Vaga Servisu - Human Resource Specialist - Peace Corps in Timor-Leste

VACANCY ANNOUNCEMENT

PSC Position Title:	Human Resource Specialist
Hours (40 or 48):	40 hours a week
Reports To:	Director of Management & Operations
Coordinates with:	Entire Programming and Training (P&T) Team; other Peace Corps departments (Admin, Safety and Security and Medical
Supervises Others:	N/A
Closing date:	26th May 2023

Minimum Requirements:

At a minimum, the successful candidate’s CV should demonstrate the following:

• Education/Certification: Bachelor’s degree in Human Resource Management, Administration, Financial Management, Business Administration, or related field is required.  
• Years of Experience: Minimum 3-years of progressively responsible experience as a human resource professional or in a similar position, with knowledge of Government of Timor-Leste labor laws, and general business administration. At least 3 years of experience in human resources management, with significant knowledge in general business administration.
• Language: Proficiency in oral and written English & fluency in Tetun: 
• Cross-cultural experience: 1 or more years of experience working with foreigners in a cross-cultural environment.
• Computer Skills:  Minimum of 2-years of professional experience requiring daily use of computers running the Windows operating system as well as frequent use of Microsoft (MS) Office software and video conferencing software such as MS Teams or Zoom.
• Knowledge of MS Office computer applications (Word, Excel, Outlook).
• Must be able to pass and keep a background investigation clearance.
• Availability to travel to the U.S. or other countries for training.

Preferred Qualifications

• Education: Masters degree in related field (i.e., Masters of Business Administration (MBA), Juris Doctorate (JD), Masters of Public Administration (MPA) Masters of Science in Human Resources Management)
• Work Experience: Experience as a human resource professional or in a similar position beyond the minimum requirement
• Language: Ability to speak in Portuguese and/or Bahasa Indonesian.
• Cross-cultural experience: 2 or more years working in a cross-cultural environment.
• Experience with MS Office software beyond the minimum requirement.
• Experience at a medium to large organization related to recruitment, including interpretation and use of staffing and financial data for informed decision-making pertaining to right-sizing a team, organizational growth, recruitment, compensation, and benefits to ensure optimal use of resources.
• Experience implementing professional development systems is preferred.
• Experience with financial administration and budget management preferred.
• Commitment to diversity, equity, and inclusivity in the workplace.

Background

The mission of Peace Corps worldwide is to promote peace and friendship by:

1. To help the people of other countries in meeting their needs for trained men and women;
2. To promote a better understanding of the American people on the part of the peoples served, and;
3. To promote a better understanding of other peoples on the part of the American people.

The Peace Corps program in Timor-Leste operates at the request of the Government of Timor-Leste and works to support the priorities of the national and local governments as well as those of Timorese community members.  Over the 10 years that Peace Corps has served in Timor-Leste, over 200 volunteers have served all over the country. 

Your work with Peace Corps will contribute to the collaborative development efforts of Peace Corps and Timor-Leste, and will serve to promote better understanding between the people of Timor-Leste and the people of the United States. The work of a Peace Corps Personal Services Contractor does not limit itself to the role. Active support of the Peace Corps mission is paramount to the job because contractors are representatives of Peace Corps in Timor-Leste.

Objective of the Position

Under the supervision of the Director of Management and Operations (DMO), the Human Resources Specialist coordinates human resource management, including staff recruitment and hiring, managing personnel records, timekeeping, payroll, benefits administration, performance evaluation, staff development, new staff orientation and on-boarding, and annual staff awards program, in compliance with Peace Corps Personal Services Contract policies and procedures. In addition, HRS cross-trains on Peace Corps financial and administrative systems to provide back up and support when needed on aspects of financial and administrative operations. Performs all functions and tasks within internal control guidelines ensuring separation of duties and appropriate control of processes. Coordinates with PC/Washington and various U.S. Embassy units.

The following functions may only be performed by a warranted OCO:  Lead a procurement process; make a final selection decision; execute (sign) any contract on behalf of the Government; sign modifications or other official contracting documents, including official instructions to a contractor regarding what is in their contract, justifications, cure notices, or termination notices; and terminate/end contracts. Since the Contractor is not a warranted OCO, the Contractor is not authorized to perform these functions.

Tasks & Deliverables

1. Budget, Finance and Accounting

Budget formulation, analysis, implementation, and maintenance for all PSCs. Position has delegated authority of financial and administrative approval at a level to be determined by the direct hire DMO; provides obligation and administrative approvals. Ensures appropriate internal control guidelines are in place and adhered to:

• Supports FM and DMO in preparing personal services contracts budget for review and submission .
• Provides PSCs with payroll information as requested, including individual calculations and certificates of salaries, and advises staff members on personnel administration, payroll and benefits issues, while keeping the DMO informed as needed.
• Calculates End-of-Year Bonus, Severance Payments, and Retirements Payments as needed and submits to Financial Manager and DMO for review
• Reviews Third Country National (TCN) staff benefits claims and prepares reimbursements
• Reviews billing and prepares payment for health and life insurance
• Supports DMO and Finance Manager in preparing IPBS, including budgetary needs related to PSCs, staff development funds, and other money to support staff.
• Provides on-going budget evaluation and analysis for PSC Contracts and makes recommendations for effective budget management
• Performs various financial analyses in order to facilitate informed decision making, including salary projections and contractual calculations.
• Serves as a back-up to FM in their absence or in case the position is vacant. Coordinates with DMO, Financial Manager, and FAA on issues related to Peace Corps/Timor-Leste finances.
• Serve as a back-up for small grants coordinator: Enters small grants obligations and liquidation. Provides obligation number to Small Grants Coordinator.
• Supports PC/Washington requests for financial data and periodic obligation review reporting for PSCs.
• Serves as the back-up Billing Officer and provides bills in a timely manner.
• Reviews and proposes process improvement in the Financial and Administrative area.
• Data entry and review payroll report every PP on HRMS Enter eligible staff Overtime payment into Odyweb
• Prepare the Annual Leave balances & Host Country Contribution.

3. PSC Contracts, Benefits, Payroll, and Reporting

• Reviews and ensures that the Statements of Work (SOW) utilized in Posts’ personal services contracts and other services contracts are accurate and follow Peace Corps overseas contracting policies and procedures.
• Prepares personal services contracts (PSCs) for review and approval by Posts’s Overseas Contracting Officers (OCOs) – the Financial Manager and DMO in accordance with OACM PSC contracting checklist
• Assists with preparing and executing Personal Service Contracts for Post, for long-term and short-term PSCs, and manages and maintains contract files. 
• Tracks, updates and keeps current all security background certifications for short-term and long-term PSCs, coordinating with the U. S. Embassy’s Regional Security Office’s (RSO’s) Investigator’s unit and maintaining updated record in PC Odyweb system.
• Ensure contractor release is signed before final payment is made to a PSC, under the supervision of the DMO/Contracting Officer.
• Reviews and ensures Personal Services Contracts Attachment III – Benefits are updated and include all due benefits in accordance with Peace Corps overseas contracting policies and procedures, and OCFO/ACM guidance.
• Manages initial PSC entry into Odyweb and contract renewal each year thereafter, including all subsequent modifications – from preparation to data entry to modifications, obligation, document upload for submission on Odyweb. 
• Inputs non-recurring transactions on Odyweb for bi-weekly payroll processing (any non-recurring ‘+/-‘ adjustment on PSC pay)
• Reviews and endorses payroll report for DMO certification. Files and Maintains payroll reports
• Attends to staff benefit concerns and provide administrative assistance such as enrolling new staff for Medical insurance, Life insurance, Workmen’s Compensation, and issuance of certificate of Employment.
• Advises staff members on personnel administration, payroll and benefits issues, under the direction of an OCO.
• Assists Post’s OCOs in preparing all notices, correspondence, documentation, and/or calculations required in cases where a PSC is resigning and/or where Peace Corps is terminating/ending a PSC’s personal services contract in accordance with PC overseas contracting policies and procedures, and OCFO/ACM, Region, and Office of General Counsel’s (OGC’s) guidance. 
• Assists posts’ OCOs in preparing all end-of-contract payment calculations (e.g. severance, retirement, accrued but unused annual leave, etc.) for PSCs whose contracts are being ended/terminated by the Peace Corps in accordance with PC overseas contracting policies and procedures, and OCFO/ACM guidance, for OCFO/ACM approval.

 

2. Advertising and Contracting of Personal Service Contractor (PSC) staff 

• Coordinate long-term and short-term (full-time, part-time, and intermittent personal services contracting processes in collaboration with the requesting office and under the direction of posts OCOs in accordance with overseas contracting policies and procedures, and OCFO/ACM guidance.  This includes, but is not limited to:  reviewing and preparing the PSC position’s SOW; developing position minimum requirements, evaluation criteria, interview questionnaires (with scoring), and/or other scored evaluation measures (e.g. skills exercises/tests, presentations, etc.); preparing the PSC opportunity announcement and advertisement; advising the OCO-agreed-to selection panelists of their duties and responsibilities and ensuring they adhere to stated policies and procedures; maintaining candidates application files; communicating with applicants; arranging times for selection panels to meet with the candidates; etc.
• Enters PSC contract details into ForPost and ODYWEB. Ensures new PSCs are set up as vendors.
• Prepares required documents to complete the personal services contracting process, to include the Selection Memo, RSO security certification, Medical Clearance (if required), reference checks, etc.
• Drafts personal services contract tentative offer memo and coordinates the pre-contracting process including, medical insurance enrollment; coordination of documents required by the Office of Health Services (for medical staff); etc.
• Manages immediate onboarding of newly contracted PSC, to include working with relevant staff to get the PSC a U.S. Embassy badge.

3. Staff Development, Performance Evaluation and Awards and Recognition Program

• Coordinates Induction and Performance Management processes including onboarding, appraisals, and Individual Development Plans (IDPs). And proposes budget for staff Development.
• Confers with PSC, Supervisor and OCO on SOW updates following annual/contract-period-end performance evaluation for inclusion in contract option exercise modification documents or contract renewal documents.
• Gathers information on training programs suitable to staff training needs.
• Facilitates processing of staff training requests
• Coordinates performance evaluation cycle for PSCs, and the New Hires under probationary period.
• Issues email notification & reminders on performance evaluation policy and procedures, schedule and forms to use.
• Monitors completion & files completed PEFs on personnel contract folder.
• Confers with PSC and the Supervisor on any SOW Update following the year-end performance evaluation to include this in the contract document attachment upon renewal.
• Coordinates the annual Staff Awards program – (a) email notifications on staff award policy, Nomination forms and schedule; (b) prepares certificates; (c) coordinates Awards Program; (d) prepares contract modifications for staff cash awards.
• In consultation with Management, initiates staff feedback review, prepares report and coordinates solicitation-review-selection of providers, leading up to the coordination and execution of the staff retreat.
• Manages on-boarding and training agenda and checklists for new staff members.

4. Personnel file/record management

• Maintains staff Mandatory training records and notifies staff of mandatory training requirements.
• Maintains files (physical and electronic) in accordance with PC overseas contracting policies and procedures (including the most up-to-date contract file checklist available by contract type); PC records management policies and procedures; and OCFO/ACM and records management guidance including:  personal services contract files, supplies and/or services contract files, etc.  Ensures file safety and confidentiality.
• Tracks and coordinates driving requirements for staff, including regular health checks, Smith System Training, and validity of Driver’s License.Assists Administrative and Finance Unit in records management and disposal per HQ policy and schedule.
• Responsible for regularly reviewing and updating the Post Staff Handbook in accordance with PC overseas contracting policies and procedures and the sample Post Staff Handbook drafted by the Office of Global Operations (OGO).
• Drafts job certifications for staff and former staff as requested.
• Develops and maintains documentation on how the compensation range for a particular PSC position was determined, to include the evidence of market research conducted in the contract files.
• Develops documentation on Position Classification and Compensation administration.
• Prepares certificates for Embassy Award of Staff for Length of Service and Safe Driving Award.
• Serves as post record liaison.
• Serves as back-up for reviewing and approving Electronic Country Clearances (eCCs) for Peace Corps staff.
• Provides information to Country Desk Officer (CDO) and Information Technology Specialist (ITS)for maintaining staff list on headquarters Personnel Tracking System (PTS) (or any subsequent system identified in Agency Policies and/or Procedures for this purpose) and to Post’s information technology systems.

 

5. Timekeeping

• Manages timekeeping records of PSC staff for accurate monitoring and reporting of leave balances, compensatory and overtime hour verification; and preperation and submission of quarterly Annual Leave Balances and Host Country Contribution report filings.
• Files and maintains work hour and leave reports (PC-57 or other similar report if so prescribed in Agency overseas contracting policies or procedures), and works with staff to schedule and utilize leave and maintain a healthy life-work balance.
• Overseas overtime and compensation time requests and approvals according to the Personal Services Contract’s Attachment III – Benefits and Post policies
• In coordination with the General Services Manager, prepares overtime payments for Drivers.
• Assists staff members with all questions and concerns regarding time and attendance policies and work hours and leave forms and reports under the direction of an OCO.
• In conjunction with ITS, he/she incorporates in T&A electronic files any changes of Annual Leave category, dates or other needed correction.
• Trains PSC staff on time and attendance policy and procedures and US Direct Hire staff and supervisors on human resources and personnel administrative processes at Post.
• Inputs non-recurring transactions on Odyweb for bi-weekly payroll processing (any non-recurring adjustments for PSC payments) in accordance with OCFO/Global Accounts Payable (OCFO/GAP) policies and procedures and OCFO/GAP and OCFO/ACM guidance.

 

6. Liaising and Correspondence

• Communicates with US Embassy Dili and PC HQ counterparts on matters relating to PSC contracts, security clearances, payroll & benefits, PSC information, and other personnel matters.
• Coordinates security certifications for short-term and long-term PSCs. Liaises with US Embassy Bangkok to expedite clearances. Tracks and updates new clearances in Odyweb. Send reminders to the RSO Office as needed.
• Arranges ID badges for Peace Corps personnel, local and expat, at US Embassy Dili
• Maintains US Embassy MyServices account to better facilitate and coordinate HR issues
• Gather and submit documents for staff background checks.
• Serves as the internal expert on local labor law and US Embassy local compensation plan (LCP).
• Escorts new USDHs for initial embassy check-in process.
• Serves as back-up for reviewing and approving eCCs for inbound staff
• Provide PTS info to HQ and ITS

7. Volunteer & Employee Support/ Relations                                                                   
   

• Provides general administrative and financial assistance to support Trainees/Volunteers.
• Conducts training sessions on administrative issues for Trainees and Volunteers periodically throughout the year.
• The go to person for staff at post to share concerns at work. HRS does their best to properly assess concerns for proper course of action.
• Guides and directs other staff as needed; becomes expert on relevant staff management matters contained in the applicable PC Manual sections, Overseas Financial Management Handbook and Overseas Contracting Handbook, and provides guidance to leadership team

 

Other Duties

• Performs other duties or assignments, when deemed necessary by the Country Director and/or DMO for the successful management of Peace Corps operations in Timor-Leste.
• Trains new USDH and other relevant staff on human resources and administrative processes at Post.
• Provides support to the FM, DMO, Country Director (CD), Director of Programming and Training and staff supervisors as required Contributes to writing of Post Standard Operating Procedures, as required.
• Others as assigned by the DMO.

Standard Roles and Responsibilities

1. Occasional Money Handler may be required to courier cash and /or purchase orders to various vendors who furnish supplies and/or services to PST/IST training site, or other locations as directed by the Contracting Officer. The PSC may also be required to courier cash to PC trainees or volunteers. The PSC will not be functioning as a procurement or disbursing official but will only be acting as an intermediary between the Contracting or Disbursing Officer and the recipient. In the case of dealing with vendors, the PSC will not exercise any procurement discretion concerning the supplies or services to be purchased or the cost limits of these purchases; these will be determined by the Contracting Officer.

2. Every individual with any involvement in the operations of Peace Corps Timor-Leste, whether U.S. Direct Hire, U.S. Personal Services Contractor, Foreign Service National, Foreign Service Personal Services Contractor or Volunteer / Trainee has duties and responsibilities directly and/or indirectly associated with Safety and Security.  These duties and responsibilities include, but are not limited to, the following:

• Awareness and understanding of all directives of Peace Corps regarding Safety and Security.
• Awareness and understanding of emergency procedures at both home and office.
• Awareness and understanding of duties associated with the Peace Corps Timor-Leste Emergency Action Plan.
• Availability, at both home and office, of staff and Volunteer contact phone numbers and/or email addresses in case the stated individual is directed to establish emergency contact and provide emergency information.
• Maintains current knowledge of the Peace Corps evacuation Plan, the PC Emergency Action Plan and how to use fire extinguisher in order to ensure adequate level of safety and support for Peace Corps/Timor-Leste Volunteers.
• Ensure complete confidentiality regarding all information related to Peace Corps staff, Volunteers and Peace Corps/Timor-Leste operations.
• Any Inherently Governmental Functions (IGFs) such as Supervisor or Receiving Officer

 

3. Safety and Security Instruction 110

• Immediately communicates Volunteer safety and security concerns and issues to the Safety and Security Manager (SSM) and CD. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.
• The Financial Specialist periodically performs Duty Officer Functions requiring 24/7 on-call availability on a rotating schedule with other staff members. Knowledgeable and supportive of Peace Corps safety and security policies and procedures, including the timely reporting of suspicious incidents, persons or articles.

 

4. Inherently Governmental Functions

• May be designated a sub-cashier after approval by CFO/GAP.  Responsibilities as a sub-cashier include performing limited cash disbursements as directed by the DMO, proper disbursing and collecting of funds, proper accounting for funds advanced, safeguarding funds advanced, and accepting personal responsibility and financial liability for funds after successful completion of the requisite training for performing sub-cashier duties.  (See MS 760 and OFMH 13)

Position Elements:

Supervision Received: Direct supervision from the DMO/FM.  HRS is expected to perform work with a great deal of independence and minimal supervision and to establish priorities based on assigned deadlines. Matters of policy interpretation and out-of-scope issues are discussed/approved by the DMO/FM.

Available Guidelines: Approved Post policies and practices, Peace Corps Manual, Peace Corps Overseas Financial Management Handbook, Peace Corps CFO Bulletins, Peace Corps ForPost Support Team, Foreign Affairs Handbook, Foreign Affairs Manual, Federal and State Department Regulations, Local Labor Law.  Peace Corps Overseas Contracting Handbook.

Exercise of Judgment: Must exercise sound judgment in interpreting Peace Corps Manual, Overseas Financial Management Handbook, CFO Bulletins, Foreign Affairs Handbook, Foreign Affairs Manual, Federal and State Department Regulations, and Local Labor Law in handling Financial, Administrative and Human Resource issues.

Authority to Make Commitments: The Country Director delegates authority to this position to make commitments/obligations within total budget authority.

Nature, Level, and Purpose of Contacts: Daily contact with staff, vendors, and Peace Corps/Washington relative to budget and financial issues. Negotiate with potential contractors. Communicate with travel agents, service vendors, event venue vendors and other suppliers. Regular communication with US Embassy regarding local staff HR and RSO issues.

Time Required to Perform Full Range of Duties: The time required for a qualified individual without experience in Peace Corps to perform fully and adequately duties of this position is one year.

 

Logistics & Level of Effort & Duty Station

Performs duties during a 40 hour work week. Events may require occasional work in the evenings and on weekends and holidays. May also be required to travel up country. Duty station is the Rua Nuu Laran, Bairro dos Grilhos, Dili.  May be required to work in Pre-service Training site during 10 weeks of training.

 

APPLICANT INFORMATION:

Salary

Starting at $20,595.00 annually plus benefits (depends on salary history, experience, and qualifications)

Security Clearance

Candidate must be able to obtain a security clearance which requires a National ID Card and recent/valid Ministry of Justice Requerimento de Certificado de Registo Criminal. Candidates without these documents may apply, but they should start working on obtaining these documents immediately. Candidates will also require a valid passport and must not have any restrictions on travel to the United States from previous experience.

Important!  Applicants must clearly describe or demonstrate how they meet each of the above qualifications in a Cover Letter written in English to be considered. Resumes/CVs should not exceed 4 pages. Please do NOT send additional attachments, such as certificates, at this time. Qualified and interested candidates should send their Cover Letter and Resume/CV by e-mail to easttimorpc@peacecorps.gov. The Cover Letter and Resume/CV should be sent as attachments with the applicant’s name in the file names.

Applicants should use the following subject line for the email: HRS_LastName,Firstname (Ex: HRS_Soares,Pedro). Applications without the correct subject line may be disqualified.

The Peace Corps is an equal opportunity employer.  Female candidates are strongly encouraged to apply.

Peace Corps will not discriminate against an applicant because of that person's race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older, except when the applicant is beyond the mandatory retirement age in the country of assignment), disability, or genetic information. 

 

Closing date: position remains open until filled. Applicants should apply before 26th May 2023 for priority consideration. No phone calls or personal visits related to this vacancy will be accepted. Only short-listed candidates will be contacted.