Request for Expression of Interest – Provision of Outsourced Human Resource Services

1.0  Background

1.1 Kwacha Pension Trust Fund (the Fund or KPTF) is a single employer pension trust fund and is regulated by the Pensions and Insurance Authority (PIA).

1.2 As part of the recently developed 2024-2026 Strategic Plan, the Fund resolved to outsource certain functions with the aim of benefiting from the economies of scale and relevant expertise. It is believed that this will aid in the Fund achieving its overall mission and vision.

2.0  Purpose of the Assignment

2.1  The main purpose of the assignment is to:

2.1.1 Provide an outsourced Human Resources function.

3.0  Scope of Works

KPTF is seeking a firm with experience and expertise in the provision of outsourced Human Resource (HR) functions. The consultant/Firm is expected to undertake the following roles, among others:

3.1 Development, implementation and review of Human Resource policies and procedure manuals;

3.2 Facilitating the implementation of the performance management system;

3.3 Drafting, review and updating of staff contracts of employment;

3.4 Preparation of and presentation of HR reports to Management and the Board of Trustees;

3.5 Ensuring that all staff records are timeously updated;

3.6  Advising on disciplinary and employee performance matters;

3.7 Analysing training needs in conjunction with Departmental Heads, plan and deliver training and other staff development programmes;

3.8 Managing grievances and implement disciplinary procedures;

3.9 Negotiating salaries, contracts, working conditions and separation packages with staff;

3.10 Participating in the strategic planning and budgeting processes of the Fund including developing strategies to meet immediate and long-term staff requirements and overall Human Resource Fund objectives;

3.11 Overseeing the health, safety and welfare of all employees;

3.12 Coordinating staff recruitments i.e. running of adverts, shortlisting, facilitating interviews, preparing the interview report, drafting of the contracts, engagement with potential candidates, facilitating orientation and ensuring all on-boarding procedures are adhered to and completed;

3.13 Advising Management and other employees on employment laws and the Fund’s employment policies and procedures;

3.14 Conducting staff exit interviews and ensuring the relevant exit procedures are adhered to;

3.15 Ensure accurate computation of staff salaries and relevant dues, taking into account applicable statutory and other deductions;

3.16 Consolidating the Fund’s annual leave plan and ensuring an accurate leave management and monitoring mechanism; and

3.17 Ensuring adherence to all laws and regulations.

4.0  Qualifications and Attributes for Consultants/Firms

4.1 The following are the qualifications required:

4.1.1 Postgraduate and/or relevant professional qualification in Human Resource Management;

4.1.2 Certification with the Zambia Institute of Human Resource Management (ZIHRM);

4.1.3 Five (5) years or more demonstrated evidence of performing similar work with traceable references preferably in the pensions industry, fund management or financial services;

4.1.4 Analytical and full understanding of Zambia’s labour laws and other related statutes;

4.1.5 Integrity and approachability, as Management and staff must be able to discuss sensitive and confidential issues with the Consultant/ Firm;

4.1.6 Interpersonal skills to form effective working relationships with people at all levels; and

4.1.7 Business awareness and management skills.

5.0  Process of submitting the Expression of Interest

5.1 The request for Expression of Interest should at minimum contain the following:

5.1.1  Company Profile describing the core business of the firm/company;

5.1.2  Experience and expertise including similar assignments undertaken in the recent past 3 years including name of Organisation, description of services provided, reference contact details etc;

5.1.3 Qualifications of the senior management team and the team that will be assigned to this task;

5.1.4  A detailed methodology/ proposed work plan to be applied to meet the EOI requirements, including required resources;

5.1.5 PACRA certificate and print out of the PACRA Form II;

5.1.6 Valid Certificate from the Zambia Institute of Human Resource Management for the firm and the team that will be assigned to this task;

5.1.7 Valid Tax Clearance Certificate;

5.1.8 Copies of IDs of Shareholders, and

5.1.9 Minimum three (3) recent reference letters for similar works carried out.

5.1.10 The financial proposal which includes consultancy fee quotation and other costs related to the assignment, and all applicable taxes. The fee should be quoted per Quarter for the three years 2024, 2025 and 2026; and

5.1.11 Bid validity period of at least 90 days from the date of quotation, (indicate validity of the quotation).

6.0  Other Information

6.1 Interested Consultants or Firms are to submit their applications in a sealed envelope clearly marked “EOI for Provision of Outsourced Human Resource Services to the address below by 16.00 hours on 14th February 2024:

The Director

Kwacha Pension Trust Fund

Stand No. 5534

Corner Kakola/Libala Roads, Kalundu

Post Net Box 663 P/Bag E891

Lusaka

Electronic Copies will not be accepted.

THE FUND RESERVES THE RIGHT TO DISCONTINUE THE PROCESS WITHOUT ANY RECOURSE TO THE PARTICIPANTS