The South African National Biodiversity Institute (SANBI) seeks to appoint a suitably qualified and experienced service provider to provide and manage e-recruitment services at SANBI for a period of three (3) years. Purpose: SANBI intends to appoint a suitably qualified and experienced service provider to provide and manage e-recruitment services at SANBI for a period of three (3) years. SANBI has a total of 972 filled positions and 243 vacant positions. The availability of the e-recruitment services at SANBI will fast-track the filling of vacant positions to be within the stipulated period as required by Recruitment, Selection, and Appointment Policy. It will also improve the efficiency and effectiveness of the Human Resources Division when filling vacant positions. Therefore, the terms of reference seek to invite prospective service providers to submit quotations to: a) Provide and manage e-recruitment at SANBI; and b) Ensure that the e-recruitment services provided can cater for permanent and contract employments including donor-funded projects, internships, and work integrated learnings, which must be linked to the proposed e-recruitment system. Scope of work: The successful bidders will be required to undertake the following tasks: 1. Job requisition and job profile: • The proposed system must provide the user with the ability to set up the job advertisement based on a competency-based job profile consisting of accurate job descriptions that are non-discriminatory and legally compliant; 2. Job advertisements: • The system must have an ability to circulate advertised jobs to multiple channels including the client’s own website and SANBI website, as well as an extended reach and exposure to leading South African websites for added exposure, ensuring that the client’s brand and jobs receive maximum exposure to South Africa’s largest pool of quality candidates; 3. Candidate database: • The system must be able to generate ‘talent pool’ and search for resumes with advanced search tools. The resume database will be automatically searched for candidates who match the job requisition requirements; 4. Response handling: • The system must be able to save time and increase efficiency with superior response handling tools including online screening, multiple regret, contacting tools and resume shortlist features. The response handling should contain the following functionality: requisition, job posting, candidate management, searching, screening and short-listing, interview, selection, offer, reporting, and hiring manager information; 5. Integration: • The system must elegantly accommodate a flexible organizational structure that will be created and will be specifically based on the requirements of SANBI; • The system should be flexible to allow for multiple recruitment processes and permissions and takes into account the recruitment process per division and the corresponding approvals framework per process; • The system should be an interactive system which sends email triggers to the relevant parties (HR and line management) to advise on actions needed to move forward in the process (Including automatic closing of adverts and status changes); 6. Confidentiality and Security: The system should comply with the following security requirements: • Candidates should be able to apply online and create profiles/application using unique ID and strong password; • The application or system must be encrypted; • Candidates must not be authorized to see other candidates’ information; • SANBI must have its own database where information is stored; • Once SANBI’s data had been migrated from the service provider’s database to SANBI’s identified system, such information must be deleted from the service provider’s database and proof must be provided to SANBI; 7. HR-XML Compliance: • The technology should be developed in line with international HR-XML standards allowing for the easy integration with all interfaces and systems that are HR-XML compliant; 8. Legal Compliance: • The bidder should provide the client with proof that the e-recruitment system adheres to and is in line with all relevant legislation; 9. Business Continuity (avoid down time): • The bidder must provide proof that there is a backup system and solution in place to ensure that data is backed up and can be restored as-and-when required; • The bidder must provide evidence of an existing disaster recovery solution to ensure that the system can be restored in case of a disaster; • The bidder must provide evidence indicating some level of high availability; 10. System support (need to have SLA): The service provider should indicate the technical support and services that they provide as part of the e-recruitment system. The support should indicate the following: • A process for reporting technical issues; • A support SLA which outlines response time to technical issues; • At the end of the contract period between SANBI and the service provider, the service provider must migrate all SANBI information from the system’s database to the system which will be specified by SANBI; 11. Multiple job boards: • The system must enable recruiters to post or select multiple employment sites, job boards, social media and other platforms for job advertisement. In addition, the bidder should also provide SANBI with research, information and support on the best way to source talent using this media; 12. Candidate data and search functionality: • The bidder should provide information on how and where candidate information will be stored, managed and utilized in the system. Provide guidelines on how to manage this data in the system. An easy to use functionality should be provided to search for candidate data and store reports that can be used by the recruitment team; 13. Reporting: • The system should enable placement reports and turn-around times reports; • The system should enable recruitment reports from candidate activities, recruitment activities, recruiter performance management and SLA adherence, and turnaround times to fill vacancies. Although not a pre-requisite for reporting the system must also be able to provide customer feedback on each placement or placements per business area; • The system should have the functionality to generate reports according to organizational requirements. The bidder should as part of the response attach some of the reports to give a good picture of the “look and feel” of those reports; 14. Training: • The service provider must provide information on the training that is used to accredit users, different types of users, and related information. In addition, training information such as materials, trainers’ profile and evaluation of training conducted should ideally be shared; 15. Agency portal and Agency performance management: • The e-recruitment system must provide an agency portal for all the agencies on the preferred supplier list, which allows agencies to register on the system their candidates, communication with the organization via the system and to allow the recruitment team to manage issues of which agencies’ candidates belong to. The agency portal must also have functionality for performance management, so that this helps in selecting the preferred suppliers. (Offre №85361101fr)