TERMS OF REFERENCE (TOR): Deployment of Human Resource Management System (HRMS) for HRNS-Ethiopia

Introduction

HRNS-Ethiopia (HANNS R. NEUMANN STIFTUNG) is an international non-governmental organization implementing development programs across multiple field offices in Ethiopia. To improve operational efficiency, transparency, and compliance, HRNS-Ethiopia invites qualified and experienced vendors to submit proposals for the procurement, customization, deployment, and operationalization of an integrated Human Resource Management System (HRMS).

About the Organization

HRNS-Ethiopia works to support sustainable development programs and is committed to strengthening its internal systems. The organization currently manages human resource functions manually or through disconnected tools, which has become inefficient amid organizational growth. This HRMS initiative aims to digitalize and automate key HR processes, including employee records, leave management, payroll administration, attendance tracking, and asset inventory.

Objective of the Assignment

The objective of this assignment is to procure, customize, deploy, and operationalize a fully functional HRMS that supports HRNS-Ethiopia in effectively managing its human resources and related administrative processes across the country office and field offices.

Scope of Work

The selected service provider will be responsible for the supply, customization, installation, and deployment of a fully functional HRMS. Key functional areas include:

• System deployment (cloud or on-premises)
• HR database management
• Leave management with approval workflows
• Payroll management, tax, and benefits
• Attendance and time management (with biometric integration if available)
• Inventory and asset tracking
• Reporting and analytics dashboards
• Data security, encryption, and regular backups

Detailed technical and functional specifications are provided in the attached: >> Terms of Reference (TOR).

HRNS-Ethiopia reserves the right to accept or reject any application, and to annul the bidding process at any time without incurring any liability to the bidders.

Submission Requirements

Interested and qualified consulting firms are invited to submit one technical proposal and one financial proposal in separate sealed envelopes, clearly marked “Technical Proposal – HRMS” and “Financial Proposal – HRMS,” respectively. Proposals must include:

• Company profile detailing organizational structure, years in operation, and areas of specialization
• Relevant experience with proven track record in implementing HR management systems, particularly for NGOs, INGOs, or corporate organizations
• Copy of renewed professional license and business registration certificate (valid for the current year)
• Implementation methodology detailing approach to customization, deployment, testing, training, and system handover
• Detailed fee structure including all costs for system deployment, domain for 2 years, customization, training, data migration, and one-year technical support (itemized and inclusive of all applicable taxes)

Evaluation Criteria

Proposals will be evaluated based on:

• Technical capability and system functionality
• Relevant experience with NGOs or similar organizations
• Implementation methodology and timeline
• Cost effectiveness
• Post-deployment support and warranty provisions