EMPLOYER OF RECORD (EoR) FOR OIS

EXECUTIVE SUMMARY Unlocking Global Diversity: Our Bold Vision Overview: Oxfam International (OI) is on a transformative journey. As we navigate a dynamic world, we seek to redefine how we operate, collaborate, and thrive. Our destination: To create a global network that mirrors the rich tapestry of humanity itself. The Challenge: Traditionally bound by geographical constraints, our staff composition has been limited to countries where Oxfam maintains physical offices or affiliate hosting. But times are changing. The pandemic reshaped our reality, and we embraced digital agility and reimagined how we work. The Opportunity: Enter an Employer of Records (EoR) service provider, who we invite to partner with us as we enhance our workforce diversity and ways of working. Here’s what’s at stake: 1. Flexibility Unleashed: • We are breaking free from the shackles of location. Oxfam staff will enjoy newfound flexibility in where they live and work. • This seismic shift opens doors for a broader talent pool. We are ready to tap into diverse expertise, perspectives, and backgrounds as we hire people in Countries where we could not hire anyone due to physical office or affiliate hosting limitations. 2. Global Mobility, Amplified: • Our bold vision extends beyond borders. By co-creating a global Confederation, we will transcend boundaries and foster cross-cultural exchanges. • Think of it as a symphony of voices—a harmonious blend of ideas, traditions, and innovation. Together, we will amplify our impact. 3. A Participative Journey: • Key stakeholders from across the confederation will shape this evolution. Their insights will guide us as we phase in these changes over 6 to 24 months. • It’s not just a proposal; it’s an invitation to co-create a vibrant, resilient Oxfam—one that mirrors the rich tapestry of humanity itself. ABOUT US Oxfam is a global movement working towards ending poverty and injustice. Oxfam International Secretariat (OIS) is responsible for leading, facilitating, convening, and supporting collaboration among 21 Oxfam affiliates and other models of presence in 60 countries to increase their impact. Oxfam International (OI) is also responsible for the line management of 45 countries, including 4 Clusters and 5 Regional Platforms globally. The organization is seeking proposals to partner with an Employer of Records (EoR) organisation in enhancing the diversity of our Global workforce and hiring staff with diverse expertise, perspectives, and backgrounds for about 4,000 staffs globally. 24 April 2024 3 OI is headquartered in Nairobi, Kenya, and also has offices in Oxford, as well as Advocacy offices in Addis Ababa, Brussels, Geneva, New York, and Washington DC. Staff are hosted in affiliate offices – from Hanoi to Peru to Barcelona to Québec to Boston. OBJECTIVES The main purpose of partnering with an Employer of Record (EoR), is to enable Oxfam deliver on its mandate via a diversified network of staff in Countries where Oxfam does not have a registered offices or an affiliate cannot host a staff. As we deliver on our mandate, managing employment-related tasks becomes increasingly complex. The EoR model provides a solution for managing employment complexities, whilst ensuring compliance, and providing operational support to Oxfam in a complex and evolving world. The EoR will effectively act the official employer on behalf of Oxfam and take on all legal and administrative responsibilities in Countries where Oxfam does not have a registered offices and/or an affiliate cannot host a staff. SCOPE OF SERVICE Employer of Record (EoR) organisations will provide the following services to Oxfam: 1. Global Footprint, Local Compliance: • Third-party service provider that takes on the role of the legal employer for our workforce. In an EoR arrangement, the EoR becomes the official employer, assuming responsibility such as payroll processing, tax withholding, benefits administration, and compliance with labour laws and regulations just to mention a few. • The EoR acts as a bridge between Oxfam and our staff, handling various administrative and legal obligations associated with employment, such as but not limited to; issuing employment contracts, onboarding and offboarding, payroll processing, benefits management, disbursements, ensuring compliance with tax & employment regulations, and maintaining HR records as per each jurisdiction requirements. 2. Navigating Complexity: • Oxfam operate in multifaceted environments and adopts multiple models in multiple geographies, which creates inefficiencies and delays in the delivery of our vision. An EoR untangles the web of bureaucracy, streamlining administrative processes. • Whether it’s payroll management, benefits administration, or legal documentation, an EoR navigators and guiding us through web, thus improving efficiency and prompt delivery of impact on our work towards ending poverty and injustice. 3. Administrative Management: • An EoR is responsible for all administrative tasks such as payroll calculations, tax compliance, and disbursements. It ensures adherence to local labor laws, regulations, and tax requirements. 24 April 2024 4 4. Risk Mitigation: • An EoR helps mitigate legal and compliance risks associated and assume the legal liabilities protecting Oxfam from potential lawsuits and penalties associated with coemployment risk. Therefore, allowing the Oxfam to focus on operational control and direction over its staff. 5. Flexibility and Agility: • COVID-19 shook our foundations. But we adapted. The EoR facilitates flexible work arrangements—remote, hybrid, or on-site in any Country they have a registered office. • Instead of establishing a legal entity in each country of operation, Oxfam can expand its global presence by partnering with an EoR, who act as a local representative, simplifying the complexities of employing staff in multiple Countries. 6. Diversity Amplified: • Our vision extends beyond borders. The EoR enables us to hire talent from diverse backgrounds, transcending geographical limitations. • The EoR assist us in enhancing our global workforce seamlessly. 7. Co-Creation and Implementation: • This isn’t a solo act. The EoR is a partner and will collaborate with Oxfam stakeholders across the confederation in the creation of a diverse and global workforce. • Together, Oxfam will weave complexities of being a diverse and global employer with the tapestry of resilience, sustainability, and impact. SPECIFICATIONS An Employer of Record (EoR) will enable Oxfam to ensure smooth operations and compliance as we navigate the complexities of being a diverse and global employer. The EoR acts as the bridge between Oxfam and its staff and must have: • Legal Presence: The EoR should have registered presence in at least 120 Countries across the world, inclusive of Pakistan and Laos. • Legal Employer Responsibilities: The EoR shall assume legal employer responsibilities, managing compliance, payroll, and administrative tasks associated with employment for example, issuing employment contracts, onboarding, and offboarding, payroll and benefits management, tax compliance, staff personal file management and adherence to legal regulations, Statutory Tax Returns, Visa and Immigration Support, etc. • Administrative Responsibilities: The EoR is accountable for upholding legal, tax, and employment law compliance by meticulously managing staff from hire to retire or exit. This comprehensive role encompasses various administrative tasks related to the management of the local entity, including; o Onboarding and Offboarding staff, o Payroll Processing including ensuring timely payroll payments, o Benefits Administration, 24 April 2024 5 o Tax Management including withholding and remitting taxes as per local regulations, Providing tax-related documentation to staff and Oxfam, o Staff and Office Records management including HR files with individual employment contracts, performance evaluations, and other relevant documents. o Keeping records of office assets and equipment. o Compliance with Labor Regulations: Adhering to local labour laws, employment standards, and safety regulations. o Implementing international labor best practices where applicable. o Disciplinary Management: Addressing employee misconduct or performance issues and enforcing disciplinary actions when necessary. • Significant Experience Across Multiple Countries: The EoR should have a proven track record of providing services to large organizations and international nongovernmental organizations (INGOs) operating in diverse countries. This experience ensures familiarity with varying legal frameworks, cultural nuances, disciplinary management, and employment practices across different regions. • Navigating Complex Legal Obligations: Showcasing expertise in the INGO sector will be a significant asset. The EoR needs to adeptly comprehend and skilfully navigate the complex legal and tax frameworks governing employment, payroll, benefits management, and human resources administration. This includes compliance with labour laws, finance and tax regulations, and social security contributions specific to each country where an Oxfam staff will be based. • Cross-Sector Learning and Adaptability: The EoR should draw insights from a broad cross-sector experience. Staying informed about changes, developments in employment and legal trends, and evolving work models allows them to adapt swiftly to changing landscapes. This agility ensures effective support our workforce. • Exceptional Stakeholder Management: Effective communication and collaboration with stakeholders are paramount. The EoR must have engage with Oxfam throughout the process to address any concerns promptly. Clear communication fosters trust and ensures seamless operations from the current to EoR operating model. • Diversity and Inclusion Expertise: A commitment to diversity and inclusion is essential. The EoR should understand the importance of creating an inclusive environment across multi-lingual, multi-generational, multi-cultural organisation. This involves promoting equitable practices, respecting cultural differences, and fostering a sense of belonging. • Alignment with Oxfam’s Values: The EoR should align with Oxfam’s feminist leadership principles and decolonial values. A proactive approach that reflects these principles ensures a harmonious partnership and shared commitment to social justice. • Resource Capacity for Large Projects: Given the scale of our project, the EoR must demonstrate the capacity to handle substantial workloads. Having a broad range of capabilities, including robust infrastructure, skilled personnel, and efficient processes, is crucial for successful project execution.