in verbally providing administrative advice to broad audiences; providing counseling to employees and managers on regulations, procedures and eligibility determinations; delivering effective presentations or trainings; communicating or explaining or information clearly and adapting to the audience's level of knowledge or understanding; and actively engaging in a variety of outreach events and activities.

Professionalism & Teamwork: (15 points)
• Experience initiating and responding to collaborative efforts across an organization; working as part of a team in a dynamic, fast-paced, and demanding environment; and contributing to teambuilding and team results.
• Experience working on human resource administrative/operational issues in an organization where staff might be temporarily reassigned to focus on organizational priorities, or where the workforce must regularly expand/contract to meet emergent requirements.
• Experience working in human resources for a decentralized organization with a field/headquarters component and/or an organization with international operational requirements.
• Experience providing customer service across a large diverse organization, whereby it is expected that employees provide professional, competent and timely responses, and diligently find solutions to meet customer needs.
• Experience establishing and maintaining positive working relationships; facilitating amicable resolution of competing or conflicting interests among parties, whose cooperation is needed to meet an objective; interacting effectively in situations, where frequent changes, delays, or unexpected events arise, that cause major shifts in priorities, timetables, or work assignments; persuading and/or inspiring others to adopt new methods, procedures, or techniques to improve operations; and developing trusting, productive working relationships with subordinates, colleagues, and supervisors to achieve goals and objectives.

Interview Performance (45 points)

Timed Writing Test (5 points)

Satisfactory Professional Reference Checks (5 points)

TOTAL POSSIBLE POINTS: 100

BASIS OF RATING: Offerors who meet the Education/Experience requirements and Selection Factors will be further evaluated in accordance with the Offeror Rating System. Those offerors determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.

Offerors are required to address each factor of the Offeror Rating System in their resume, describing specifically and accurately what experience, training, education and/or awards they have received as it pertains to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to address the selection factors and/or Offeror Rating System factors may result in not receiving credit for all pertinent experience, education, training and/or awards.

The most qualified candidates may be interviewed and required to provide a writing sample. OFDA will not pay for any expenses associated with the interviews. Professional references and academic credentials will be evaluated for offerors being considered for selection. Note: Please be advised that references may be obtained independently from other sources in addition to the ones provided by offerors. OFDA reserves the right to select additional candidates if vacancies become available during future phase of the selection process.

How to apply:

SUBMITTING AN OFFER

Offers must be received by the closing date and time at the address specified in the cover letter.

Qualified individuals are required to submit:

  1. Complete resume. In order to fully evaluate your offer, your resume must include:

(a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Dates (month/year) and locations for all field experience must also be detailed. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.
(b) Specific duties performed that fully detail the level and complexity of the work.
(c) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.
(d) U.S. Citizenship
(e) Optional: How did you hear about this opportunity? (FedBizOpps, OFDA Jobs, Career Fair, etc.).

Your resume must contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation. This information must be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.

  1. USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted. AID 309-2 is available at http://www.usaid.gov/forms.

Additional documents submitted will not be accepted.

By submitting your offer materials, you certify that all of the information on and attached to the offer is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the offer to be investigated. False or fraudulent information on or attached to your offer may result in you being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.

To ensure consideration of offers for the intended position, please reference the solicitation number on your offer, and as the subject line in any email.

DOCUMENT SUBMITTALS

Via email: recruiter@ofda.gov