Objective:

The consultant will provide technical expertise in the customization and implementation of Microsoft Dynamics 365 to streamline the organization’s operational processes, improve data accuracy, and support datadriven decisionmaking.

Scope of Work:
The consultant will:

System Customization & Development:

Customize and develop Microsoft Dynamics 365 modules listed below to... meet the organization’s operational requirements.

Modules:

Finance
Transaction Processing; Chart of Accounts.
Develop a Budgeting and Budget upload
Develop reporting templates
Optimize Reconciliation process

Fixed Assets management

Develop workflow processes including approval limits (Imprest, Purchase requisition, payments, travel requests, reimbursement etc)
Optimize the capturing of expenses per grant

Human Resource and Payroll

Optimize HR processes, payroll management, and employee data management,
Develop Leave planning, Training and staff appraisal features in the ERP.
Develop timesheets

Procurement

Develop procurement workflows, supplier management, and inventory control,
Develop procurement planning features
Improve the Inventory management process

Programmes & Credit Management

Develop credit function in line with the organization policy
Develop a function to capture beneficiaries and clusters
Integrate biometrics for registration
Develop daily report function

Monitoring, Evaluation & Research

Improving data collection, analysis, and reporting capabilities.
Employee Selfservice (ESS) Portal
Develop a userfriendly portal
Enable payslip and P9 retrieval
Include timesheet filling process
Develop leave application
Develop a purchase requisition flow
Develop imprest requisition flow.
Login Page
Add the ability to retrieve approval entries
Create workflows, dashboards, and reports within Dynamics to enhance system usability and transparency.

System Implementation

Lead the endtoend implementation of Dynamics 365, ensuring alignment with the organization\'s goals and operational needs.
Ensure seamless integration with payment platforms (e.g., Mpesa).

Training & Support

Provide training to staff on the use of Microsoft Dynamics 365, ensuring effective adoption and system sustainability.
Offer postimplementation support and troubleshooting to address system issues and optimize functionality.

Data Management & Reporting

Design customized reporting templates to support datadriven decisionmaking.
Ensure data accuracy, integrity, and compliance with internal policies and donor regulations.

Deliverables:

Fully customized Microsoft Dynamics 365 modules that meet operational needs.
Data migration from the current MIS system.
User training sessions and supporting documentation for staff.
Detailed technical documentation of system configuration, processes, and workflows.
Comprehensive system integration with existing internal platforms and Mpesa.
Postimplementation support and troubleshooting over the consultancy period.

Methodology:

The project will follow a structured approach, including:

Desk review of the independent comprehensive assessment
Inception report and analysis.
Design and development of customization.
Testing and quality assurance.
User training and support.
Project review and closure.

Requirements:

Company Information:

Background: Provide the company\'s Profile.
Must be Registered as an Independent Software Vendor with Microsoft.
Experience: Provide proof of the company’s experience with similar ERP projects within the NGO world. Provide at least three (3) signed and stamped references contacts and letters.

Technical Expertise:

Qualifications: Provide the qualifications and experience of the team members who will work on the project.
Certifications: Provide Dynamics 365 Certifications for the members Listed who will participate in the project.
Past Projects: List NGO Clients whom the Bidder/Company has worked on similar modules.

Quality Assurance:

Testing Plan: Provide a detailed testing plan, including types of testing the methodologies.
Quality Control: Provide quality control processes and standards.

Training and Support:

Training Plan: Provide a comprehensive training plan for endusers, including training materials and schedules.
Support Services: Provide details on postimplementation support services

Cost and Budget:

Pricing Structure: Provide a detailed pricing structure, including costs for each phase of the project.
Budget Justification: Provide a justification of the costs, including a breakdown of expenses.
Payment Terms: Successful bidders will have to adhere to the following payment plan: 30% at signing. 40% after successful User acceptance testing (UAT) and 30% after GoLive.

Risk Management:

Risk Assessment: Provide a risk assessment that identifies potential risks and mitigation strategies.
Contingency Plans: Provide for contingency plans in case of project delays or issues.

Compliance and Legal:

Legal Requirements: Provide the following Legal Documents: CR12, Certificate of Incorporation, County Unified Business Permit (UBP) and Valid Tax Compliance.
Confidentiality: Provide how you ensure the confidentiality and security of our data. more

Overview of the Role;
Operation Management

Ensure the smooth and adequate flow of information within the company to facilitate other organization operations
Manage schedules and deadlines
Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
Monitor costs and expenses to assist in budget preparation
Identifying opportunities to... improve organization policies or objectives

Recruitment, Onboarding and Induction

Get directions from the Executive Director about new positions, contribute actively in planning the recruitment cycle till the end.
Oversee the process of compiling, organizing and updating staff records and documentation as per the organization standard checklist
Responsible for planning and ensuring systematic induction for all new employees of the designations.

HR Support Functions

Support the HR department by updating HR databases with different information such as new hires, terminations, sick leaves, warnings, and days off.
Generate offer letters; contract letters and issue to the selected candidates.
Maintain the personal files for staff and update them regularly. Track the attendance of all staff day wise in via ERP Software as per organization requirement and communication.
Track leave database, eligibility, availed and closing balances of leaves and provide this information on monthly basis to the Finance Manager for payroll input.
Follow up for the clearance certificate and ensure final settlement is done within standard agreed timeline.
Ensure that contract renewals are done in a timely manner.

Performance Management

Track Probation reviews with timelines and ensure outcomes are communicated formally through letters.
Communicate the process of annual appraisals, receive, verify the forms and share the consolidated outcome in specified formats to management.

Employee Engagement

Handle employee grievances formally and informally, forward them to concerned department and follow up for resolution.
Coordinate and manage a wide range of employee engagement activities on regular basis
Organize and facilitate the monthly – quarterly – half yearly – yearly staffing reviews
Ensure operations adhere to policies and regulations, employment laws and regulations, and recommended best practices; reviews policies and practices to maintain compliance.

Qualifications;
Preferred Education Background:

A Degree in Business Administration, Management, or any related Social Sciences field
Knowledge of HR software (HRIS or HRMS platforms)

Preferred Work Experience:

Minimum 3-5 years of experience in Admin, and HR support functions.
Experience in a related field, such as management or financial reporting, preferred.
Familiarity with budget planning and enforcement, human resources, and customer service procedures.
A career in non-profit organization will be an asset

Preferred Skill Set:

Ability to effectively use computer software including Microsoft Outlook, Word, Excel and HR software
Exceptional leadership and time, task, and resource management skills.
Ability to plan for and keep track of multiple projects and deadlines.
Excellent organizational and time-management skills
Act as a reliable and supportive team member
Excellent communications and interpersonal skills
Data-driven mindset more