Colombia

Vacancy Details

About

Announcement Number:
BOGT-2017-082
Hiring Agency:
Embassy Bogota
Position Title:
Human Resources Assistant
Open Period:
11/02/2017 - 12/05/2017 Format MM/DD/YYYY
Vacancy Time Zone:
GMT-4
Series/Grade:
LE - 0305 7
Salary:
COP $38.569.092 - COP $38.569.092
Work Schedule:
Full-time - *
Promotion Potential:
LE-7
Duty Location(s):
1 Vacancy in

Bogota, CO
Telework Eligible:
No
For More Info:
HR Section
000-000-0000
XXXX@state.gov

Overview

Who May Apply/Clarification From the Agency:
• All Interested Applicants / All Sources

For applicants who are USEFMs, the final grade/step for these positions will be determined by Washington DC. The proposed grade is FP-7 [35,718 USD].


Security Clearance Required:
Q Nonsensitive
Appointment Type
Permanent
Appointment Type Details:
• Permanent • Full-Time (40 hours per week)
Marketing Statement:
The U.S. Mission in Colombia provides equal employment opportunity and fair and equitable treatment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.

The Embassy is unable to acknowledge the receipt of applications due to the high volume of applications received, please assume that you were not selected if you have not heard from us within six weeks of the vacancy announcement’s closing date.

Summary:
The primary purpose of this position is to assist the Human Resources Office (HR) in administering the Locally Employed Staff (LE Staff) direct-hire/Personal Services Agreement/Personal Services Contract program to include the hiring and recruitment processes to Official Residence Employees (ORE) Staff, coordinate the mission awards portfolio, and manage the HR SharePoint site and internet, and other administrative duties. This position is under the supervision of the Human Resources Specialist.
Supervisory Position:
No
Relocation Expenses Reimbursed:
No

Duties

 

MISSION AWARDS COORDINATOR                                                          

  • Coordinates the awards portfolio, including Awards Ceremony twice a year with an average of 450 people. Drafts management notices and awards related memoranda, updates award ceremony schedule for the whole season, sets up meetings with the Joint Country Awards Committee, scans all awards nominations and uploads in a share point to be distributed to the Joint Country Awards Committee for review.
  • Updates awards files in web pass.
  • Prepares procurement requests , for stage, frames pins, blues folders, catering, photographer;
  • Sends invitation to awards recipients; coordinates all logistics for the ceremony; coordinates with HR officer the script to be sent to Front Office, sends honor Awards nominations to Washington for approval; prints and frames certificates.
  • Sends nominations of Americans employees with fiscal data to WHA/Awards office for payment and added to e-OPF.
  • Prepares and formats the awards program booklet using Microsoft Publisher program; prints each award certificate according to the category, Meritorious Honor, Mission Honor, Franklin, Eagle, Length of service, certificates of appreciation; sends memos to FMO/payroll, INL and USAID with copies of each nomination and amount for payment.
  • Processes Extra Mile Award nominations. Seeks appropriate approval signatures and fund cites. 
  • Drafts and finalizes award certificates and drafts memo to Finance to process cash award.  Records award in employee’s file in the post personnel database and files copy in employee’s folder.
  • The incumbent is the POC between post and WHA/EX Awards Office in Washington.
  • Coordinates the Employee of the Quarter award process.                                                                                                                            
CONTENT MANAGER FOR HR SHAREPOINT SITE AND INTERNET                         
  • Coordinates operation of the HR intranet/internet SharePoint.  As such, the incumbent monitors all the intranet/internet SharePoint, reviews and updates HR SharePoint. Uses a wide variety of HR information sources to select appropriate materials and links for inclusion on the intranet/internet SharePoint. Ensures that posted information is applicable, accurate and timely. Edits or rewrites this material as necessary to ensure content clarity and space conformity before posting on SharePoint. Works with HR staff to build HR specific SharePoint to increase HR’s presents on the Intranet/internet.   Prepares, announces, and uploads the HR Tips in the SharePoint.
  • Functions as primary point of contact for the intranet/internet SharePoint to ensure smooth functioning of the SharePoint. Stays abreast of the latest developments in SharePoint technology, the internet, information technologies and DOS policy on SharePoint content, security and design to use in updating and designing the HR’s intranet/internet SharePoint. Conducts presentations of the SharePoint and provides instructions to other HR staff. 
ADMINSTRATIVE DUTIES  AND OFFICIAL RESIDENCE EMPLOYEES (ORE)                 
  • Prepares certifications of employment and certifications for income taxes purposes for LE Staff -- assuring salary is accurate.
  • Confirms employment data on behalf of employees when requested (e.g., by banks, financial entities, for loans and real estate purchases.)  
  • Verifies information in Kactus Software agrees with data in Web. PASS and researches any variation in data.
  • Reviews LE Staff member’s eligibility for education allowance.
  • Serves as backup for the Local Support team.
  • Incumbent provides U.S. personnel directly assigned to the Embassy with updated information on hiring maids including compensation and regulations as stated in the latest Management Notice and refers employees to consult the maids that are available and recommended only by embassy personnel that are listed in the CLO newsletter. Serves as secondary back up for the HR front desk and timekeeper. 
  • In charge of  ORE Staff
  1. Requests background investigation, prepares letters for medical insurance, health insurance, life insurance, completes forms for LSSSS (health, pension, workers compensation, “Caja de Compensación”), prepares contracts, amendments of contracts, termination of contracts, memoranda, and filing.  Conducts salary surveys.  
  2. Prepares documentation and memorandum to administer funeral benefit:  Receives death certificate, reviews employee’s file to determine dependents, and prepare memorandum from HRO to Financial Management Officer (FMO) to request payment of funeral benefit to beneficiaries.
  • POC between different agencies of the embassy and HR in the embassy local internship program.  
 
This position description in no way states or implies that these are the only duties to be performed by incumbent. Incumbent will be required to perform other duties as assigned by the agency.

 

Qualifications and Evaluations

Requirements:
Prior Work Experience:
  • Minimum two years of experience in office operations with human resources, public and customer service is required.
Knowledge: 
  • Good working knowledge of office operations and Local Social Security System is required.
  • Good knowledge of 3 FAM (7000 and 4800), LE Staff Handbook, the Embassy’s internal procedures.
Education Requirements:
Completion of high school and two years of full time, post-secondary study (or equivalent hours spread across a part time study period) at college or university is required.  
Evaluations:
Skills and Abilities:  
  • Must have intermediate computer skills in office programs such as Word, Excel, Outlook, Power Point, Publisher and database software. (This will be tested) 
  • Must be able to work under pressure. 
  • Must have advance interpersonal and customer service skills (This will be tested)
  • Must be detail oriented. 
  • Must have good analytical skills, initiative and resourcefulness skills.
  • Must be able to run meetings with internal and external clients in both English and Spanish.
  • Must have good public speaking skills
  • Must be able to type 25 wpm. (This will be tested).
Language Proficiency
  • English Level 3 (good working knowledge) is required.  
  • Spanish level 4 (fluent) is required.
All applicants must attach a copy of valid language test results in the non-primary language (English and/or Spanish) to the application of employment to be eligible for consideration. For recruitment purposes the United States Mission Colombia will only accept the language tests administered by AVANTI Language School SAS, the Foreign Service Institute (FSI) and other Official U.S. Government Language testing institutes.


LANGUAGE REQUIREMENT

Primary Language: In order to meet the language requirement, all applicants MUST indicate in their application or in a cover letter their primary or native language. A language test will not be required in the applicant’s native language unless requested by the selecting office.

Secondary Language(s): When two or more language requirements are stated in the Vacancy Announcement, language tests are required for those languages that the applicant does not identify as the primary, first-spoken, or native language. If an applicant claims fluency in multiple languages, the applicant must identify ONE and only ONE language as primary, first-spoken or native. ALL applicants are required to prove proficiency in any other language listed in the Vacancy Announcement that is not indicated by the applicant as the primary language.
 

LANGUAGE TESTING PROCEDURES

Most of the positions at the U.S. Embassy require specific levels of both Spanish and or English. All applicants seeking a Mission Colombia local position must attach copy of a valid language test results in the non-primary language (English and/or Spanish) to the application to be eligible for consideration. 

The application form with the test result(s) must be submitted before the job announcement’s closing date; otherwise the application will be deemed “not eligible”. 

For recruitment purposes the United States Mission Colombia will only accept the language tests as follows: 

ENGLISH and SPANISH: Test administered by AVANTI Language School SAS, the Foreign Service Institute (FSI) and other Official U.S. Government Language testing institutes.

Failure to include the required language testing scores will result in the applicant being deemed ineligible for the position. 

Language test results are valid for one year.


If applicants do not have a valid language score from one of the above mentioned Language Institutes, they may contact the following Institute to be tested in English and/or Spanish as required:


Avanti Language School:  Carrera 21 # 87 – 24 Polo Club, Bogota, Colombia.  Applicants must request a language test by writing to academic@avantilanguageschool.com  - For further information please contact PBX: 634-6637 or mobile 321-463-6470Cost of language test is the applicant’s responsibility.
Qualifications:
All position requirements must be met and all required documents must be must be submitted before the job announcement’s closing date; otherwise the application will be deemed “not eligible”.

 

Benefits and Other Info

Benefits:
Benefits will be explained to those candidates who are invited to an interview.
Other Information:
Only those candidates who meet all the vacancy requirements and are considered Eligible will concontacted for testing and/or interview.

How to Apply

How to Apply:
All applicants are required to apply through this electronic method.



HIRING PREFERENCE ORDER:

(1)  AEFM / USEFM who is a preference-eligible U.S. Veteran*
(2)  AEFM / USEFM
(3)  FS on LWOP**

* IMPORTANT: Applicants who claim status as a preference-eligible U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs.  If claiming conditional eligibility for U.S. Veterans’ preference, applicants must submit proof of conditional eligibility.  If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veterans’ preference will not be considered in the application process.  Mission HR’s decision on eligibility for U.S. Veterans’ preference after reviewing all required documentation is final.

** This level of preference applies to all Foreign Service employees on LWOP.
Required Documents:
Please attach the following documents:
  • Copy of valid language test results administered by AVANTI Language School SAS, the Foreign Service Institute (FSI) and other Official U.S. Government Language testing institutes.
  • Education certificates (Degrees and/or Transcripts)
  • Copy of Colombian work permit and/or residence visa (If applicable)
  • U.S. Veteran must submit a copy of the most recent Member Copy Four (4) of the DD-214, Certificate of Release or Discharge from Active Duty, and, if applicable, a letter from the U.S. Department of Veterans Affairs. (If applicable)
 
Next Steps:
Due to the high volume of applications received, we will only contact applicants who are being considered.  Thank you for your understanding.