Senior Human Resources Assistant (American Services) at U.S. Embassy South Africa

Duties
25% Accreditation, Privileges and Immunities

• Ministry of Foreign Affairs and Accreditation duties: Regular contacts with the Ministry of Foreign Affairs (MFA) on all matters regarding:diplomatic accreditation of all USDH employees under Chief of Mission (COM) and their dependents diplomatic recognition and proper accreditation of temporary duty (TDYs) officers of agencies under COM approval of US Eligible Family Member (EFM) employment on the local economy appropriate recognition of Third County Nationals (TCNs) accompanying USHDs at post dual citizenship implications towards recognition of USDH employees and their dependents

25% EFM Roving Program: Manages scheduling of Rovers;

• serves as a POC for offices/sections who require assistance and contacts Rovers - either through soliciting a volunteer from the group or designating an individual(based on availability) for a specific task. The incumbent is responsible for providing work guidance to the EFM Program and Summer Hire/Intern Program Coordinator, who runs various programs with several agencies in the Embassy.

20% Check-In/Check-Out Duties:

• Prepares and updates documents for Welcome materials, working with team members, other Consulate offices and supervisors. Disseminates guides and packages in accordance with standard operating procedures. Responsible for creating and maintaining the SOPS distributed to three
• Consulates to ensure a consistent check-in/check-out process mission wide.

10% American Services:

• Provides responses to questions about general allowance/entitlement questions, benefits such as educational travel, travel for children of separating parents, Medical/Death/Eldercare Emergency Visitation Travel (EVT), return of children over 21, etc. Refers to 3 FAM and Standardized regulations. Provides first-line response to client’s questions and refers difficult and/or problem cases to the HRO or Washington contacts. Processes forms submitted for HRO’s signatures. Prepares allowance cables to Financial Service Center (FSC) Charleston regarding post differential and post allowance for employees and their family members assigned to post.

10% Travel Message Cables:

• Prepares Travel Message (TM) cables (such as TM3s, TM5s and TM8s), extension/curtailment, and reassignment at Post cables for the supervisor’s review and maintains control documents. Enters TM data into Overseas Personnel System (OPS).

10% NSDD-38 Process, HR Database, and Position Management:

• Drafts and advises post on NSDD-38 requirements, related regulations, assists with response cables, and status of individual cases. Manages and tracks the process for NSDD-38 requests/approvals from receipt to conclusion. Drafts decision memorandum and response cables. Drafts necessary diplomatic notes to the DIRCO related to staff/agency movements within post. Updates status and/or historical data on individual cases and/or agency staffing levels. Re-programs positions within the Mission as needed, including managing ‘at post reassignments.’ Tracks Embassy staffing numbers in order to respond to NSDD-38 requests for new position or changes in staffing levels for USDH and LE staff. In response to management Notice 11-036, requests and follows-up on the agency’s requirement to obtain Chief of Mission Authority (COM)for all agencies under Chief of Mission authority. 

Other duties as assigned:

• Policies and Special Projects: Offers specialized advice and guidance on HR management principles and USG, Embassy and South African regulations. Develops and recommends policies regarding American HR issues, consistent with regulations, employee morale, efficiency administration and budgetary constraints. Identifies special projects of high complexity within the American Portfolio realm. These may include but not limited to, drafting new complex procedures and handbooks, engaging communication with mission community to keep employees informed and educated about HR issues. Uses extensive knowledge of FAM/FAH government regulations, agency rules and individual judgement to analyze information in order to evaluate processes and conformation to regulations or standards.
• ICASS workload counts, F-77 report for ACS’ emergency evacuation, and/or provide ad hoc reports and statistics. Maintains and updates Duty Officer schedule, ensuring handbook is up-to-date and passed on to next duty officer on specific date. Ensures any electronic devices are in proper working order.
• Oversee the Post Language Program, promote and maintain active and meaningful program of Instructor.
• Substantively involved in the implementation of the program through seeking for funding and being the technical point of contact. Conducts formal presentations during HR brown bags.

Qualifications and Evaluations

Requirements:
EXPERIENCE:

•  Minimum Four years of progressively responsible experience in human resources or administrative field is required, of which one year must be at a supervisory level.
• Provide at least one reference from a Human Resource Office where you worked in a Supervisory role. 

Education Requirements:

• Completion of two years general college studies is required. Proof of studies will be required. 

Evaluations:

• LANGUAGE:  English -Good working knowledge - Reading/Writing/Speaking is required. 
• Local language -Good working knowledge, Reading/Writing/Speaking is required.