Lutheran World Federation: HRIS Call for proposal - Geneva

HRIS CALL FOR PROPOSAL

for a

Project Manager for the LWF Human Resources Information System(HRIS)

Location: Geneva, or nearby.

Start Date: March 2020 or as soon as possible

BACKGROUND

The Lutheran World Federation (LWF) is a global communion of Christian churches in the Lutheran tradition. Founded in 1947, the LWF now has 148 member churches in 99 countries all over the world representing around 75.5 million Christians. The LWF is headquartered in Geneva, at the LWF Communion Office. Currently 72 staff work in Geneva in three departments and the Office of the General Secretary. Approximately 60 international staff, hired from Geneva, are deployed to 16 country programs and emergency operations run by the Department for World Service. Some 2’800 national staff are employed in the field with national contracts, as well as approximately 5’000 incentive workers and volunteers working under specific agreements.
Moreover, consultancy contracts as well as secondment contracts are issued yearly by the LWF Communion Office. More information is available on the LWF website www.lutheranworld.org.

The LWF has expressed in its current strategy 2019-2024 its will to invest in its people and to maintain and retain a highly competent workforce. Improving its human resource systems to support staff, supervisors and HR in their respective roles has been identified as a major part of the LWF’s development.

A consultant shall be contracted for a short-term assignment of 6 to 12 months to support the LWF in selecting, customizing and implementing the HRIS. The Project Manager will be responsible to the Head of Human Resources who is the business owner lead of the HRIS. He-she shall be involved in the shaping of the HRIS from the beginning. He-she will potentially accompany the project up to the deployment to field locations, which correspond to a second phase of the project, not included in the present Terms of Reference (ToR) and mandate.

These ToR are to provide guidance and general parameters on the mandate and its scope. They are not exhaustive and can be amended according to the needs and findings.


GOAL OF THE HRIS

The HRIS will be an integrated, web-based tool with the purpose to enhance the delivery of HR services and the management of staff contracted by the Geneva Communion Office. Ultimately, the vision is to roll out a standard HRIS into LWF World Service structures (20+ country programs and emergency operations). The HRIS will enable the LWF to manage its HR activities and processes in a more strategic manner, providing LWF at local and global level with reliable, quantifiable and updated data along key HR functions, in a time-efficient way. The HRIS will also foster a culture of digital processes and workflows, connecting employees, managers and HR each at the required level through self-service platforms and making available HR information and templates in an adequate way. The HRIS will support the LWF in meeting its strategic objectives, covering the following HR main areas:

● Core HR (HR administration, reporting, statistics)
● Absence / Time management
● Recruitment and on-boarding
● Performance Management
● Compensation and Benefits Management
● Payroll
● Learning and Development
● Talent Management
● HR Metrics
● Catalogue of LWF positions
● Connected to finances, to internal communication platforms, to external recruitment sites, to staff directories, etc.

Information is available in the product requirements document (PRD) established in 2019.


SCOPE OF THE WORK

Objectives
The Project manager will

• frame the HRIS based on an existing needs analysis,


• develop a tender, have it approved and advertised,


• relate with the service provider/vendor to customize the HRIS to the needs of stakeholders involved in the management of staff holding Geneva contracts (150-200 staff) assigned in different locations,


• ensure the migration of personal data,


• test the HRIS,


• detail the conditions of maintenance and sustainability.

Specific Objectives



The Project Manager will work with the HR Project team constituted of the head of HR (lead), the LWF IT coordinator and – on the World Service side – the head of operations, finance coordinator, HR manager.

The Project Manager will go through the PRD, analyse it, hear the stakeholders and translate accordingly, validate users’ needs and challenges (will have to create groups), help fix priorities, prepare a proposal for the procurement, ensure compatibility with other tools (Sage, Microsoft), beware of training and maintenance, keeping in mind the limited support capacity at disposal (helpdesk) and the need to upgrade capacity. He-she will ensure that the tool is fit for purpose, responding to the needs and easy to use. He-she will also ensure means to anticipate and trouble-shoot issues are in place. Last but not least, he-she will ensure the selected HRIS is capable to
scale up and to
adapt to field realities (2nd potential phase).

The Project Manager will be hired for the phase 1 of the HRIS project as follows:



Phase 1

Geneva contracts, including international staff

• Stage 1
  Validation of requirements and selection of the toolAnalyse the PRD, compile and validate users’ needs, prioritize against PRD, present the business case, prepare the tender, advertise and analyse offers, propose the solutions with pros and cons. Keep in mind scalability to field locations and adaptability to LWF IT architecture.


• Stage 2
  Customisation and testing
  As the focal point for coordinating with the service provider on day-to-day tasks, customize where needed and test the tool live.


• Stage 3
  Migration and application
  Ensure the migration of personal data and check quality, ensure the application is smooth, formulate any need for additional resources (IT or learning for instance), monitor the launch and provide guidelines/instructions for users.


• Stage 4
  Maintenance and sustainability (establish conditions)
  Establish the conditions and requirements of the selected HRIS, propose solutions to address maintenance / helpdesk, advice on potential scalability to field locations.
  
  

(Out of scope: Phase 2: Roll out on field programs (with change management)




Expected Output

• A functioning HRIS for all staff with Geneva contracts, based in Geneva and in other locations.


• Users in Geneva (Human Resources staff, managers (with either doted and or line management responsibilities), staff members, IT, finance) are able to navigate the tool and use it, each at their level of responsibility.


• Guidelines regarding maintenance of and guidance on the HRIS.


• Recommendations regarding scalability with the selected tool.
  
  Success Factors
  The HRIS will be a success if it allows to:
  - Manage individual staff personal data in a secure way throughout their employment with the organization
  - Be able to follow up and monitor pools of talents, former employees, emergency roster management
  - Support the transition of staff between new roles within the organization
  - Generate and manage official documents such as staff contracts, specific terms of employment, passports and other personal certificates (diplomas, marriage, child births, etc.)
  - Manage the signing of key HR documents such as contracts, code of conduct
  - Manage individual staff performance appraisals and manager reviews
  - Allow for tracking of staff retention and other HR metrics
  - Integrate with Sage Finance and provide information to initiate actions such as processing payroll
  - Integrate with existing recruiting tools like recruiterbox for selected candidates
  - Get overview on the LWF workforce and how it evolves
  - Increase work flows between staff, management, HR through ESS/MSS self-service
  - Simplify workflows
  - Provide statistics, identify trends / gaps, monitor training, seniority, turn over
  - Have an impact on LWF branding (use of technology).
  
  Timeline
  Approximately 20-30 hours a week over 6 to 12 months has been estimated. However, the precise timeframe will be based on the winning proposal.

APPLICATION PROCESS

The HRIS project is part of a wider LWF digitalization process. The ambition is to have in the future a global and standard HRIS across the world, hence the need for the Project Manager to ensure the scalability and adaptability of the selected HRIS to further needs. In this 1st phase, the consultancy is limited to a tool encompassing Geneva contracted staff based in Geneva and in 17 field locations.



Applicants should submit a proposal with the following elements:

• A narrative proposal with a description that clearly expresses an understanding of the task, detailed methodology and work plan


• Track record in having managed similar projects on behalf of a non-profit, non-governmental organisation


• A detailed financial proposal with expected fees


• A CV of the main consultant (if the application comes from a company) with past experience in conducting similar work. The CV must prove that the consultant’s skills and qualifications match those necessary to fulfil this work:
  
  
  
  
  • Experience in HR processes and procedures in international organizations with field offices
  
  
  • Experience how to gather feedback from users that are globally distributed
  
  
  • Sensitive to change management
  
  
  • Detail oriented
  
  
  • Personable and relatable to staff
  
  
  • Flexible and able to adjust to evolving needs and scope
  
  
  • Strong organizational and analytical skills
  
  
  • Ability to work independently
  
  
  • Interested in ways to gather and define clear user requirements for software development
  
  
  • Demonstrated ability to multi-task and process information into action
  
  
  • Hands-on approach, close to the needs and fit for purpose
  
  
  • Ability to interact effectively with international staff in a NGO setting / faith based organizations
  
  
  • Passionate about working in the international development and humanitarian sector
  
  
  • Excellent communication skills, both verbal and written, in English and ideally French and Spanish
  
  

The deadline for submission of proposals is 26th March 2020.




Applicants should indicate their availability and proposed time frame.



Applications can be made by clicking on the following link:



lutheranworld.recruiterbox.com/jobs/fk0qf7p?cjb_hash=O_WRYG19&apply_now=true