Issued by: Faraja Africa Foundation and Affiliates
Date of Issue: 15/October/2025
Deadline for Submission: 28th October 2025
1. Introduction
Faraja Africa Foundation and its affiliates are non-profit organizations dedicated to empowering youth, promoting civic engagement, and fostering sustainable development across Africa. As part of ongoing efforts to strengthen internal systems and promote operational efficiency, we invite qualified and experienced firms or individuals to submit proposals for the design, development, and implementation of a comprehensive Human Resources Information System (HRIS).
The proposed system will streamline HR functions across Faraja Africa Foundation and its partner organizations, improving employee data management, performance tracking, payroll, and compliance
2. Objectives of the HRIS
The objective is to procure and implement a secure, scalable, and user-friendly HRIS that will:
- Centralize HR data and employee records across the organization and its affiliates.
- Enhance the efficiency of HR processes, including recruitment, onboarding, leave
management, and payroll. - Support performance management, staff development, and reporting.
- Provide secure self-service access for employees and managers.
- Ensure compliance with labor laws and data protection regulations.
3. Scope of Work
The selected service provider will be expected to:
- 1 Conduct a detailed needs assessment (if necessary).
- Design or customize an HRIS system to meet the needs of Faraja Africa Foundation and affiliates.
- Install, configure, and deploy the system across all designated offices.
- Migrate existing HR data into the new system.
- Train HR staff and key users on system usage.
- Provide documentation and user manuals
- Offer technical support and maintenance services for at least 12 months post-deployment
4. Required HRIS Modules
The system should include (but not be limited to) the following modules:
- Employee Information Management
- Recruitment and Onboarding
- Leave and Attendance Management
- Payroll Processing (multi-currency, multi-country optional)
- Performance Management
- Training and Development Tracking
- Employee Self-Service Portal
- Document Management
- HR Analytics and Reporting
- Compliance and Audit Logs
- Integration with finance/accounting systems (desirable)
5. Key Deliverables
- HRIS system (cloud-based or hybrid preferred)
- System design documentation
- Data migration report
- User training and training report
- User manuals and admin documentation
- Post-deployment support plan
6. Vendor Eligibility Criteria
Interested vendors must demonstrate:
- Proven experience in deploying HRIS systems for NGOs or organizations with multi-office structures.
- Experience with HR systems customization for local and regional compliance.
- Ability to provide training and ongoing technical support.
- Strong portfolio with at least 3 similar implementations.
- Compliance with applicable data protection laws.
7. Proposal Requirements
Your proposal should include:
- Company profile and relevant experience
- Technical proposal outlining methodology, system features, and implementation plan
- Financial proposal, including license fees, implementation costs, training, and annual
support - Project timeline
- Team composition and qualifications
- References of previous clients
8. Evaluation Criteria
Proposals will be evaluated based on:
| Evaluation Criteria | Weight (%) |
| Technical proposal & methodology | 30% |
| Relevant experience & references | 20% |
| System functionality & compliance | 20% |
| Cost-effectiveness | 20% |
| Support & training strategy | 10% |
9. Submission Instructions
Submit your proposals (technical + financial) in PDF format by email to:
apply@farajaafricafdn.org by 28th October 2025
Late submissions will not be considered.
10. Contact for Clarification
For inquiries or clarifications, contact:
znamusisi@farajaafricafdn.org
11. Confidentiality Clause
All information provided by bidders will be treated with strict confidentiality and used solely for the purposes of evaluating the proposals.
