TOR for Supply, installation and training of Accounting and HR Software

Job Description

Back Ground

ISHDO is an Ethiopian Local Charity organization registered in October 1997. It is converted from the former Integrated Service for AIDS Prevention and Support Organization (ISAPSO). It has main office in Addis Ababa, Gourd Sholla area. Currently it operates in City Administrations and   Ethiopia EFDRE Regional States which includes Addis Ababa Sub Cities, Oromia , Sidama and SNNPR selected Zones and Woredas. Its program includes HIV/AIDS care and support, Education, livelihood and community awareness, capacity building, work in partnership with government & other local CSOs. It also supports children, youth, women and peoples with disabilities. 

ISHDO adopted International Public Sector Accounting Standard (IPSAS). ISHDO want to automate its accounting and HR data processing and reporting. The software is required to meet the non-profit making sector standard. Therefore, ISHDO requests software suppliers to give their quote or proposal for supply, customization and training on the new Software, if they are interested in the task.

Objective:

• To have accounting and HR software installed and used as financial and HR management tool

Specification:

The following are general ISHDO’s need that will be complemented with expert technical proposal  

• Since ISHDO is an NGO and it follows public fund accounting standard, accounting software it is look for should gear to meet the need of public/non-profit making organization’s accounting standard. It is good if the software has temporary data hold before making permanent posting to ledger It should have a fixed asset & inventory module. ISHDO expects that the software is customizable and allow to develop ISHDO own reporting templates in addition to the one already made by the developers. It is preferred if it allows bank reconciliation, advance tracking by individual staff, advance aging analysis and reporting template.  The system must be flexible to allow creation of sub ledgers/analysis codes and tracking of funds by project/funding source. It is also preferred if it allows budget entry with budget database and comparison of budget against actual and reporting template on variance.  The system must be server and/or cloud based and allow multi users.
• HR software should allow maintenance of personnel database and allow personnel data maintenance, annual leave tracking and staff benefits management including insurance, has payroll module, has other added facilities and reporting templates which are there by developers and allow customization of ISHDO specific.
• If there is any software that combines a & b above in one is more preferrable   
• It is good if the software can potentially be integrable into ERP system. The ERP is a potential need for ISHDO and anticipation is that the said software must be ERP integrable allowing logistics, procurement, finance, HR, grant management, program etc together.  

Note: Suppliers must provide proposal or quote for software fulfilling the above. Proposals must include benefits and drawback of the software in addition to price. The supplier must show if there is any periodic fee payments for licensing the use of the software

Activities involved:

The main tasks involved, but not limited to are

• Supply the software
• Customize the software if such task is needed by the product
• Train staff on technical use of the software   
• Other tasks as necessarily implied by the nature of the product & tasks involved
• Warranty and after sales support and service    

Note: Proposal (quote) must detail costs by activities above

Payment Terms: quoted and accepted price for the quality of software selected is paid 100% upon installation, tested and proper functional of the software. Contract agreement shall be signed in advance.

Timeframe: The supplier shall submit quote/proposal in 10 calendar days of receiving this ToR/publicized on media and install the software, test and make it functional in 20 working days of signing the contract and fully handover it in 45 days producing verified basic reports from the system.  

Deliverables: The supplier shall submit the following

• Supply the selected software installed, tested and sample reports produced and verified correct
• Customize and train staff on technical use of the software 

Job Requirement

Qualifications:
The potential supplier must have the following:

• Prior supply history of the same and similar and must have skilled staff to install, customize and test (preferably accountant with IT combination or a team of the same)
• Can exhibit real life example of supply and installation where ISHDO can make visit to see how the system functions
• The supplier should have the following credentials:
•  Company/Firm/Business registration certificate government registering office.
•  Renewed Trade License for 2014 E.C., TIN and VAT Registration Certificates
• Tax Clearance Certificate for 2014 E.C.

Disclaimer:

• ISHDO shall not be obliged to take all or part of offers and has the right to seek alternative options to meet its needs.