Revision of DCA Kenya HR Manual

I. Background & purpose of the assignment

DanChurchAid (DCA) is working in Turkana, West Pokot, Baringo, Elgeyo Marakwet, Nyandarua, Nakuru, Busia and Siaya counties with refugees and local communities to enhance peace, livelihoods, and resilience. DCA implements projects directly as well as through local partner organizations. For more information on DCA, please visit www.danchurchaid.org.

Although the existing DCA Kenya HR Manual has the policies, procedures, rules, regulations, and conditions of employment for DCA staff, it is generic in nature and in some cases does not address specific issues. The HR Manual – with the new title of ‘Employee Handbook’ – needs to be reviewed, updated, and tailored to suit the DCA Kenya Country Programme, in line with both wider global institutional HR policies, best practice and the prevailing Employment Act and Labour Laws in Kenya.

II. Assignment purpose & objective: Lead the end-to-end process of revising the DCA Kenya Employee Handbook

The objective is to develop a context-specific, compatible Human Resource Management (HRM) manual (‘Employee Handbook’) in line with international best practices, local laws and consolidate HR policies, procedures, and practices in a single document for ease of reference, as well as annexing user friendly HR related forms, templates, and procedures, to meet the needs of the DCA Kenya Country Office.

The consultant is expected to conduct the assignment using a mix of desk review and stakeholder needs assessment initiatives. In consultation with the Senior Leadership team, the consultant will come up with a detailed project plan with clear deliverables steps and deadlines. The project plan’s deadlines should be in line with the Duration and Timeframe clause VI below.

III. Deliverables

The Consultant’s deliverables will be, but not limited to:

• Conduct an initial thorough assessment of the current DCA Kenya HR manual and produce a gap analysis report with recommendations for action. The assessment will be based on, but not limited to:

1. Benchmarking with other INGO’s in Kenya in the same category as DCA Kenya, to ensure sustainable/reasonable competitiveness and attract top talent
2. Prevailing Employment Act and Labour Laws in Kenya o Recommendations of any missing gaps as per best HR practices
3. Identification of clarity gaps in the current clauses of the HR Manual

• Present finding and recommendations to DCA Kenya’s Senior Leadership Team
• Revise the HR Manual based on approved findings and recommendations
• Make any changes requested after first submission of Manual and ensure project closure through a final approved HR Manual which will now be known as the ‘Employee Handbook’
• Plan for sensitization of the new Employee Handbook to DCA employees

IV. Roles & responsibilities of DCA

DCA will manage the consultancy assignment, coordinating with HR Advisors at DCA HQ and staff within the Kenya CO. DCA is responsible for managing the contract including the procurement process, signing agreement with the selected company/firm, managing communications, and involving Kenya CO Senior Leadership Team (SLT) and CO staff in consultations as relevant.

V. Budget

Please indicate a fixed fee in KES, inclusive of VAT, for the end-to-end assignment. Please note that DCA will deduct applicable taxes, such as withholding tax.

VI. Duration and time frame

3 months from date of signed contract. Detailed timeframes per deliverables will be agreed on upon commencement of the assignment.

VII. Desired consultant capacities/profile:

▪ Proven experience in developing and reviewing HR Manuals for NGOs operating in Kenya

▪ Excellent analysis and writing skills

▪ Able to follow directions, pro-actively seek inputs and clarifications and take initiative to suggest alternative approaches

▪ Master’s degree in Human Resource Management, Labour law, Business Administration, or any other relevant legal qualifications.

▪ Experience and exposure to the Kenyan Employment Act and Labour Laws ▪ Evidence of prior experience directly relevant to this assignment