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  • Posted: Jul 8, 2021
    Deadline: Jul 17, 2021
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    Since 1979, we have helped people grappling with the toughest hardships survive - and then thrive. That’s the heart of our approach: We help communities turn crisis into opportunity. Throughout our history, Mercy Corps has demonstrated innovation, timeliness and the ability to adapt quickly to changing realities.
    Read more about this company

     

    Payroll Automation System: Employee Information, Self Service, Payroll, Leave and Timesheet

    Background:
    The Human Resource Department is responsible for developing and implementing effective HR policies, procedures, and people-friendly guidelines within Mercy Corps Nigeria. This includes but is not limited to Talent Acquisition & development; employee engagement coordination; countrywide training & learning management; compensation & benefits administration; countrywide performance management oversight; disciplinary & grievance handling; staff data management; staff disengagement management and 3rd party service provision management

    Payroll plays an essential role in influencing an employee's relationship with their organization. Having an HR software application that is integrated with your payroll software can help everything run smoother. It automates attendance data collection, net pay calculation, salary distribution, tax filing, and more. The evaluations like attendance, leaves, shifts, expenses, etc., are taken into consideration by automated payroll system software. For this purpose, the HR payroll incorporates tools like:

    Attendance SoftwareThis tool logs for employee attendance by a simple marking by the staff. This attendance marking is visible on their manager’s account and hence, goes into the record. Later on, this attendance record helps to formulate the employee’s paycheck.

    Payroll Compliance Payroll and statutory compliance, payroll tax, and other withholdings are also accounted for salary processing of the employees.

    Payroll Benefits Benefits and payroll compensations like incentives, bonuses, increments, etc., also serve as determinants in payroll processing.

    Purpose / Project Description:
    To adopt a payroll automation system that captures, staff leave, timesheet and other functionalities a payroll system should possess and execute in an efficient and timely manner. Using a payroll software centralizes the numerous payroll processes onto one platform and provides a variety of tools to make payroll functions more efficient and accurate. Ideally, payroll software will prevent human errors when calculating and administering payroll, as well as allow employees to self-service some functions to reduce administrative overhead.
    Payroll software also offers features like cloud payroll. Cloud-based payroll refers to the ability to store payroll data online. Registered personnel who have a device and an internet connection can access this data and even modify it. When online, one can use either a web-based payroll system or a payroll application. Make sure the payroll system software you go for offers a mobile-friendly interface for your convenience.

    Software Objectives:

    Obj 1: Payroll

    • The proposed system is intended to provide a user-friendly system that will manage, compute and calculate accurately employee salaries, while taking into cognizance of the statutory deductions i.e., payee, pensions, NHF etc, employees benefit record, generating tax forms, payslips, and also benefits administration
    • Run a journal entry reports compatible with the organization’s accounting system and requirements.
    • Enable integration of accounting coding system into the payroll system
    • To provide a payroll system that will rapidly process payroll computation.

    Obj 2: Timesheet Management

    • Timesheet management system must track the leave history of all employees, hours worked on each grant for the month and captures public holidays, 
    • Funnel timesheet requests to managers, HR, Finance and for payroll use

    Obj 3: Leave Management

    • Employees can view their leave balance and check their co-workers’ days off while applying for leave. Supervisors and HR staff must have access to employee leave balance, holiday lists, department schedule, and workforce coverage to evaluate leave requests better
    • A cloud-based online leave management system that will allow employees apply, approve, or reject leave requests from anywhere at any time
    • Run a monthly report on team members accrued leave balance and leave taken

    Activity Phases :
    Startup Planning Phase:

    • Selected vendors will hold at least 2 phase separate meetings with involved parties
    • Discuss and agree on the user interface, modalities and objective of the proposed system/software
    • To do a presentation of existing software’s to the involved parties through a demo presentation.

    Phase 2:
    In house meeting between the involved parties to decide which vendor should be contracted

    Phase 3:
    Successful vendor will provide a demo version to the involved parties to test run the system/software and if there are suggest changes to be made to the system, such changes will be taken into consideration by the vendor

    Phase 4:
    To do a presentation of existing software’s to the involved parties through a demo presentation.
    Create a single authentication form comprising of user (CDs, managers & HRs) & admin login and sign up form for admin & user to request for sign up. This form will be linked to all secured portals and pages.

    Post Development Phase:

    • Develop an implementation guide, user guide and project overall documentations
    • Provide a comprehensive training on how to manage and use the software portal to designated Mercy Corps Nigeria staff and others
    • Upon completion, provide full access to the software Portal, front-end, back-end, host account and integration programing code details to Mercy Corps Nigeria
    • Provide six-month to 1 year post-development remote security and technical support to management of the software

    Consultant/Vendor Deliverables:

    • A fully developed and functional payroll automation system with all the features as mentioned above in objective 1,2 and 3
    • Full access details of system/software, backend and hosting platform
    • A comprehensive manual on user guide

    Timeframe / Schedule:

    • 2-day planning and design meeting with involved parties (HR, Finance, Procurement team)
    • 30-days development of the system with reviews, adjustments and testing inclusive
    • 14-days training on management and use of software
    • 2-7days for handovers including full access to the website

    Reporting:
    The vendor or consultant will work directly with Mercy Corps HR team and Finance team, with supported by the IT and procurement unit.

    Who Can Apply?
    Professional software application firm with proven expertise and experience in providing excellent payroll solutions to international organizations or multinationals. The provider must be responsive and willing to work collaboratively and effectively with Mercy Corps Nigeria towards delivering high quality service.

    Requirements and Competencies:

    • Demonstrable relevant payroll software applications in Nigeria (with focus on payroll, timesheets and leave administration)
    • Considerable work experience with international non-governmental organizations developing interactive online portals, e-commerce websites, research website with infused visualization, and so on
    • CAC Registered
    • Provision of tax clearance
    • Proven delivery of high-quality payroll solutions for international or multinational organizations
    • Proven skills in online documentation and collaboration, contents curation, and data visualization
    • Proven skills in database management and reporting
    • Sound understanding of the humanitarian and/or development context in Nigeria
    • Willing to work with Mercy Corps Nigeria to ensure the final product is of extremely high quality
    • Fully knowledgeable of the humanitarian process i.e., grants, donor funding, time allocations etc
    • Must demonstrate commitment and sensitivity to gender and diversity and must apply right-based approach at all times

    Selection Criteria:
    The selection of a suitable payroll and timesheet application be based on the following six (6) criteria:

    • Payroll Software (23%): Payroll and timesheet solution with quality years of relevant experience in providing services to similar organizations
    • Knowledgeability (20%): Understand Mercy Corps key requirements and solution meets it
    • Innovativeness (22%): User friendly, fully automated solution that generates reports compatible with Mercy Corps systems and requirement
    • Responsiveness of Proposal (20%): Quality of the proposal submitted in relation to the advert. This includes clarity, objectiveness, concision, timeline, budget, etc.
    • Total Cost (including labour) (15%): Total costs required to successfully execute tasks including labour charges is within budget

    Shortlisting:
    Note that short listed candidates will provide a demo in Mercy Corps office to walk the Project Team through the solution, methodology, approach and deliverables.

    Submission of Quotation:
    The vendors are expected to submit the followings:

    • CAC Registration document
    • Tax Clearance
    • A concept of how they intend to implement the solution including the technology and methodology that would be applied rolling it out
    • Workplan and Budget
    • List of similar organizations the payroll, timesheet and leave solutions have been deployed to

    Method of Application

    Interested and qualified candidates should forward their CV to: ng-procurement@mercycorps.org using the position as subject of email.

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