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Standard Operating Procedure

This Standard Operating Procedure (SOP) outlines the standardized processes for the Human Resources Department, covering recruitment, onboarding, payroll, employee relations, performance management, training, and exit procedures. It emphasizes compliance with labor laws and organizational policies while ensuring employee satisfaction. Additionally, it includes guidelines for record-keeping and confidentiality, as well as a commitment to continuous improvement.

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jemimah njeru
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30 views2 pages

Standard Operating Procedure

This Standard Operating Procedure (SOP) outlines the standardized processes for the Human Resources Department, covering recruitment, onboarding, payroll, employee relations, performance management, training, and exit procedures. It emphasizes compliance with labor laws and organizational policies while ensuring employee satisfaction. Additionally, it includes guidelines for record-keeping and confidentiality, as well as a commitment to continuous improvement.

Uploaded by

jemimah njeru
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Standard Operating Procedure (SOP) – Human Resources Department

1. Purpose

To establish standardized processes for HR functions, ensuring compliance with labor laws, organizational policies,
and employee satisfaction.

2. Scope

This SOP applies to all HR activities, including recruitment, onboarding, payroll, employee relations, performance
management, and exit procedures.

3. HR Functions & Procedures

3.1 Recruitment & Hiring.

1. Identify job vacancy and get approval from management.

2. Prepare and post job descriptions on job portals and company website.

3. Screen applications and shortlist candidates.

4. Conduct interviews and assessments.

5. Select candidate and extend an offer letter.

6. Complete background verification and employment documentation.

7. Ensure new hire joins within the agreed timeframe.

3.2 Employee Onboarding

1. Send welcome email with joining details.

2. Provide new employee orientation.

3. Complete HR paperwork (contracts, tax forms, benefits enrollment).

4. Issue employee ID, access credentials, and workstation.

5. Assign mentor/buddy for initial guidance.

6. Conduct first-week follow-up and probationary review.

3.3 Payroll Processing

1. Collect attendance, leave, and overtime records.

2. Calculate salaries, deductions (taxes, insurance, etc.), and bonuses.

3. Process payroll and generate payslips.

4. Ensure bank transfers are completed by payday.

5. Maintain payroll records and address discrepancies.

3.4 Employee Relations & grievances

1. Address employee grievances and concerns confidentially.

2. Ensure compliance with labor laws and company policies.

3. Conduct workplace ethics and harassment prevention training.


4. Maintain records of employee disputes and resolutions.

5. Foster employee engagement through surveys and feedback.

3.5 Performance Management

1. Set annual goals and key performance indicators (KPIs).

2. Conduct periodic performance reviews (quarterly/semi-annual/annual).

3. Provide feedback and improvement plans.

4. Identify training and development needs.

5. Reward high performers with recognition and incentives.

3.6 Training & Development

1. Identify skill gaps and training needs.

2. Develop or source relevant training programs.

3. Organize training sessions, workshops, and seminars.

4. Monitor participation and effectiveness.

5. Maintain training records and certifications.

3.7 Employee Exit & Offboarding.

1. Receive resignation letter and conduct exit interview.

2. Complete full & final settlement (salary, benefits, pending dues).

3. Revoke access to company systems and recover assets.

4. Handover responsibilities and documentation.

5. Process relieving letter and experience certificate.

4. Record-Keeping & Confidentiality

Maintain all employee records securely in HR systems.

Ensure confidentiality of personal and payroll data.

5. Review & Continuous Improvement

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