USAID FIRMS PROJECT Human Resource Policies and Procedures Manual

Purpose of the Manual

The Human Resource (HR) Policies and Procedures Manual for the USAID FIRMS (Food Insecurity Response Management System) Project establishes a unified framework for managing personnel throughout the project lifecycle. It aligns procurement, recruitment, compensation, performance, and employee relations with USAID regulations, the Federal Acquisition Regulation (FAR), and the Office of Management and Budget (OMB) guidance.

Key objectives include:

• Ensuring consistent, transparent, and meritbased HR actions.
• Protecting the rights and safety of all staff, including nationals and expatriates.
• Facilitating compliance with USAID/U.S. Government policies on equity, antiharassment, and ethics.
• Providing clear guidance to project managers, contracting officers, and staff on their roles and responsibilities.

Scope and Applicability

The manual applies to all individuals contracted under the FIRMS Project, including:

1. U.S. Government (USG) staff, contractors, and interns.
2. Local staff hired through U.S.Aidfunded contracts.
3. Consultants, subjectmatter experts, and technical advisors.

It covers all phasespreaward, award, implementation, and closeoutand addresses both officebased and fieldbased positions.

Organizational Structure & Roles

Key Positions

• Project Director Overall responsibility for project performance and compliance.
• Human Resources Officer (HRO) Central HR authority; oversees recruitment, onboarding, and policy interpretation.
• Contracting Officers Representative (COR) Monitors contractor performance and ensures HR clauses are adhered to.
• Finance Officer Coordinates salary, benefits, and payroll processing.
• Field Supervisors Direct line managers responsible for daytoday staff oversight.

DecisionMaking Matrix

All HR actions must be approved according to the matrix below:

• Recruitment & selection HRO (with input from hiring manager).
• Salary adjustments Finance Officer (validated by HRO).
• Disciplinary measures Field Supervisor (review by HRO).
• Termination HRO in consultation with Legal Counsel and COR.

Recruitment and Selection

Principles

Recruitment shall be conducted in a fair, open, and meritbased manner, respecting USAIDs Equal Employment Opportunity (EEO) policy and the U.S. Governments AntiDiscrimination statutes.

Process Flow

1. Workforce Planning Project Director and HRO develop a staffing plan linked to the work breakdown structure.
2. Job Announcement Advertisements posted on USAIDs job portal, local job boards, and relevant professional networks. All postings include duties, qualifications, and required clearances.
3. Screening & Shortlisting HRO screens applications against the Minimum Qualifications Matrix (MQM). Scores recorded in the applicant tracking system.
4. Interview Structured interview panels (minimum three members) use competencybased questions. For expatriate positions, a security clearance assessment is added.
5. Selection & Offer The panel makes a recommendation; HRO prepares a formal offer letter, including salary, benefits, and conditions of employment.
6. Onboarding New hires complete the USAID Employee Data System (EDS) registration, receive orientation, and obtain necessary visas and work permits.

Special Requirements

• Positions classified as Sensitive require background investigations at the appropriate level.
• Local hires must meet the Local Nationals Preference policy unless an exception is granted.
• Gender balance and youth representation are monitored for each recruitment cycle.

Compensation and Benefits

Salary Structure

Salary grades are based on the USAID/U.S.State Department General Schedule (GS) for expatriates and the Local Salary Scale for national staff. All salaries are reviewed annually against market surveys.

Allowances

• CostofLiving Allowance (COLA) Adjusted quarterly for inflation.
• Hardship Premium Applied where security or environmental conditions qualify.
• Family Separation Allowance For staff posted abroad for more than six months.

Benefits

Benefits differ by employment category:

Payroll Administration

All payroll actions are processed through the USAID Payroll System (UPS). The Finance Officer validates timecards, while the HRO confirms salary grades and deductions before payment.

Performance Management

Annual Appraisal Cycle

Performance is evaluated using the ResultsBased Management (RBM) framework. Each staff member receives a Performance Development Plan (PDP) that links individual objectives to project outcomes.

Rating Scale

1. Exceeds Expectations
2. Meets Expectations
3. Partially Meets Expectations
4. Does Not Meet Expectations

Process Steps

• Midyear checkin Discuss progress, identify obstacles.
• Endofyear review Supervisor completes rating; staff provides selfassessment.
• HR Review HRO validates ratings and ensures consistency.
• Feedback Session Results communicated, development actions agreed.

Consequences

Ratings impact salary adjustments, eligibility for bonuses, and professional development opportunities. Persistent Does Not Meet Expectations may trigger a Performance Improvement Plan (PIP) or termination.

Training and Development

The FIRMS Project invests in capacity building to sustain impact. The training policy covers:

• Orientation for all new hires (mandatory).
• Technical skill upgrades e.g., data analytics, GIS, nutrition monitoring.
• Leadership and management workshops for midlevel staff.
• Compliance training ethics, antiharassment, and USAID rules.

Training requests are submitted via the Learning Management System (LMS) and must be approved by both the staffs supervisor and the HRO. A posttraining evaluation is required to assess relevance and effectiveness.

Employee Relations and Grievance Handling

Workplace Conduct

All staff must adhere to the USAID Code of Conduct, which includes zero tolerance for discrimination, sexual harassment, and retaliation. A dedicated Ethics Officer is available for confidential consultations.

Grievance Procedure

1. Informal Resolution Employee talks with immediate supervisor.
2. Formal Complaint Submit a written grievance to the HRO within 10 business days.
3. Investigation HRO, possibly with Legal Counsel, conducts a prompt, impartial investigation.
4. Decision & Remediation Findings are communicated in writing; corrective actions may include counseling, training, or disciplinary measures.
5. Appeal Employee may appeal to the Project Director within 5 business days of the decision.

Protection Against Retaliation

Retaliation for reporting misconduct is prohibited. Any alleged retaliation triggers an immediate investigation, and protective actions (e.g., temporary reassignment) may be applied.

Disciplinary Actions and Termination

Progressive Discipline

Disciplinary steps follow a progressive model unless the offense warrants immediate dismissal (e.g., fraud, violence, breach of security).

• Verbal warning Documented in employee file.
• Written warning Formal notice with performance expectations.
• Final warning Clear statement of possible termination.

Termination Process

1. HR prepares a termination memorandum outlining reasons and supporting evidence.
2. Supervisor reviews and signs; Legal Counsel confirms compliance with labor laws.
3. Finance Officer authorizes final settlement (salary, accrued leave, benefits).
4. Exit interview conducted by HRO to capture feedback and retrieve project assets.

Severance & Reemployment

Severance is provided only where mandated by hostcountry law or contractual terms. Former staff may be rehired after a minimum 12month coolingoff period, subject to a new recruitment process.

Health, Safety, and Security (HSS)

All personnel must comply with USAIDs HSS policies:

• Complete predeployment medical clearance.
• Participate in security orientation and regular safety drills.
• Report incidents via the Incident Management System (IMS) within 24hours.

The HRO works with the Security Officer to ensure personal protective equipment (PPE) and emergency kits are available at field sites.

Monitoring, Auditing, and Reporting

The HRO prepares quarterly HR compliance reports for the Project Director and USAID Office of Human Capital. Audits are conducted annually by an independent reviewer to verify adherence to:

• FAR Part 31 Contract Cost Principles.
• USAID HR Guide (Chapter35).
• Hostcountry labor legislation.

Findings are documented in an Action Plan with corrective measures and target dates.

Amendments and Review Cycle

This manual is reviewed biennially or whenever significant policy changes occur (e.g., new USAID regulations). Amendments are issued as an Addendum, signed by the Project Director and HRO, and distributed to all staff via email and the internal portal.

Contact Information

For any HRrelated questions, please reach out to the Human Resources Officer:

• Email: hro@firms-usaid.org
• Phone: +1 (202) 5550123
• Office: BuildingA, 4th Floor, USAID Headquarters, Washington, DC