Call for Expression of Interest for the Procurement of Accounting and Paywall Software

Job description

ZAMBIA COUNCIL FOR SOCIAL DEVELOPMENT (ZCSD)

CALL FOR EXPRESSION OF INTEREST FOR THE PROCUREMENT OF ACCOUNTING AND PAYROLL SOFTWARE

ABOUT ZCSD

The Zambia Council for Social Development (ZCSD), originally established in 1954 as Northern Rhodesia Social Welfare, was revitalized in 1974 as an umbrella organization for Civil Society Organizations (CSOs) in Zambia.
ZCSD focuses on enhancing the capacity of member organizations and fostering the vibrancy of CSOs across the country.
The Council serves as a national coordinating body, providing a platform for CSOs to debate and develop harmonized advocacy positions for engaging policymakers.
ZCSD’s mission includes providing cutting-edge research and policy advice to the Zambian government, citizenry, and international development institutions to reduce inequalities and promote sustainable socio-economic growth.
Gender, HIV/AIDS, and climate change are key cross-cutting issues integrated into all ZCSD programs.

PURPOSE OF THE CALL

ZCSD invites expressions of interest from reputable, qualified, and experienced professionals or firms to supply and install an accounting and payroll software package to enhance the organization’s financial management and human resource operations.

OBJECTIVES OF THE PROCUREMENT

The key objectives of the accounting and payroll package are:

To streamline financial reporting, budgeting, and payroll processing for improved efficiency;
To ensure compliance with Zambian legal and tax regulations;
To enhance accuracy and transparency in financial management;
To provide real-time data access for effective decision-making.

SCOPE OF WORK

The selected firm will be expected to:

Supply, install, and configure a user-friendly accounting and payroll software package, including a basic package suitable for 0-10 employees at an NGO;
Ensure the software supports:
• General ledger, accounts payable, accounts receivable, and budgeting.
• Payroll processing, including tax compliance, employee records, and automated payslips.
• Financial reporting in accordance with International Financial Reporting Standards (IFRS);
Provide adequate training for ZCSD staff on the use and maintenance of the software;
Offer post-installation support, including system updates and troubleshooting;
Ensure the software has robust security features to safeguard organizational data.

DELIVERABLES

Fully installed and operational accounting and payroll software, tailored to the needs of a small NGO of at least 10 employees;
User manuals and training materials;
Training sessions for relevant staff;
Post-installation support and warranty details.

SUBMISSION REQUIREMENTS

Interested firms must submit the following:

A detailed proposal outlining their understanding of the assignment, methodology, and timeline;
Company profile, including proof of experience in similar assignments;
References from at least three organizations where similar services were rendered;
Financial proposal, including all costs associated with the project and a clear budget breakdown, including options for a small NGO package (0-10 employees).

SUBMISSION DEADLINE

All applications must be submitted by 28th February 2025 before 17:00hrs Zambian time. Late submissions will not be considered. Applications should be submitted via email to:
Email: admin@zcsdev.org.zm copying sylviabmabingo@yahoo.com and thokozile.banda@zcsdev.org.zm

ZCSD reserves the right to accept or reject any application and is not bound to provide reasons for its decision.