Job Description

PROCUREMENT REFERENCE NO:
CES/RFP0001/HRIS-ADMN
OBJECTIVE & SPECIFICATIONS
Objective & Specifications
CeSHHAR Zimbabwe seeks to automate its HR processes for a workforce of 400 employees across 10 provinces. Key system requirements include:

1. Timesheet and Leave Reporting Module
2. HR Data and Document Capturing Module
3. Performance & Recognition Module
4. Talent Acquisition Module with ATS
5. Employee Onboarding Module
6. Contract/Probation Management
7. Training Module for Continued Personal Development
8. HR Reporting with Custom Reports and Dashboards (Power BI is an advantage)
9. Termination Module
10. Mobile Application for Remote Access

Duties and Responsibilities

Scope of Work and Methodology
Consultants are required to prepare a detailed proposal and implementation plan. The phases of the project include:

Planning Phase: Meetings to discuss requirements, user interface, and system objectives.
Internal Consultations: Evaluation and selection of the final vendor.
Supplier Demo: Vendor provides a dummy version for testing and customization.
Proposed System: Presentation and discussion of data requirements, migration, and timeline.
Deliverables
The consultant must deliver:

A fully developed and functional HRIS.
Full system access details.
Comprehensive manuals and user guides.
Pre-launch training and ongoing support.
A Service Level Agreement (SLA).
Duration, Timeline, and Payment
The project should be completed within 10 weeks from the contract start date, with an expected start in September 2024. Payments are quarterly, and the contract duration is 12 months, with a possible exit provision after 60 days' notice.

Team Composition
Consultants must demonstrate a competent and knowledgeable team with experience in similar projects. The team should be present throughout the implementation and provide ongoing support.

Qualifications and Experience

Eligibility, Qualification, and Experience
Eligible firms must have proven expertise in HRIS solutions, preferably with experience in NGOs or international organizations. Key requirements include:

User-friendly interface.
Comprehensive HR functionality.
Robust data management and reporting.
Scalability and flexibility.
Employee self-service capabilities.
Mobile accessibility.
Integration with other systems.
Strong customer support and training.
Evaluation Criteria
The evaluation will be based on:

Technical Proposal (70%):

Years in business.
Key personnel competencies.
List of clients and reference letters.
HRIS functionality and value adds.
Financial Proposal (30%):

Clear identification of all costs.
No hidden costs.
Award Criteria
The award will consider both technical and financial aspects, with a total score out of 100%. The selection process includes an initial evaluation, potential interviews for clarification, and a final decision by CeSHHAR Zimbabwe.

How to Apply

Submission Guidelines
Bids must be submitted in three separate PDFs (mandatory documents, technical proposal, financial proposal) via email or in hard copy by the closing date of July 19, 2024, at 10:00 AM Zimbabwean Time. Late bids will not be considered.

Contact Information
For inquiries, contact [email protected] or [email protected] by July 17, 2024.

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