An HR policy manual
Written for this business, aligned with Kenyan employment and data-protection law.
Informal HR works until it does not. HR department set up services at ACCUREX build the function end to end: the structure, the documents, the system and, if you need one, the person who runs it.
Businesses run by their founders handle HR by hand until something exposes it: a dispute that reaches the labour office, an audit that asks for records that do not exist, or a round of hiring that outpaces how one person can keep up. Each of these costs more than the HR work would have cost if done properly, and each leaves a trail an inspector or an employee's lawyer can follow. Setting up HR as a function means the records, the contracts and the policies are in one place before the next trigger arrives.
HR department setup here means ACCUREX leaves behind a working function, not a stack of templates. The deliverables are:
Written for this business, aligned with Kenyan employment and data-protection law.
The policies translated into what every employee needs to know.
Permanent, contract, probation, casual and intern terms, prepared to the Employment Act, 2007.
Role profiles and the forms a line manager uses for leave, performance and discipline.
Recruitment, onboarding, performance, discipline, grievance and exit, written as steps.
KPIs and an onboarding programme that fit the business.
Digital employee files, leave and performance workflows configured.
The person who will run the function on day one, with ongoing advisory support behind them.
Share the headcount and the current state of HR, and a scoping conversation can begin.
Plan your HR set-upThe HR structure, the policy manual and the contracts are built first, so the compliance base is in place.
Job descriptions, the performance framework and the onboarding programme are prepared and tested with line managers.
PiPO HRIS is set up with digital employee files, leave and performance workflows, and the HR team is trained on it.
The function is handed to the HR lead, and ACCUREX stays on advisory for the agreed period.
PiPO HRIS holds the employee file, the contract and the leave balance.
Nothing copied from someone else's manual.
Leave, performance and discipline run on the same toolkit the policies describe.
The Employment Act, 2007 and the Data Protection Act, 2019 shape what the policies, contracts and employee files must do. Four points carry the most weight at set-up:
An engagement of three months or more must be in writing under the Employment Act, 2007 (ss. 9 and 10), and the particulars must reach the employee within two months of the start date.
Section 5 of the Employment Act bars direct or indirect discrimination against staff and candidates, listing sex, race, pregnancy and disability among the protected grounds, with narrow exceptions.
The Office of the Data Protection Commissioner states that organisations processing personal data must register, with a narrow exemption for those with annual turnover below KES 5 million and fewer than ten employees. A 20-to-200-employee business is above that threshold.
Employees have the rights to be informed, to access their data, to object to processing, to correct false or misleading data, and to delete false or misleading data (ODPC). The policy manual and PiPO HRIS have to support these.
The compliance reviewer should confirm the latest wording before the manual is finalised, because the regulations and guidance are updated by the ODPC and the Ministry of Labour.
Businesses typically engage ACCUREX for an HR department set-up at one of three moments:
Businesses moving from founder-led to structured management, typically 20 to 200 employees.
Typically when staff numbers pass 20, or earlier if a dispute, an audit or rapid growth has exposed the current arrangement. The trigger is usually the moment the business can no longer answer a question about an employee's file, pay or leave without digging through emails.
For a 20-to-200-employee business, an HR lead who owns policy, cases and the HR system, supported by one or two coordinators for payroll, recruitment and administration. The structure is agreed in the first stage and sized to the sector and the number of sites.
Yes. The policy manual is the operational document for the HR team and managers, written against Kenyan employment and data-protection law. The employee handbook translates the policies into what every employee needs to know, in plainer language.
Separate contracts for permanent, fixed-term, probation, casual and intern engagements, each written to the Employment Act, 2007. The set-up prepares templates for every category the business uses, so a new hire does not reopen the drafting work.
HR outsourcing places an ACCUREX HR Officer on site on fixed days. HR set-up builds the function so your business can run it with its own HR lead. Both can run in sequence: outsourcing during the build, then handover once the lead is in place.
Yes. Recruitment of the HR lead is part of the set-up, so the person who runs the function on day one meets the structure and the system built for the business. Advisory support stays behind them for the agreed period.
Access to a senior consultant for policy interpretation, difficult cases and labour-law questions, for a defined period after handover. The scope is agreed in writing at scoping, so the HR lead knows what to escalate and when.
PiPO HRIS holds the digital employee files, leave and performance records. The configuration is designed around the five data subject rights (ODPC) and the policy manual, so an employee can be informed about, access or correct their data without a workaround.
Mainly the Employment Act, 2007 (contracts, discipline, leave, termination, non-discrimination), the Occupational Safety and Health Act (workplace safety), the Work Injury Benefits Act (injury reporting) and the Data Protection Act, 2019 (personal data). The compliance reviewer signs off the final wording.
A consultant reviews headcount, the current HR arrangements, open cases and the systems already in use. The scope sets out what is built, what is reused and what is retired, and the handover plan to the HR lead. Scoping is where the engagement letter is agreed.
Headcount, the current HR arrangement and the trigger that brought you here are enough to open a scoping conversation.
Plan your HR set-upTell us what you need. An ACCUREX consultant will respond with practical next steps and a clear scope.
