Human Resources Specialist

The United States Peace Corps is a non-political, non-religious organization that will bring Americans to Viet Nam to serve as Peace Corps Volunteers. Volunteers will co-teach English language classes with Vietnamese teachers in secondary schools. The Peace Corps is serving in Viet Nam at the invitation of the Government of Viet Nam and working closely with Ministry of Education and Training with a goal to improve the English language skills of teachers and students. Peace Corps Volunteers commit to two years of service, will live with host families, and will support and co-lead additional school related activities in accordance with the school leadership. A new cohort of Volunteers will arrive each year. The Peace Corps was founded by U.S. President John F. Kennedy in 1961 to promote world peace and friendship.

General information about the Peace Corps can be found on www.peacecorps.gov.

Position Title: Human Resources Specialist

Opening Date: March 26, 2021

Submission Date for first review: April 16, 2021, Open until filled

Area of Consideration/Who may apply: All applicants must be a naturalized citizen or permanent resident of Viet Nam who are legally able to work within the country.

Point of Contact: Peace Corps Human Resources - PCVietNamJobs@peacecorps.gov

Market Value/Salary (per annum): US$ 16,364– US$ 24,536 + benefits

Period of Performance/ Length of Contract/ Work Schedule: Definite term – five years/ Monday to Friday (40 hours per week). Peace Corps expects this contract to be continuing in nature for the contractor to perform under a series of sequential contracts, subject to the availability of funds.

Place of Performance: Peace Corps Viet Nam, Peace Corps office Ha Noi.

Security Level required: Local Security Certificate

Background information of the position

Under the supervision of the Director of Management and Operations (DMO), the Human Resource Specialist (HRS) coordinates all personnel actions for Peace Corps Viet Nam in accordance with Post-specific and United States Government policies. The Human Resources Specialist facilitates the recruitment, orientation, and support of Personal Service Contractors (PSCs) throughout their contractual period in addition to working closely with the DMO on a wide variety of tasks in a busy and diverse setting.

This position requires strict adherence to ethical standards of confidentiality and professional conduct. In addition, the candidate should be flexible, highly organized, creative, and able to multi-task and work independently.

Qualifications

Required:

• Education/Certification: Bachelor’s degree in the field Human Resources, Law, Personnel Administration, Management, or related field

• Years of Experience: Minimum 5 years relevant work experience in Human Resources

• Experience in Human Resources that involves knowledge of Local Labor Law, Social Security Law, prevailing practices and customs in Vietnam

• Proficiency in oral and written English and Vietnamese

• Knowledge of Microsoft Office programs (Word, Excel, Outlook)

Preferred:

• Additional professional trainings or certifications in Human Resources

• Experience working for an organization with more than 20 staff members

• Experience developing and coordinating employment contracts for staff – including staff benefits

• Experience within a cross-cultural work environment

Duties and Responsibilities / Tasks and Deliverables

Ensures complete confidentiality regarding all information related to Peace Corps Staff and Volunteers, including Peace Corps Viet Nam operations.

Recruitment and Selection

• Develops job announcements, advertises for positions, reviews resumes for initial shortlisting, part of the paper panel for all vacant positions, organizes interview panels, schedules interviews and participates as panel member in interviews as needed.

• Ensures the process of competition for jobs is free, fair and transparent, and well-documented for all positions hired, promoted or eliminated.

• Assists with preparation of Selection Memos to be submitted to DMO/OACM for awarding DOPAs including doing reference checks on the successful candidate.

• Prepares offer letters for successful candidates and assists with negotiation of salaries based on documented salary history.

• Notifies shortlisted applicants of interview results.

• Coordinates the processing of security clearances with RSO at Embassy for new staff both long and short term, recertification for old staff to ensure all staff have an valid certification at all times.

• Coordinates required medical clearances/trainings for new staff both long and short term.

• Organizes, performs, and coordinates orientation and induction program of new hires.

• Prepares official correspondence to offices and institutions such as banks, embassies, benefit providers, etc. for PSCs.

Personal Services Contracts

• The Human Resources Specialist calculates PSC salaries and prepares a number of staff and Pre Service Training (PST) contracts annually and do contract modifications for LCP increases or any other changes to contracts. Prepares PSC contracts with correct clauses and attachments assuring all requirements, such as security clearances and medical clearances, are met both before and during the contractual period.

• Under direction from the DMO, prepares and determines all relevant information to be included such as estimated cost of contract and applies fiscal coding. Coordinates with the department hiring the contractor to ensure that a Statement of Work and other necessary requirements are included in the contract. Ensures that the contract is prepared and is signed by the Contracting Officer and the Contractor prior to the incumbent’s first day of work. Ensures that contract payments are processed per terms stated in the Personal Service Contracts.

• Upon execution of each contract, copies are to be distributed to the PSC and personnel file.

• Ensures that all PSC contracts have on file the completed and signed contractor’s release form at termination of contract.

• Maintains official logs for contracts (including those for option year renewal notices).

• Liaises with Human Resource Management System (HRMS) and office of contracts staff at HQ on all payroll issues, including new employee contracts, changes in benefits, contract modifications etc.

• Maintains knowledge of PC HQ contract regulations, personnel policies, benefits coverage, Vietnamese Labor Law, and Embassy Local Compensation Plan.

• Works with Management and Local Labor Lawyer to witness and/or document performance violations, particularly those resulting in loss of employment. Ensures Local Labor Law practices are observed in relation to personnel disciplinary actions.

• Maintains staff performance evaluation calendar and assists with coordinating mid-year and annual staff evaluation processes.

• Assists with coordinating Annual Staff Performance award process, disciplinary actions, and promotions as needed.

Administrative and Financial Support

• Assists with preparing obligation/de-obligations and liquidations for all contracts into ForPost ensuring appropriate language is used especially during a Continuing Resolution period and ensuring close out of all Personal Service Contractors (PSC) obligations. In case of Continuing Resolution increase obligations for Appropriated PSCs at the end of the CR. Liaise with OACM and VPS to ensure that obligations are properly recognized and liquidated by forwarding contracts (and amendments) to VPS and managing the data entry aspects of the PSC OdyWeb functions.

• Using OdyWeb application calculates and submits PSC non-recurring payments such as bonuses, awards, etc.

• Staff Payroll: Downloads on a bi-weekly basis PSCs earnings statements from SFTP and file in appropriated shared folder and send certifications to VPS. Answers employee questions regarding payroll payments. Liaise with Embassy cashier and bank representatives to resolve banking problems related to payroll or VICA payments. Works closely with PST staff regarding all salary financial matters during the training period.

• Works with HQ HRMS to keep all staff payment data up-to-date to ensure timely payments to all staff. • Calculates and processes any severance, annual leave or other payments upon contract termination and submit to HQ for payment.

• Maintains HR files and Personnel Files for all Staff and ensures that all personnel files are in compliance with Peace Corps regulations.

• Prepares bi-weekly reconciliation reports for all vendors for medical aid, pension fund and social security.

• Maintains copies of HR-related forms for use by staff.

Time and attendance management

• Responsible for ensuring maintenance of time and attendance records for all PC Staff.

• Oversees assigned staff or directly records and keeps track of all staff time and attendance (PC-57) and biweekly timesheets.

• Prepare the quarterly Annual Leave Balance reports for HQ.

• Yearly creation of the new timesheets and ensures updated/accurate timesheet templates for each Pay Period are in place.

• Maintains all post-level timekeeping materials, such as the PC-57 form and monitors all leave forms and leave balances. Prepare and submit the quarterly Accrued Leave Report to Peace Corps HQ.

Other Duties

• Performs translation of documents from English-Vietnamese or Vietnamese-English for some personnel related matters.

• The Human Resources Specialist may be required to perform other duties as assigned by their supervisor.

• Supports other teams as needed taking on back-up support responsibilities and carrying out duties and responsibilities of agreed upon positions when deemed necessary by the Country Director and/or Supervisor for the successful management of Peace Corps operations in Viet Nam.

Standard Roles and Responsibilities

A. Occasional Money Handler (OMH): may be requested to courier cash and /or purchase orders to various vendors who furnish supplies and/or services to Pre-Service Training/In-Service Training sites, or other locations as directed by the Contracting Officer. The PSC may also be requested 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.

B. Safety &Security: All members of the Peace Corps team must be familiar with the Emergency Action Plan, their responsibilities in the event of an emergency, and with the procedures for reporting and responding to safety and security incidents.

The duties and responsibilities, particularly as they concern Volunteers and Trainees, include, but are not limited to, the following:

• 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.

• Acts as Duty Officer as assigned: A Duty Officer is “on call” 24/7 for a one-week period, is restricted from travel during that period, and must be available through the Duty Officer cell phone at all times. The Duty Officer works closely with the Safety and Security Manager.

Evaluation and Selection Criteria:

Applications will be initially screened for eligibility in accordance with the required qualifications mentioned above. Those applicants who meet the required qualifications will be scored based on the preferred qualifications. Highest scoring candidates will be called in for an interviews, language and skills test (presentations, excel/word tests). Performance from all interviews and skills test will be considered as a whole package to ensure the best candidate is selected that meets the needs of the Peace Corps mission. Professional reference checks will be conducted for selected candidates.

How to apply:

Please submit the following in English by email (with your name and the position you are applying for in as the subject of the email) as one PDF file to PCVietNamJobs@peacecorps.gov:

1. Application Cover Letter

2. Curriculum Vitae (CV)

Closing date: Applications should be received 6:00 pm Friday, April 16, 2021 for consideration in the first review. Position remains open until filled. Applications for one position maybe considered for any current open position. No phone calls or personal visits related to this vacancy will be accepted. Only short-listed candidates will be contacted.

All applicants must pass a background/security investigation and a medical certification. Any contract offer with the US Peace Corps is contingent upon a candidate’s ability to secure the necessary certifications.

All applicants must be a naturalized citizen of the host country or must have the required work permit or documentation that permits the applicant to work legally in the country in order to be eligible for consideration.

The application must contain all the information necessary to demonstrate that the candidate possesses the education, experience, skills and language abilities required for this position.

Benefits and Allowances:

BENEFITS:

• One-month basic salary Tet Bonus

• Contribution to mandatory insurances pursuant to GVN’s law/ regulations including social insurance, health insurance and unemployment insurance.

• Coverage of additional health insurance 90% for incumbent and each eligible family member

• Annual and sick leave according to local labor law

ALLOWANCES (as applicable):

• Unique Condition Work allowance: 7% of Annual basic salary (upon annual review)

• Miscellaneous Benefits Allowance: US$1,000 per annum or US$3,000 per annum

The Peace Corps is both a federal agency and a vehicle through which American citizens offer needed assistance to people around the world and, in doing so, promote greater cross-cultural understanding between Americans and the people of the host countries. The fulfillment of the Peace Corps’ mission to foster greater understanding among the world’s citizens requires that we adhere to the highest standards with respect to equal employment opportunity for all Volunteers, employees, and applicants. The U.S. Peace Corps Vietnam will provide equal opportunity and fair and equitable treatment in employment to all people without regard to race, color religion, ethnicity, sex, national origin, age, disability, political affiliation, marital status, pregnancy and maternity or sexual orientation. The Peace Corps will also strive to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs. Discrimination based on factors that have no bearing on a person’s ability to serve and perform his or her duties is not permitted and will not be tolerated.

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