Employer of Record (EOR) Services

About The Carter Center

The Carter Center is a not-for-profit organization based in the United States of America that has been working for nearly forty years to promote health and peace.

The Carter Center is guided by the principles of our founders, Former President Jimmy and Rosalyn Carter. Founded in partnership with Emory University on a fundamental commitment to human rights and the alleviation of human suffering, the center seeks to prevent and resolve conflict, enhance freedom and democracy, and improve health.

1. Background

The Carter Center seeks to engage a qualified and experienced Employer of Record (EOR) service provider to support its global operations. The selected EOR will act as the legal employer of designated personnel in various jurisdictions and ensure full compliance with local employment, tax, social security, labor, and payroll regulations.

2. Objective

The objective is to provide a comprehensive, compliant, and efficient EOR solution that enables The Carter Center to legally engage staff in multiple countries while mitigating employment-related risks. The EOR will manage statutory employer responsibilities, ensure proper employee classification, administer payroll, and support the issuance and management of compliant employment contracts.

3. Scope of Work

The EOR should provide the following core services:

3.1 Employment & Contract Management

• Serve as the legal employer on behalf of The Carter Center in designated countries.
• Draft, issue, and manage locally compliant employment contracts, amendments, and termination documentation.
• Ensure adherence to applicable labor laws and employment standards.
• Accurately classify employees and contractors to mitigate misclassification risk.
• Countries: South Sudan, Sudan, Democratic Republic of Congo, Chad, Haiti, Dominican Republic, Ethiopia, Canada, Mali, and any other country where The Carter Center operates

3.2. Visa and Work Permit Provision

• Manage the end-to-end process for obtaining visas, work permits, residence permits, and any other required immigration documentation for expatriate staff.
• Advise on immigration requirements, timelines, and risks based on local labor and immigration laws.
• Prepare, submit, and track all applications with relevant government agencies.
• Ensure compliance with all host-country immigration regulations throughout the duration of the employee’s assignment.
• Coordinate renewals and maintain an up-to-date tracker of visa and permit expiration dates.
• Provide ongoing reporting to the employer regarding the status of all immigration processes.

3.3. Payroll Administration

• Manage end-to-end monthly payroll processing, including:
• Calculation of gross-to-net salaries
• Payment of wages
• Statutory deductions, taxes, social security contributions, benefits, and allowances
• Ensure payroll accuracy, confidentiality, and timely disbursement.
• Provide detailed payroll reports and pay slips for employees and the Organization.

3.4. Tax & Social Security Compliance

• Calculate, withhold, and remit income tax, social security contributions, and any other statutory payments.
• Ensure compliance with national tax authorities, social insurance bodies, and regulatory reporting requirements.
• Maintain updated knowledge of legislative and regulatory changes affecting employer obligations.

3.5. Benefits Administration

• Set up and administer statutory and locally appropriate benefits, including:
• Pension/social insurance
• Health insurance
• Paid leave and statutory entitlements
• Advise on market-competitive and compliant benefits offerings comparable to The Carter Center’s standard offered benefits.

3.6. Regulatory Compliance & Risk Management

• Monitor and ensure ongoing compliance with employment laws, tax regulations, and labor codes in each country.
• Provide timely advisory on legal changes that may impact employer obligations.
• Support The Carter Center in managing legal risks, disputes, audits, or regulatory inquiries related to employment.

3.7. Onboarding & Offboarding Management

• Provide structured onboarding support, including contract issuance, orientation on HR policies, and required documentation.
• Manage compliant offboarding processes, including notice periods, final pay, tax clearances, and statutory separation procedures.

3.8. Employee Relations Support

• Offer HR advisory and Support in workplace compliance; all other employee relations issues, performance matters, and disciplinary processes will be managed in alignment with The Carter Center’s policies and procedures.
• Ensure adherence to local labor requirements for grievances, disciplinary actions, and workplace protections.

3.9. Recordkeeping & Reporting

• Maintain accurate and secure employment records, payroll data, and statutory documentation.
• Provide The Carter Center with regular reports on payroll, compliance, benefits, and employee status.

4. Deliverables

The EOR provider shall deliver the following throughout the engagement:

1. Locally compliant employment contracts for all EOR-managed employees.
2. Monthly payroll reports and pay slips.
3. Evidence of statutory payments (tax, social security, benefits).
4. Compliance reports and legal updates per jurisdiction.
5. Final settlement and offboarding documentation when required.
6. Secure, accessible HR and payroll data records

5. Performance Requirements

• Accuracy: Payroll services must meet a minimum accuracy rate of 99.5%.
• Timeliness: Payments and statutory submissions must be completed within legally mandated timelines.
• Confidentiality: All employee and organizational data must be protected under global data protection standards (e.g., GDPR).
• Responsiveness: Queries must be addressed within agreed service-level timeframes.
• Compliance: Zero tolerance for non-compliance penalties stemming from EOR error.

6. Qualifications of the EOR Provider

The provider must demonstrate:

• Minimum 5 years’ experience providing global EOR services.
• Proven operational capacity in multiple countries, including fragile or emergency duty stations.
• Demonstrated expertise in international payroll, tax laws, HR compliance, and labor standards.
• Strong data protection and cybersecurity protocols.
• Ability to scale services as The Carter Center’s global footprint expands.

7. Duration of the Assignment

The initial contract will be for a period of one (1) year, subject to annual performance reviews and possible extension based on satisfactory service delivery.

8. Reporting & Coordination

• The EOR provider will report to the Overseas Operations.
• Regular coordination meetings will be held to review payroll, compliance status, and employee matters.

9. Confidentiality & Data Protection

The EOR must maintain strict confidentiality regarding all organizational and employee information and must implement secure data management systems compliant with international standards, including GDPR or equivalents.

10. Fees & Payment Terms

• The EOR will provide a transparent fee structure, including onboarding fees, monthly service fees, payroll processing costs, statutory contributions, and any additional charges.

• Invoices shall be issued monthly with clear itemization.
  Evaluation Criteria
  1. Organizational Experience & Capability -25%
  Years if EOR Experience; Minimum 5 years; proven global operations 10%
  Geographic Coverage: Ability to operate in all required TCC countries (South Sudan, Sudan, DRC, Chad, Haiti/DR, Ethiopia, Canada, Mali, etc.) 10%
  Experience in Fragile / Conflict Contexts: Demonstrated operations in high-risk or emergency duty stations. 5%

  2. Technical Approach & Service Delivery- 55%
  Employment & Contract Management: Ability to draft compliant contracts, classifications, amendments. 10%
  Immigration Support: Visa/work permit handling capacity, timelines, compliance. 10%
  Payroll Administration: Accuracy, timeliness, confidentiality, payroll systems used. 10%
  Tax & Social Security Compliance: Ability to calculate/withhold/remit statutory obligations. 5%
  Benefits Administration; Ability to manage statutory and supplemental benefits (health, pension, leave, etc.) 5%
  Onboarding & Offboarding Processes; Clarity, compliance, efficiency of procedures. 5%
  Employee Relations Support: Capacity to provide HR advisory aligned to local labor laws. 5%
  Recordkeeping & Reporting; Systems for secure, compliant data storage and reporting. 5%

  3. Performance Management -10%
  Service Level Commitments: Ability to meet accuracy (99.5%), timeliness, responsiveness standards. 5%
  Quality Assurance: Internal controls, audits, escalation pathways. 5%
  4. Cost Proposal-10%
  Transparency of fee structure: Clear breakdown: onboarding, monthly fees, statutory contributions, add-ons. 5%
  Overall Cost Competitiveness: Value for money and alignment with market rates. 5%

How to apply

Interested service providers must submit their technical and financial proposals only via email to TCCGlobalHR@cartercenter.org. The deadline for proposal submission is December 31, 2025, at 5 PM (Eastern time)