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Human Resources and Payroll Services/

29/02/2012
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Human Resources and Payroll Services/

Columbia University, on behalf of the Earth Institute acting for the Millennium Development Goals (MDG) Centre for West and Central Africa (“the Client”) provides the following scope of work for Human Resources and payroll services, and requests a bid from your office (“the service provider”) for this particular work. The services desired include:
• Human Resources Services
• Payroll Services.
• Other Advisory Services.
Situation
The MDG Centre for West and Central Africa has been operating through a host, the World Agroforestry Centre (ICRAF), contracted through a service agreement by the Earth Institute, Columbia University, since its inception in 2006. Recently, ICRAF informed the Earth Institute that they would prefer to not extend this agreement beyond January, 2012. The Earth Institute is therefore working to establish a legally registered entity in Mali, affiliated with the Institute. The “vision” for this Centre is that all personnel and operations of the current ICRAF-hosted Centre would be transitioned to the new Centre. The Earth Institute has retained legal counsel to assist with the registration process, and is in the process of negotiating a host country agreement with the Government of Mali for this Centre.
The Earth Institute seeks the services of a Human Resources and payroll firm to establish the administrative procedures and accounting systems for the new Centre, to manage and operate these procedures through the completion of transition, and to provide training on these systems to the Centre’s administrative staff. These procedures will be in accordance with local labor laws, accounting practices and accepted norms, and generally follow and support the principles and guidelines of Columbia University
Human Resources Services
The service provider shall assist in the hiring process and provide counseling in the elaboration of the employee manual and administration procedure handbook, as well as with general Human Resources matters, ensuring that all established policies and provisions are reconciled with local labor law.
Methodology
Recruitment
Examine previous Terms of Reference and draft new ones based on these
Assist in adapting existing salary scales
Advertise and screen candidates
Contribute in interviews and selection of candidates
Issue internal documentation to all hires
Assist hires in obtaining any necessary government-issued documentation
Contract administration, which includes compensation and benefits
Facilitate any necessary medical examinations for project personnel
Advise on security service and other contractors
Assist in negotiations to avoid severance payments for existing personnel employed by ICRAF that is to be rehired by the new Centre
Procedures
Establishing payroll guidelines for remuneration, related allowances and other provisions.
Assist in selecting a benefits package and provider (including medical and life insurance, as well as an education benefits and a dependents package)
Administer severance payment calculation and disbursement, if necessary
Assist in training pertinent staff on payroll and Human Resources systems elaborated by the service provider
Dispute Resolution
Mediate and resolve disputes arising from the transition process
Provide input on Dispute Resolution guidelines established in the employee manual
Information Provided by the Client
Department-specific staffing needs, stating required qualifications and all available information on the various positions to fill
Terms of Reference and contracts currently held by ICRAF with personnel that will continue to be employed under the new Centre
The terms of the Memorandum of Understanding with the Malian Government, detailing tax and duty exemptions
Payroll Services
The service provider shall prepare monthly payroll of specified employees and submit various reports to the Client as per the schedule agreed upon.
Methodology
Salaries
Tax planning for withholding tax in consultation with the employees every half year
Accounting for other miscellaneous deductions
Full and final settlement
Calculation of statutory dues
Ensuring statutory compliance regarding T.D.S, Gratuity, P.F, ESI, Ex-gratia
Finalization of returns to be filed with government bodies as per requisite schedules quarterly and annually
Develop salary schedules for Malian employees and regional (ECOWAS citizen) employees
Any other matter related to payroll
Income Tax
Computation of Income Tax once at the beginning of the financial year and once before the end of the financial year (in February). This statement will be prepared for each individual employee detailing amounts paid, admissible deductions (such as rebate under Income Tax Codes), tax liability, tax deducted and balance tax to be deducted
Summary of Income Tax deducted for each employee
Deposit of deduction made with the Government Treasury
Verification of and maintaining records of documents in respect of tax-saving investments made by the employees
Annual certificate of tax deducted at source for each employee, as applicable
Form for annual return of salaries for tax purposes
Information Provided by the Client
Details of employees (individual) department-wise, stating designation, age, address, copy of employment contract / letter, deductions and declaration in respect of savings
Approach
For services set out above, the service provider shall, in consultation with the Client representative, identity through a process of discussions, internal and external information needs of the office.
Time Schedule
The Client will provide details at least 15 days prior to the date of commencement of this assignment.
The Client will provide monthly variables (attendance, deductions, changes in employees/ salaries etc.) by 20th of each month.
The service provider will provide various reports by the last day of each month.
General
The service provider will hand over all reports in a closed / sealed cover to designated authority of the Client.
The Client will transmit all the data to the service provider in a similar manner or via email.
The Client will give information in one lot every month to avoid delays.
Other Advisory Services
These shall include services and advice required from time to time to be provided on matters other than those set out in the foregoing paragraphs, such as complying with statutory requirements under Malian Law and assistance on the employee manual/engagement letter.
Engagement Plan
The Client requests that the assignment shall be conducted under the overall guidance of a partner of the firm. In addition, competent qualified staff with adequate experience and technical expertise in the envisaged area of work shall be deployed for the execution of the assignment.
The partner handling the assignment shall be available to discuss matters on ‘need based’ periodicity. The service provider’s assigned staff shall visit the Client’s Mali office at periodic intervals to review; ensure presentation of information on predetermined frequency, and, to discuss matters relating to the scope of work that may be necessary.
Professional Fees
Request that the service provider provide a quote for services. Possible categories are indicated below:
One-time Fee:
Fee for assistance in the development of an employee manual w/ engagement letter
Fee for assistance in the development of an administration procedures guide
Fee for the development of contract templates
Setting up of Systems
Assistance in training pertinent staff on payroll and Human Resources systems elaborated by the service provider
Fee for ongoing services:
Assistance in preparation and Filing of the Income Tax Return (per year)
Preparation and filing of Annual & Quarterly TDS Returns (Salary): (per quarter or per year)
Payroll Services
Tax Planning: Based on actual time taken
Fee for other Advisory Services:
For other services not covered in the proposal, fee based on the actual time spent by various levels of staff shall be charged.
Partner
Manager
Other staff
Fee Based on Quantum of Work for transition period estimated at 6 months
The fee mentioned above is based on the quantum of work expected at this stage. It is also assumed that no travel shall be required to the clients’ place with respect to the same. The fee may be revised in consultation with the management and shall also be subject to review annually on mutually agreeable terms.
Travelling and out of Pocket Expenses
It is specifically understood that all out of pocket expenses, including the filing fees payable to the authorities, service tax if applicable, and travelling expenses incurred during the course of the assignment shall be borne by the Client.
Billing
Invoices shall be raised as soon as possible after the end of each calendar month or completion of work and the service provider expects the same to be defrayed within a fortnight of receipt.
Termination of Services
The services can be terminated by giving a month’s notice in advance.
Closing date: December 5, 2011.
Informations : masseyeseye@hotmail.com.
Les offres devront parvenir en double enveloppe scellée adressée au Directeur du Centre OMD (A N’OUVRIR QU’EN SEANCE).

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