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REQUEST FOR PROPOSAL GLOBAL PAYROLL SOLUTION

Additional Locations
REM

Posted Date
1 day ago(29/05/2026 14:22)

Region
International Office (IO)

Function
Human Resources & Organizational Development

Employment type
Consultancy

REQUEST FOR PROPOSAL GLOBAL PAYROLL SOLUTION

Table of Content

Executive Summary................................................................................................ 3

1. Background and Context................................................................................... 5
2. Scope of Services and Requirements............................................................. 6
3. Instructions for tenders................................................................................... 10
4. Legal and Compliance Requirements........................................................... 13
5. Annex A: Bidder Information Form / Identification Form........................... 14

Executive Summary

SOS Children's Villages International (SOS CVI), the world's largest non-governmental organization focused on supporting children without parental care or at risk of losing it. SOS CVI is currently undergoing a General Secretariat (GSC) Transformation, moving towards globally distributed teams operating across multiple locations, legal entities, and labor-law contexts. This evolution requires robust and compliant operational frameworks and systems capable of functioning effectively across diverse legal and administrative environments, while upholding safeguarding principles and organizational standards.

In this context, SOS CVI invites qualified service provider(s) to submit proposals for the provision, implementation (where applicable), and operation of a future-fit global payroll solution and related payroll administration services. SOS CVI welcomes proposals from providers offering global payroll coverage across all relevant SOS CVI legal entities and jurisdictions in scope. At the same time, SOS CVI is also open to proposals from continental or regional payroll providers with strong expertise in specific geographic areas, for example Europe or Africa or other relevant regions. The objective is to reduce fragmentation in the current payroll landscape, strengthen statutory compliance and audit readiness, and improve visibility and reporting across payroll operations in scope.

This procurement offers the selected provider(s) an opportunity to partner with SOS CVI during a significant organizational transformation and to support payroll service delivery across a globally distributed workforce. SOS CVI values long-term, reliable vendor partnerships with strong compliance, governance, and reporting capabilities, and welcomes proposals that combine operational excellence with scalable delivery models.

Scope of the RFP

This RFP covers payroll processing and payroll administration services, including locally compliant payroll delivery, statutory compliance support, reporting and auditability features, transition/implementation support, and secure data exchange or possible integration with relevant SOS CVI systems, where applicable. Where relevant, proposals may include Employer of Record (EoR) services or equivalent locally compliant arrangements for jurisdictions where SOS CVI does not have a legal entity. Workstreams related to job architecture, grading frameworks, and global rewards are out of scope for this procurement.

Service coverage and delivery model

Depending on the jurisdiction, required services may include (i) payroll processing and administration for jurisdictions where SOS CVI has an established legal entity, and/or (ii) EoR services for jurisdictions where SOS CVI does not have a legal entity or where such a model is required. The current workforce footprint (locations and FTE) and the indicative legal entity / non‑legal entity distribution are provided in Annex A and Annex B respectively.

Key Objectives

The intended outcome of this procurement is to establish a payroll solution and service model that supports compliant payroll delivery, strengthens statutory compliance, improves standardization and controls, enhances reporting and transparency, and provides a scalable foundation that can adapt to SOS CVI’s evolving organizational footprint.

Approach and Timeline

The selected provider(s) should be able to support a phased and scalable transition to the target payroll operating model across jurisdictions in scope. The proposed solution and delivery model must reflect relevant good practice and ensure compliance with applicable labor, tax, and data protection requirements, while aligning with SOS CVI safeguarding principles and organizational standards. Further operational and technical details will be validated with shortlisted provider(s) during subsequent stages of the procurement process. Key dates are:

• RFP issued: 29 May 2026
• Deadline for bidder questions: 12 June 2026 (17:00 CET)
• Proposal submission deadline: 26 June 2026 (17:00 CET)

1. Background and Context

1.1 About SOS CVI

SOS Children’s Villages (SOS CVI), founded in 1949, is a global non-governmental organisation supporting children and young people without parental care, or at risk of losing it. As a federation of 136 national associations, SOS CVI works in more than 2,000 programme locations worldwide with the vision that every child belongs to a family and grows up with love, respect and security. Further information is available at: https://www.sos-childrensvillages.org/.

1.2 Transformation and Payroll Context

SOS CVI is currently undergoing a General Secretariat Transformation, moving towards a more globally distributed operating model. This shift requires payroll services that can support employees across multiple countries, legal entities and labour-law contexts in a compliant, reliable and scalable manner.

The current payroll landscape is fragmented across different local providers, systems and processes. This creates challenges in relation to standardisation, manual work, global visibility, compliance monitoring, data consistency, auditability and integration with HR and finance processes. SOS CVI therefore seeks a payroll solution and service model that reduces fragmentation, strengthens compliance and supports efficient payroll operations across its international workforce.

1.3 Purpose of this RFP

This RFP invites qualified service providers to submit proposals for the provision, implementation (where applicable) and operation of a global payroll solution and related payroll administration services for SOS CVI and its relevant legal entities. Where relevant, bidders may also propose Employer of Record (EoR) or equivalent locally compliant arrangements for jurisdictions where SOS CVI does not have a legal entity or where such a model is otherwise required.

This RFP focuses on payroll processing and payroll-related administration. Job architecture, grading frameworks and global rewards design are outside the scope of this procurement.

1.4 Workforce Footprint and Legal Entity Overview

SOS CVI’s current workforce footprint covers approximately 340 full-time equivalents across around 40 to 50 labour-law contexts. For the purpose of this RFP, bidders should base their proposals on the current “as-is” workforce footprint and legal entity structure at the time of procurement.

At the time of issuing this RFP, SOS CVI operates legal entities in selected jurisdictions, including India, Senegal, Kenya, Ethiopia, Austria, Belgium, Jordan, North Macedonia, Costa Rica, Bolivia and Uruguay.

These locations are indicative and may be refined prior to final award and/or during clarification stages. Additional information on workforce distribution and specific country requirements may be shared with shortlisted bidders where necessary.

2. Scope of Services and Requirements

2.1 Overall Scope

The selected provider(s) shall deliver a global payroll solution and/or managed payroll service capable of supporting SOS Children’s Villages International (SOS CVI) across multiple legal entities, countries, and labour law contexts. The proposed solution and service model must support a globally coordinated payroll operating approach while ensuring compliance with applicable local statutory, tax, social security, labor-law, and employment-related requirements in the jurisdictions in scope. Services may be delivered directly and/or through an established partner network, provided that the delivery model, responsibilities, subcontracting arrangements, and service governance are clearly described.

The scope includes, as applicable:

• payroll processing and payroll administration for relevant legal entities and jurisdictions;
• local statutory compliance support and payroll-related filings and outputs, where applicable;
• payroll-related employment administration (e.g., final settlement components, end-of-contract payroll elements);
• secure data exchange/integration capability with relevant HR, time management (where applicable), finance/accounting, and reporting systems;
• migration and implementation/transition support;
• reporting, controls, and auditability features;
• employee and administrator support services; and
• where relevant, EoR services or equivalent locally compliant arrangements in jurisdictions without an SOS CVI legal entity and/or where required.

Where EoR services are proposed, bidders should include locally compliant employment contract administration. Employment terms should, where legally feasible, align with SOS CVI’s global employment principles and applicable organisational standards.

Out of scope: job architecture, grading frameworks and global rewards design.

2.2 Functional Payroll Requirements

The proposed solution and/or managed service must support compliant, accurate and timely payroll delivery across jurisdictions in scope. Bidders should indicate which capabilities are standard, which are country-dependent, and which are optional. At a minimum, bidders should address:

2.2.1 Payroll Input and Preparation

The solution should support the collection, validation and processing of payroll-relevant data, including:

• employee and organisational data from structured input files;
• recurring and non-recurring payroll elements, such as salary, allowances, benefits, bonuses, deductions, loans/advances, final payments and retroactive adjustments;
• approved payroll changes, including hires, terminations, contract changes, salary changes and other mid-period adjustments;
• validation and approval workflows to ensure that only authorised payroll inputs are processed; and
• where applicable, payroll-relevant leave, absence, overtime or time-recording data, in line with local requirements and agreed processes.

2.2.2 Payroll Processing

The solution should enable accurate payroll calculations in accordance with applicable local laws and statutory requirements. This includes, where relevant:

• gross-to-net payroll calculations;
• calculation of taxes, social security contributions, statutory pension contributions, statutory deductions and employer contributions;
• processing of recurring and one-off payroll elements;
• end-of-employment calculations, including unused leave, final payments, severance-related payroll elements and other locally required payments;
• support for different payroll frequencies, where applicable; and
• support for multi-currency payroll processing, where required.

2.2.3 Payroll Outputs, Reporting and Auditability

The solution should provide the required payroll outputs and reporting for employees, HR, finance and statutory purposes. This includes, where relevant:

• generation and secure distribution of payslips in locally compliant formats;
• payroll registers, payroll summaries and standard payroll reports;
• statutory, tax and social security reports or filing outputs, where applicable;
• payment files for salary payments and bank transfers, where required;
• accounting outputs, including salary journals, cost allocation and payroll costing reports;
• monthly, quarterly, annual and year-end payroll reports;
• reconciliation reports and variance analysis; and
• full audit trails for payroll changes, approvals, calculations and processing activities.

2.3 Integration and data requirements

The solution should support secure and efficient data exchange with SOS CVI’s relevant HR, time management, finance/accounting and reporting systems, where applicable. Bidders should describe: required inbound payroll data; available outbound files and reports (e.g., payment files, payroll journals/ costing); integration and/or file-based data exchange options; data validation and error handling; historical data migration options, where applicable; and how country-specific payroll data requirements are handled.

The proposed solution should be compatible with Microsoft Dynamics 365 (D365), and bidders should describe any available integration, interface or data exchange options with D365, including whether these are standard, configurable or subject to additional costs.

2.4 Implementation and Transition

Bidders should describe their proposed implementation and transition approach, including country or wave-based rollout planning, process configuration, data migration, testing, parallel payroll runs where applicable, cutover, training, go-live support and post-go-live stabilisation. Bidders should identify key risks, assumptions, dependencies, required SOS CVI inputs and how transition from current local payroll providers/systems/processes would be managed.

2.5 Service Model and Support

Bidders should describe their proposed service model, including:

• governance and account management;
• country delivery arrangements;
• use of partners or subcontractors (where applicable);
• roles and responsibilities between the provider, partners and SOS CVI;
• support channels and escalation process;
• service levels and payroll calendar management;
• business continuity arrangements;
• and training and documentation.

Bidders should include a minimum one-year post-go-live support period in their proposal, covering stabilization, adaptation, issue resolution, platform training and knowledge transfer. The support model should be reviewed after this year to determine the appropriate scope and pricing for any continued support.

Optional / Additional Services

Bidders may propose optional services (clearly separated and priced separately), including: EoR services; employment contract administration support; onboarding/offboarding support linked to payroll; payroll payment support; employee/manager self-service; document management; payroll-related compliance advisory support; additional reporting/analytics; and other relevant value-added services.

Bidders may also propose a secure, cloud-based global personnel file/document management solution for the sotrage, management and retrieval of employee-related documents, including personal files, employment contracts, payroll-related documents and other HR records, subject to applicable data protection, access control and retention requirments.

Bidders may also propose pension-related administration support, where applicable, including the administration of statutory or occupational pension schemes, pension-related reporting, employer contribution handling, and coordination with pension providers, subject to local legal requirements and country-specific arrangements.

Expected Deliverables

The selected provider(s) will be expected to deliver, at minimum:

• a clearly defined service delivery model and governance approach;
• A clear statement whether the proposed service offering is global, continental/regional or country-specific, including the countries and regions covered directly and, where applicable, through partners or subcontractors;
• confirmation of country coverage (direct vs partner/subcontractor) and indicative implementation lead times;
• payroll processing and statutory compliance support (including payslips, statutory outputs where applicable, auditable logs/trails);
• reporting capabilities supporting local operational needs and consolidated oversight where feasible;
• secure data exchange or integration options with relevant SOS CVI systems, including D365 where applicable;
• where proposed, a secure cloud-based personnel file/document management solution, including access rights, retention management, data protection safeguards and implementation requirements.
• training and documentation for relevant SOS CVI users and administrators;
• at least one year of post-go-live support where a platform or system is proposed; and
• a clear, itemised pricing proposal covering implementation/setup, migration/transition, ongoing service fees, licensing model, training, support, EoR services where relevant, and separately priced optional services, including any minimum fees/pricing conditions.

3. Instructions for tenders

3.1 Submission Package

Bidders must submit a complete proposal package including the following:

A) Administrative Information

• completed and signed Bidder Information Form (Annex C);
• company profile and proof of legal registration;
• primary contact person details; and
• relevant office locations/entities involved in service delivery.

B) Technical Proposal

The technical proposal must include:

• description of the proposed payroll solution and service model;
• country coverage and delivery model, including direct delivery, partner/subcontractor delivery and EoR availability (where applicable);
• compliance approach (tax, social security, statutory filings/outputs where applicable, legislative updates, controls);
• data protection and information security approach (including GDPR where applicable);
• implementation and transition approach (highl level), including indicative lead times and key assumptions/dependencies;
• service model, governance and support approach; and
• a clear statement of inclusions/exclusions (standard vs country-dependent vs optional services, including EoR).

C) Experience and References

Bidders must provide relevant experience in multi-country payroll and/or EoR services; 1–2 examples of comparable projects; and client references where available (NGO/international organisation experience is an advantage).

D) Team and Resourcing

Bidders must provide profiles of key personnel expected to support implementation and ongoing service delivery, including their roles and seniority.

E) Financial Proposal (separate file/section)

The financial proposal must be clear, transparent and itemised by major cost component. It must include, as applicable:

• implementation/setup fees;
• migration and transition costs, including migration from current payroll providers, systems or processes;
• system configuration, adaptation or customisation costs;
• integration, interface or structured data exchange costs, including any D365-related costs where applicable;
• training costs, including platform training, administrator training and user documentation;
• ongoing service fees;
• country/region-specific pricing, where applicable;
• EoR pricing, itemized by setup fees, ongoing monthly fees, employee-related fees and any offboarding or termination-related costs, where applicable;
• licensing model and related costs, including whether pricing is based on annual licences, user licences, employee volume, payroll runs or another model;
• optional services and related pricing (clearly seperated from core pricing);
• costs for any proposed cloud-based personell file/document management solution, including setup, licensing, sotrage, migration, user access and ongoing support costs;
• costs for first-year post-go-live support, including stabilization, adaptation, troubleshooting and operational support;
• proposed pricing model for support after the first year, subject to a support review at the end of the initial support period;
• volume assumptions, minimum fees, tiered pricing or other pricing conditions;
• applicable taxes/VAT treatment; and
• price validity period.