Human Resources Assistant

Position description

American Program Support

• Advise U.S. Direct Hire and EFM employees on various HR regulations such as Employee Evaluation Reports (EERs), Employee Performance Evaluation (EPRs); add family members to orders, TM2s; and coordinate educational travel.
• Coordinate Eligible Family Members Employee Performance Evaluation process; provide advice and training to the supervisors and employees.
• Assist with coordination of the annual U.S. Direct Hire Employee Evaluation Report process; assign review panels, respond to the EER GEMS questions, troubleshoot, update EER tracking spreadsheet for actions taken.
• Track the completion of work requirement statements (WRS) for all Department of State personnel assigned to the Tri-Mission including EFM employees.
• Keep track of the Tri-Mission U.S. Direct Hire employees’ promotions and tenure boards decisions; advise affected employees appropriately.
• Assist in the Summer/Winter DOS bidding cycles. Serve as a point-of-contact to the DOS personnel on the bidding and assignments process including the 360-process for the Tri-Mission. Maintain and update capsule position descriptions.
• Synthesize multiple streams of human resource information that comes from the Department
• Review and disseminate unclassified cables to HR staff and offices.
• Approve Visitor Access Requests submitted by HR staff.
• Responsible for approving purchase requisitions on official HR invoices.

Overseas Seasonal Hire Program

• Manage the Overseas Seasonal Hire program (OSHP) that onboards over 50 students as seasonal employees at the Tri-Mission during school breaks. Disseminate information to the Tri-Mission community about the program and requirements; collect student applications, determine eligibility, initiate security clearance process for each applicant, coordinate assignments with interested offices. Prepare the appointment actions for payroll, register students for the security briefing, handle the full check-in and check-out process, conduct orientation sessions, and prepare termination paperwork at the conclusion of the each OSHP session. Serve as the primary point of contact for program and update Post HR OSHP SharePoint.

Internship and Fellowship Programs

• Manage Tri-Mission paid internship and fellowship programs serving as the primary point of contact and liaison for the participants of the program, Bureau Intern Coordinators and Student Programs office located in Washington DC. This program runs throughout the year with spring, fall, and summer sessions overlapping. Draft and distribute solicitation announcements for the various offices within the Tri-Mission, submit Tri-Mission requests for interns and fellows and position descriptions to the Bureau Intern Coordinators. Provide status updates to the interested offices, participate in the selection process and answer inquiries regarding the program. Advise Bureau Intern Coordinators on the required security clearance level, passport and visa requirements, and other personnel and administrative matters that must be completed prior to arrival of selected for the program interns and fellows, coordinate onboarding process. In the end of each cycle, coordinate intern performance review process and answer any inquiries regarding the program. Work with the U.S. Embassy Management and General Services Offices to secure housing for the program participants.

Special Project and Other Duties

• The incumbent may be asked to assist in supporting staffing for VIP visits and high-profile Tri-Mission events. Incumbent is expected to update their portion of the SharePoint site in all areas of responsibility with HR, and as necessary to work with ISC to design/develop new forms/web pages. Responsible for the coordination and completion of various special projects, i.e., drafting responses for information requests/surveys/censuses, auditing and reconciling HR data, and other projects as assigned.
• Serve as back-up to broadcast Tri-Mission announcements. Serve as back-up for other HR personnel, as available and as appropriate.
• Manages post personnel data, insures accurate data input and liaisons with DC on data calls.

Qualifications

Requirements:

All selected candidates must be able to obtain and hold a Secret clearance.

All selected candidates will be subject to a background investigation and may be subject to a pre-employment medical exam.

Selected candidate must be able to begin working within a reasonable period of time (15 weeks) upon receipt of agency authorization and/or clearances/certifications or their candidacy may end.

Education Requirements:

Two years of post-secondary education is required.

Please address this factor in your ERA Application under Education.

Evaluations:

You will be evaluated against the qualifications and requirements in this vacancy announcement.

You may be asked to complete a pre-employment language or skills test.

You must complete the application form and provide the required documents. Your application must address all the position qualifications and requirements including education, experience, language, and any knowledge/skills/abilities listed. If you fail to submit a complete application, then your application may be disqualified for this position.

Qualifications:

Experience:

Three (3) years of progressively responsible work experience with customer service responsibilities in an administrative role or HR office.

Please address this factor in your ERA application under Major Duties and Responsibilities.

Language:

Fluency in English.

(This may be tested.)

Please address this language requirement in your ERA application.

Job Knowledge:

General knowledge of administrative and Human Resources practices and procedures is required.

Please address this factor in your ERA application under Major Duties and Responsibilities.

Skills And Abilities:

• Familiarity with office systems, Microsoft Office applications (Word/Excel/PowerPoint).
• Ability to handle multiple tasks simultaneously.
• Ability to communicate with people of all levels; good customer service skills.
• Analytical and problem solving skills required.
• Must be familiar with the U.S. Department of State operations.

(This may be tested.)

Please address this factor in your ERA application under Major Duties and Responsibilities.

Benefits and Other Info

Agency Benefits:

The U.S. Mission offers a competitive compensation and benefits package for local employees that may include: life insurance, hospitalization insurance (family included), meal tickets, transportation reimbursements, seniority leave, special holidays, training, Employee Assistance Program, etc.

For Eligible Family Member (EFM) applicants, benefits should be discussed with the HR Office. The pay plan is assigned by the HR Office and confirmed by Washington, D.C.

Other Information:

HIRING PREFERENCE SELECTION PROCESS:

A hiring preference is extended to eligible and qualified applicants in the order listed below. It is essential you accurately describe your status in your application, failure to do so may result in a determination that you are not eligible for a hiring preference.

HIRING PREFERENCE ORDER

• Appointment Eligible Family Member (AEFM) / U.S. citizen Eligible Family Member (USEFM) who is a preference-eligible U.S. Veteran*
• AEFM / USEFM
• Foreign Service (FS) on Leave without Pay (LWOP) and Civil Service (CS) with reemployment rights **
• IMPORTANT: US citizen Eligible Family Member (USEFM) 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”) preferably Member Copy 4, Letter from Veterans’ Affairs which indicates the present existence of a service-connected disability, 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 FS employees on LWOP and CS with re-employment rights back to their agency or bureau.

For complete definitions of AEFM, USEFM, EFM, Member of Household, etc., please visit the 3 FAM 7210 Definitions.

Application instructions

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