Terms Of Reference (tor) Development Of A Human Resource (hr) Manual

Terms of Reference (TOR)Development of a Human Resource (HR) ManualPeace Winds Japan – Kenya Mission Background Peace Winds Japan is an international humanitarian organization working to support vulnerable communities through emergency response, development programming, and resilience-building initiatives. The Kenya Mission operates in both office and field settings, including challenging and remote environments. As the organization continues to grow, there is a need to establish a clear and practical Human Resource (HR) Manual that will guide staff management, support consistency in decision-making, and promote a positive and respectful workplace. Currently, HR practices are guided by a combination of contracts, informal procedures, and standalone policies. To improve clarity, fairness, and efficiency, these need to be consolidated into a single, comprehensive, and user-friendly HR Manual. Purpose of the Assignment The purpose of this assignment is to develop a comprehensive HR Manual that will: Align with Kenyan labor laws and regulatory requirements Be practical for both office and field-based staff. Provide clear guidance to staff and managers on HR processes and expectations Reflect the organization’s humanitarian values, including dignity, respect, safeguarding, and accountability Consolidate existing standalone HR policies and practices into one coherent and accessible document Objectives The assignment aims to: Develop a complete HR Manual tailored to the organization’s structure and operations Ensure compliance with Kenyan legal frameworks Standardize HR practices across the Kenya Mission Strengthen policies that support staff wellbeing, safeguarding, and inclusion Produce a clear, practical, and easy-to-use document for all staff To ensure the manual reflects the unique realities of the Kenya context, including hardship duty stations, remote field operations, and the diverse needs of staff across different locations. Scope of Work 4.1 Review of Existing Materials Review employment contracts, templates, and any existing HR-related documents Identify informal practices currently in use Gather and review the standalone policies 4.2 Legal and Regulatory Alignment Ensure the manual complies with relevant Kenyan laws, including: Employment Act (2007) Labour Relations Act (2007) Occupational Safety and Health Act (2007) Data Protection WIBA (2007) 4.3 Staff Consultation (Human-Centered Approach) Engage staff across different levels i.e. management, HR, field, and support teams. Conduct interviews or small group discussions. Capture practical challenges and day-to-day realities Ensure inclusion of diverse perspectives (gender, roles, duty stations) 4.4 Development of HR Policies and Procedures Develop clear and practical policies covering, but not limited to: Recruitment and selection Onboarding and probation Contracts and terms of employment Working hours and field considerations Leave policies (annual, sick, maternity/paternity, Rest & Recuperation (R&R), study etc.) Compensation and benefits Staff wellbeing and duty of care Performance management Code of conduct and ethics Disciplinary and grievance procedures Safeguarding and PSEA Diversity, equity, and inclusion (DEI) Health, safety, and security Remote/flexible work arrangements Separation and exit procedures. IT & Data Use policy (email/device use) 4.5 Consolidation and Structuring Integrate all HR-related content into one structured manual Ensure consistency across policies Eliminate duplication and gaps Organize the manual in a logical and user-friendly format 4.6 Drafting and Simplification Use clear, simple, and accessible language Avoid unnecessary legal or technical jargon Ensure policies are practical and implementable in both office and field contexts 4.7 Validation and Finalization Share draft manual with management and selected staff Facilitate a validation session Incorporate feedback and finalize the document Deliverables The consultant will provide: Inception Note - approach and work plan. Summary of Findings - current practices and key considerations. Draft HR Manual Final HR Manual - well-structured and ready for implementation. Approach and Values The assignment should be: Practical and grounded in the organization’s reality Inclusive and participatory Respectful of staff experiences Focused on improving clarity, fairness, and staff wellbeing Timeline The assignment is expected to take 3 Months, depending on consultations and feedback. Required Qualifications and Experience The consultant should have: Experience working with NGOs or humanitarian organizations Knowledge of safeguarding, PSEA, and DEI frameworks. Experience working in conflict-affected or remote settings (given Peace Winds' field operations). Strong understanding of Kenyan labor laws Proven experience developing HR manuals or policies from scratch Strong facilitation and interpersonal skills Ability to write clearly and practically 9. Reporting and Coordination The consultant will report to the Head of Support Services and the Area Manager and work closely with the Senior HR Officer throughout the assignment. Regular coordination and bi-weekly progress update meetings will be held to review progress, address challenges, and ensure timely delivery of outputs. 10. Confidentiality and Ethics Maintain confidentiality of all organizational information Handle staff input sensitively and respectfully Uphold professionalism and integrity throughout 11. Payment Terms Inception – 30% Draft – 30% Final manual – 40%