Terms of Reference (TOR) Development of a Human Resource (HR) Manual

**Terms of Reference (TOR)**
**Development of a Human Resource (HR) Manual**
**Peace Winds Japan – Kenya Mission**

1. ## **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.
2. ### **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
3. ### **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.
4. ### **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)**


1. Engage staff across different levels i.e. management, HR, field, and support teams.
2. Conduct interviews or small group discussions.
3. Capture practical challenges and day-to-day realities
4. 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
5. ### **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.
6. ### **Approach and Values**

The assignment should be:


- Practical and grounded in the organization’s reality
- Inclusive and participa