Job Description

Posted on February 27, 2022

CALL TO TENDER
TENDER TO PROVIDE PAYROLL SYSTEM SERVICES
TERMS OF REFERENCE FOR PROVISION OF PAYROLL SYSTEM PACKAGE
1.0 Background
Plan International strives to advance children’s rights and equality for girls all over the world. As an independent development and humanitarian organisation, we work alongside children, young people, our supporters and partners to tackle the root causes of the challenges facing girls and all vulnerable children. We support children’s rights from birth until they reach adulthood and enable children to prepare for and respond to crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. For over 80 years we have been building powerful partnerships for children, and we are active in over 75 countries.
Plan International is seeking services of a reputable software company to provide a payroll software, install and maintain it including training User staff and trouble shoot.
2.0 Institution Arrangement
The Finance department receives monthly payroll input from the Country Human Resource and Organisation Development department and a Cooperative Society. The Country Accountant prepares the payroll which is reviewed by the Head of Operations and authorised for payment by the Country Director. The Country Accountant prepares the transfers of the salaries to the individual staff accounts by uploading the files on a banking system.
Plan International ensures timely payment of staff salaries and minimal turn-around time of staff salary queries. This payroll should have reports that would assist identifying errors, it should also give confidence to staff on the organisation processes and procedure regarding it’s obligation to pay staff as the contractual agreement.
3.0 Objectives
General Objective
The Software Company would provide a dependable, user friendly and reliable payroll software that provides instant monthly salary transactions, pay statements and generation of reports which are accurate and meeting the standard policies.
Specific Objectives
i. Migrating the payroll data from the old system
ii. Develop a customised report for staff savings scheme
iii. Provide training to the staff to use and trouble shoot
iv. Provide after sales support to the Finance department
4.0 Methodology
The installation would be conducted on-site -Plan International Office. The Software Company would get support from the IT, Human Resources and Finance departments and be expected to work within the policies of Plan International.
Timeline:
Timelines
Activity
Responsible
07 to 08 Mar 2022
Develop/ Installation of the software
Software Co, IT
09 Mar 2022
Input data from old payroll system
Software Co, Finance
09 Mar 2022
Parallel running of the payroll with the old system
Software Co, Finance
10 Mar 2022
Training Finance staff
Software Co, Finance
11 Mar 2022
Launch the payroll system
Finance
5.0 Payroll Administration and Support
The Company should be in a position to provide technical support to the Finance Department on any working day. The modes of communication could be by phone, teams and emails. On-site support is required for software maintenance and up-grades which need the developer’s technical hands on attention. The Upgrades of the software should be within the parameter of the developers as agreed with Plan International and conform to the regulations in Zambia.
6.0 Deliverables
The Company is expected to deliver a payroll system as per the list below:
i. Provide a payroll software that compute and accommodate increasing staff numbers
ii. The system separate/ categories staff according to location, cost centre and budget codes
iii. Track earnings and deductions information on a monthly, quarterly and annual basis for each employee, location, cost centre and budget code
iv. Provide monthly, quarterly, annual and year-to-date summaries of payroll earnings, benefits, deductions, Pay As You Earn, Personal Levy, National Health Insurance, National Pension Scheme, Staff Savings Scheme, staff list (open and closed contract)
v. Generate instant pay statements and facilitate the automatic distribution of the pay statements to the respective staff through email
vi. User friendly and flexible to take care if statutory compliance dynamics
vii. Generate payroll reports such as Payroll register, Statutory returns, remittance list, Variance reports
viii. The software should allow changes to include a staff savings scheme and a cooperative scheme and both should be automated
ix. The software should provide user and authorisation levels for payroll transactions and processes. The software should be accessible to the required users at any given time
x. The software should sit on the server and provide an offline access and / or an online access
xi. The software should be adaptable to integrate and linked to the banking system used by Finance department
xii. The software should provide back-up facilities and reports which could be imported/ exported to excel, PDF and word applications
xiii. The software should have the ability to be rolled over to the next month and provide no further entry options for the closed months
xiv. The software should have control mechanisms such as access controls
7.0 The Contract
The service agreement would be signed between Plan International and the Company
8.0 Company Profile
The Company selected for the software would have to meet the following criteria:
i. The Company should be an established legal entity
ii. The Company should demonstrate an understanding of the Country regulations especially the tax regulations and employment Act
iii. The Company should have extensive experience in providing the payroll software and should provide at least 3 organisation references contact details
iv. The company should have demonstrated experiences in training and capacity building
v. The Company must prove it’s ability to provide requisite skilled staff to provide the required support
9.0 Key Personnel
The Company must be able to provide a skilled and experienced team. The team must include at least the following key individuals:
i. A Team Leader with qualification in computer science, or any other software development, with experience in designing application system and designing Payroll system with at least 5 years of experience
Interested Companies should add any other profiles in the technical proposal deemed necessary to carry out the tasks effectively and meet the objectives outlined in this ToR.
HOW TO APPLY:
Application & Selection Process
Application must be submitted via email addressed to:
i.  CV of the Team Leader
ii. The company’s license and Registration Certificates
iii. 3 Certificates of completion of similar services with other organisations
iv. Proposed methodology for the assignment (Include initial development, setup, implementation and training)
v. Work plan outlining the list of tasks for the assignment and the respective dates
vi. State earliest available date for the assignment
vii. Financial proposal (include total cost)
viii. Provide the User Rates and License Information
ix. Indicate the support services and / or referral resources that could be provided to Plan International on pre-installation and post-installation.
The applications received would be screened internally by Plan International for completeness and for meeting the technical rigour, experience, required qualifications, budget and timeline.
All applicants would be communicated with on the decision regarding the selections.
10.0 Contact
Please send your application to  [email protected] cc: [email protected] by by 17:00hrs. local time and any bids received after this time and date will not be accepted.