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Terms of Reference (TOR)
Development of a Human Resource (HR) Manual
Peace 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%
How to apply
12. Application Process
Interested consultants/firms should submit their firm offer as guided in the EOI and TOR to [email protected] by 22nd June 2026.
Technical proposal
Financial proposal
Relevant experience and references
To access the EOI and TOR, click HERE