Peace Winds Japan (PWJ) is an international humanitarian organization committed to supporting communities affected by conflict, disaster, and poverty. PWJ operates in Kenya with over 200 locally recruited staff based in Nairobi, Turkana, and Garissa counties. To strengthen human resource management and ensure compliance with Kenyan labor laws and best practices, PWJ seeks the expertise of a consultant to develop and support the implementation of a comprehensive HR manual tailored to the organization’s Kenya operations.

2. Objectives

The objective of this consultancy is to develop, train, and support the implementation of a detailed and user-friendly HR manual that:

• Improves and strengthens recruitment and onboarding processes.
• Helps retain human resources.
• Aligns with Kenyan labor laws and international HR standards.
• Incorporate Peace Winds Japan’s policies, values, and global HR standards.
• Accommodates the unique operational contexts of PWJ’s programs in Kenya.
• Provides clear guidance on HR management processes for staff and management.
• Ensures effective adoption and compliance through training and ongoing support.

3. Scope of Work

The consultant will be responsible for:

Conducting a Needs Assessment:

• Reviewing existing HR policies and practices, if any.
• Identifying gaps and areas requiring improvement or alignment with local laws.
• Assessing operational challenges in humanitarian settings, including Kakuma and Dadaab refugee camps, to ensure the manual is practical and relevant.

Engaging Stakeholders:

• Consulting with PWJ management, HR personnel, and staff to gather inputs and feedback.
• Incorporating perspectives from key stakeholders to ensure practical applicability.

Developing the HR Manual:

• Creating policies and procedures on, but not limited to:
• Recruitment, onboarding, performance management, career development
• Compensation, benefits, obligations for social insurance
• Grievance handling, disciplinary actions, termination/exit processes, and employee death
• Ensuring compliance with Kenyan labor laws and other relevant legal frameworks.
• Incorporating policies on diversity, inclusion, safeguarding, field operations, and security protocols.

Training and Orientation:

• Conducting training sessions for HR staff and managers on using the HR manual.
• Facilitating briefing sessions for employees to introduce key HR policies.
• Providing tailored guidance on specific policies based on different team functions.

Implementation Support & Advisory (3 Months Post-Handover of the Manual):

• Guidance on policy implementation: Supporting HR staff and management in applying the manual.
• On-the-job coaching: Assisting HR personnel in managing complex HR issues aligned with the new policies.
• Follow-up training & refresher sessions: Addressing emerging challenges and reinforcing key HR principles.
• Monitoring & troubleshooting: Identifying gaps in policy application and recommending adjustments.
• Ensuring compliance: Advising on adherence to labor laws, safeguarding standards, and organizational policies.

4. Deliverables and Timeline

Inception report based on a review of available documentation and initial meetings with stakeholders, with a work plan: Within 1 week of contract signing

Draft HR manual for review: By Week 3

Finalized HR manual: By Week 5

Training sessions for HR staff, management, and employees :By Week 6

Implementation support and advisory services: Up to 3 months after finalization

5. Consideration of Operational Contexts

The HR manual must address the realities of PWJ’s operations, including:

• The challenges of working in refugee and humanitarian settings (Kakuma, Dadaab, etc.).
• Security considerations affecting staff safety and welfare.
• Remote and resource-constrained settings impacting HR processes (recruitment, training, and performance management).
• The need for flexibility to accommodate both field and office-based operations.
• The consultant must propose practical, context-sensitive solutions that comply with labor laws while being feasible in PWJ’s operational environment.

• The ideal consultant should have:
• At least 7 years of experience in HR management and policy development.
• In-depth knowledge of Kenyan labor laws and international HR standards.
• Proven experience developing and implementing HR manuals for NGOs or similar organizations, especially those in humanitarian or development settings.
• Strong training and facilitation skills to ensure effective staff capacity-building.
• Familiarity with refugee and field operations (preferred).

7. Duration

• Total consultancy period:Up to 4.5 months
• HR manual development & training: 6 weeks
• Implementation support & advisory: Up to 3 months post-finalization

8. Reporting and Supervision

The consultant will report to the Country Representative and work closely with:

• Head of Support Services
• HR Department
• Other relevant staff members such as sector heads

9. Budget and Payment Terms

• The budget will cover the full engagement, including HR manual development, training, and 3-month implementation support.
• Payments will be made in tranches based on the completion of key deliverables.

10. Application Process

Interested consultants are requested to submit the following:

• Technical Proposal (max. 5 pages): Understanding of the assignment, methodology, and work plan.
• Financial Proposal: Detailed cost breakdown, including travel costs.
• CV highlighting relevant experience and qualifications.
• Two References from previous clients.

Interested consultants are requested to submit the following:

• Technical Proposal (max. 5 pages): Understanding of the assignment, methodology, and work plan.
• Financial Proposal: Detailed cost breakdown, including travel costs.
• CV highlighting relevant experience and qualifications.
• Two References from previous clients.

Submission Details:

Email: [email protected]

Subject line: PWJ/HR Manual Development

Deadline: February 20, 2025, at 23:59 EAT