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Terms of Reference for a Payroll Software

World Concern Development OrganizationNairobiroam-keközzétéve: 2026. 10. 20.
Az álláshoz
Kötelező:CloudDataFinTechSecurityPrincipal

About the company

World Concern TERMS OF REFERENCE (TOR) TERMS OF REFERENCE FOR A PAYROLL SOFTWARE*REQUEST FOR QUOTATION (RFQ) 1. BACKGROUND World Concern Development Organization is a Christian global relief and development agency who extends opportunity and hope to people facing the most profound human challenges of extreme poverty. Annually, we serve nearly 6 million people in 18 countries. World Concern serves communities living in extreme harsh environments to reduce their vulnerability and build their resilience to both natural and manmade disasters. Since 2005, World Concern has been transforming lives through a combination of emergency relief and development programs. ORGANIZATION PROFILE Industry: INGO Regional Offices: Nairobi, Kenya Number of Employees: Approx. 50 Locations: 5 offices Employment Types:**

Your tasks

2. OBJECTIVES The primary objectives of the payroll software are to:

  • Automate payroll calculations and processing.
  • Ensure compliance with applicable tax laws and statutory deductions.
  • Reduce payroll processing time and human errors.
  • Generate accurate payroll reports and payslips.
  • Integrate with existing HR and accounting systems.
  • Maintain secure employee payroll records.
  • Provide audit trails and management reporting.

3. SCOPE OF WORK The payroll software shall provide the following functionalities:

  • Employee Information Management
  • Employee master records.
  • Employment history tracking.
  • Department and position management.
  • Employee bank details management.
  • Employee document management.

4. PAYROLL PROCESSING

  • Salary computation.
  • Overtime calculations.
  • Allowance and benefit management.
  • Bonus and incentive processing.
  • Loan and advance deductions.
  • Leave deductions.
  • Arrears and back-pay calculations.
  • Multi-pay frequency support (monthly, bi-weekly, weekly).
  • Cost allocation

5. STATUTORY COMPLIANCE The system should support:

  • Income tax calculations.
  • Social security contributions.
  • Pension deductions.
  • Health insurance deductions.
  • Other statutory deductions applicable under local legislation.
  • Generation of statutory returns and reports

6. PAY SLIP MANAGEMENT

  • Electronic payslip generation.
  • Email distribution of payslips.
  • Employee self-service access.
  • Historical payslip retrieval.

7. REPORTING The software should generate:

  • Payroll summaries.
  • Departmental payroll reports.
  • Tax reports.
  • Deduction reports.
  • Bank transfer schedules.
  • Audit reports.
  • Custom management reports.

8. EMPLOYEE SELF SERVICE (ESS)

  • Employees should be able to:
  • View payslips.
  • Update personal information (subject to approval).
  • View leave balances and apply for leave.
  • Download payroll-related documents.

11. DELIVERABLES The vendor shall provide:

  • Payroll software licenses/subscriptions.
  • System configuration and customization.
  • Data migration from existing systems.
  • User acceptance testing (UAT).
  • User and administrator training.
  • System documentation.
  • Go-live support.
  • Post-implementation support and maintenance.

Requirements

9. TECHNICAL REQUIREMENTS The software should:

  • Be web-based and/or cloud-hosted.
  • Support role-based access controls.
  • Provide multi-user access.
  • Support data backup and recovery.
  • Include audit trail functionality.
  • Be compatible with major web browsers.
  • Support mobile access where applicable.
  • Allow data import/export in common formats (Excel, CSV, PDF).
  • Have the capability to allocate an individual staff member’s salary and benefits across multiple cost centers.

10. SECURITY REQUIREMENTS The software must:

  • Comply with applicable data protection laws.
  • Encrypt sensitive payroll data.
  • Provide secure authentication mechanisms.
  • Support password policies and multi-factor authentication.
  • Maintain detailed audit logs.
  • Ensure secure backup and disaster recovery procedures.

12. VENDOR QUALIFICATIONS The vendor should demonstrate:

  • Experience implementing payroll systems.
  • References from similar organizations.
  • Knowledge of local payroll and tax regulations.
  • Availability of local technical support.
  • Proven system reliability and security.
  • Capacity to provide ongoing maintenance and upgrades.

What we offer

14. SUPPORT AND MAINTENANCE The vendor shall provide:

  • Helpdesk support.
  • System updates and upgrades.
  • Service Level Agreement (SLA).
  • Periodic performance reviews.

15. BUDGET AND PAYMENT TERMS The proposal should clearly specify:

  • Software licensing costs.
  • Implementation costs.
  • Training costs.
  • Annual maintenance fees.
  • Any additional recurring charges.

How to apply

16. APPLICATION PROCESS Interested candidates should submit their technical proposal to wcafricahr@worldconcern.org not later than October 28, 2026.

Other

  • Contract employees
  • Short term contract
  • Interns

13. ACCEPTANCE CRITERIA The software shall be accepted upon:

  • Successful completion of testing.
  • Accurate payroll processing.
  • Compliance with statutory requirements.
  • Successful integration with existing systems.
  • Delivery of all agreed documentation and training.
  • Sign-off by authorized management.