DIVERSITY POLICY
PERSONNEL ADMINISTRATION, HEH 2306
GROUP 1K
BHRM 3.2
DR ALICE SIMIYU
GROUP MEMBERS
1. Eunice Wanjiru HDE 212-0625/2022
2. Joyce Adhiambo Ochieng - HDE212-0834/2022
3. Joy Wangari - HDE 212-0737/2022
4. Ruth Waithera HDE212-0665/2022
5. Chelsea Waruinu - HDE212-0660/2022
6. Gladys Mohammed -HDE212-1990/2022
7. Corinia likove - HDE 212-0664/2022
8. Ben Mwangi- HDE212-0137/2019
9. Hesbon Omwansa HDE212-0719/2022
10. Brian Baya - HDE212-1978/2022
11.Momanyi Wilson. HDE212-0842/2022
12. Newton Nyutu - HDE212-0631/2022
POLICY TITLE
PROMOTING A DIVERSE AND INCLUSIVE WORKPLACE AT NEXUS DIGITAL
SOLUTIONS LTD.
KEY TERMINOLOGIES
Diversity: The presence of a variety of demographic, cultural, and personal differences within a
group or organization. This includes, but is not limited to, race, ethnicity, gender (including
gender identity and expression), sexual orientation, age, religion, disability (including physical,
mental, and cognitive disabilities), socioeconomic background, national origin, marital status,
parental status, veteran status, and genetic information.
Inclusion: The active, intentional, and ongoing engagement with diversity in a way that creates a
sense of belonging and respect for all employees. It involves creating an environment where
every employee feels valued, respected, and empowered to contribute their unique skills and
perspectives.
Discrimination: Treating, or proposing to treat, someone less favorably than another person in a
comparable situation because of a protected characteristic. This can manifest in various ways,
including hiring, promotion, training, compensation, discipline, termination, and access to
opportunities.
Harassment: Unwelcome conduct that is based on a protected characteristic and is severe or
pervasive enough to create a hostile work environment. This can include verbal, nonverbal,
visual, or physical conduct, and can occur between employees, supervisors, or third parties.
Micro aggressions: Subtle, often unintentional acts of discrimination that communicate hostile,
derogatory, or negative messages to individuals based on their marginalized group membership.
These can be verbal, nonverbal, or environmental.
Bias: A prejudice in favor of or against one thing, person, or group compared with another,
usually in a way considered to be unfair. Unconscious bias refers to attitudes or stereotypes that
affect our understanding, actions, and decisions in an unconscious manner.
Equity: The fair treatment, access, opportunity, and advancement for all people, while
addressing systemic barriers and historical injustices that have prevented various groups from
achieving their full potential.
Accessibility: The design and implementation of policies, practices, and physical environments
that enable all employees, regardless of their abilities, to participate fully in the workplace.
SCOPE
This policy applies to all employees, interns, contractors, consultants, and third-party partners
associated with Nexus Digital Solutions Ltd., regardless of their contractual status. It covers all
stages of the employment relationship—recruitment, onboarding, training, performance
evaluation, promotion, transfers, disciplinary actions, and termination.
The policy is guided by the principles outlined in:
Article 27 of the Constitution of Kenya (2010), which guarantees equality and freedom from
discrimination.
Section 5 of the Employment Act (2007), which prohibits discrimination in employment on
various grounds including race, sex, pregnancy, disability, and HIV status.
The Persons with Disabilities Act (2003), which mandates reasonable accommodations and equal
opportunity for persons living with disabilities.
The policy is applicable across all departments, branches, and operations of the company. It is
binding on leadership, management, and staff at every level, and serves as a standard for
workplace behavior and decision-making related to diversity and inclusion
PURPOSE
I. Promote a culture of respect and belonging: Create a work environment where every
employee feels valued, respected, and safe.
II. Enhance creativity and innovation: Diversity of thought and experience drives innovation
and problem-solving.
III. Improve employee engagement and retention: Employees are more engaged and likely to
stay when they feel included and valued.
IV. Strengthen the company’s reputation: A commitment to diversity and inclusion enhances
the company's brand and attracts top talent.
V. Comply with legal and ethical obligations: Ensure compliance with all relevant national
and international laws and regulations prohibiting discrimination.
Roles and Responsibilities of key stakeholders
Human Resources (HR) Responsibilities:
1. Policy Formulation & Update: HR is responsible for drafting, reviewing, and updating the
diversity policy to ensure it complies with local laws and reflects current best practices.
2. Training Programs: HR organizes regular diversity and inclusion training sessions for all
employees, focusing on awareness, cultural sensitivity, and combating bias.
3. Recruitment & Hiring: HR ensures that recruitment practices are inclusive, aiming to attract
candidates from diverse backgrounds while eliminating discriminatory hiring practices.
4. Monitoring Compliance: HR regularly monitors the effectiveness of diversity initiatives,
conducting surveys and gathering feedback from employees to assess the policy’s impact.
5. Data Collection & Reporting: HR collects demographic data to measure diversity in the
workplace, ensuring the data is used to evaluate the organization’s progress toward its diversity
goals.
6. Conflict Resolution & Mediation: HR plays a critical role in handling complaints related to
discrimination, harassment, or exclusion, ensuring fair and confidential resolution processes.
7. Employee Support Programs: HR develops programs like mentorship or resource groups that
promote inclusivity and ensure underrepresented groups have access to career development
opportunities.
8. Policy Awareness & Communication: HR ensures that all employees are aware of the
diversity policy, its importance, and the resources available to them in case they encounter
discrimination or harassment.
Employees’ Responsibilities:
1. Respecting Diversity: Employees must treat all colleagues with respect, embracing differences
in race, ethnicity, gender, religion, disability, and other aspects of diversity.
2. Active Participation in Initiatives: Employees are encouraged to participate in diversity-related
training and activities, helping to foster a culture of inclusivity.
3. Reporting Concerns: Employees are responsible for reporting any incidents of discrimination,
harassment, or exclusion to HR or management, following the correct reporting channels.
4. Supporting Inclusive Practices: Employees should support inclusive practices by contributing
ideas and actively participating in team discussions that value diverse perspectives.
5. Challenging Biases: Employees are responsible for challenging any discriminatory or biased
behavior they encounter, promoting a zero-tolerance environment for such actions.
6. Cultural Awareness & Sensitivity: Employees should educate themselves on different cultures,
backgrounds, and experiences to increase their cultural awareness and sensitivity in interactions.
7. Collaborating with Diverse Teams: Employees should work effectively within diverse teams,
recognizing the strengths that a variety of perspectives and experiences bring to the workplace.
8. Promoting Allyship: Employees are encouraged to act as allies for colleagues from
underrepresented groups, advocating for their inclusion and ensuring they feel supported and
valued.
Management Responsibilities:
1. Modeling Inclusive Leadership: Managers are expected to model inclusive behavior,
demonstrating respect for diversity in their interactions with all employees.
2. Setting Diversity Goals: Management is responsible for setting clear diversity and inclusion
goals for their teams and aligning these goals with overall organizational objectives.
3. Creating an Inclusive Environment: Managers must create an environment where employees
feel safe to express their identities and share their perspectives without fear of discrimination or
exclusion.
4. Ensuring Fair Performance Reviews: Management is responsible for ensuring that employee
performance evaluations are based on objective criteria and free from bias, supporting the career
progression of diverse talent.
5. Fostering Open Dialogue: Managers should encourage open and honest discussions about
diversity, where employees can express concerns, share experiences, and provide feedback on
diversity initiatives.
6. Supporting Diversity Initiatives: Management must support and fund diversity programs,
resource groups, and mentorship opportunities to ensure underrepresented groups receive equal
opportunities.
7. Promoting Equal Opportunity: Managers are responsible for ensuring that all employees have
equal access to opportunities, including promotions, training, and development.
8. Addressing Discriminatory Behavior: Management must take immediate action to address any
incidents of discrimination or exclusion, reinforcing the organization’s commitment to a
respectful and inclusive workplace.
APPENDICES
Appendix A: Protected Characteristics (As Per Kenyan Law)
In line with Article 27 of the Constitution of Kenya (2010) and Section 5 of the Employment Act
(2007), the following are protected:
Race, colour, and ethnic origin
Gender and gender identity
Pregnancy and marital status
Disability (as outlined in the Persons with Disabilities Act, 2003)
Religion or belief
Age
HIV status
Nationality and social origin
Language
Political or other opinion
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Appendix B: Reporting Procedure
In line with Section 6 of the Employment Act (2007) on sexual harassment and employee
dignity:
1. Report any complaint to HR, a supervisor, or a trusted line manager.
2. All complaints are acknowledged within 2 working days.
3. Investigations are launched and concluded within 10 working days.
4. Disciplinary action is taken if the claim is substantiated.
5. Retaliation or victimization of the complainant is strictly prohibited.
6. Appeals can be directed to external bodies like the Labour Office or KNCHR.
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Appendix C: Contact Information
Internal Contacts:
External Authorities:
Kenya National Commission on Human Rights (KNCHR): www.knchr.org
Ministry of Labour and Social Protection: www.labour.go.ke
National Gender and Equality Commission (NGEC): www.ngeckenya.org
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Appendix D: Examples of Discrimination and Harassment (Guided by Kenyan Case Law)
Unequal pay between men and women for similar work (Employment Act, Section 5)
Sexual advances from a supervisor (Sexual Offences Act, 2006)
Refusal to hire based on HIV status (HIV & AIDS Prevention and Control Act)
Offensive ethnic slurs or jokes
Exclusion from meetings due to disability
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Appendix E: Inclusive Recruitment Practices (Based on Labour Guidelines)
Advertise widely and beyond urban centers to reach diverse candidates
Avoid gendered or age-specific language
Use competency-based assessments over subjective interviews
Involve a gender-balanced recruitment panel
Provide reasonable accommodations during the hiring process
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Appendix F: Inclusive Workplace Environment Guidelines
Celebrate national cultural days and religious holidays
Provide breastfeeding and prayer rooms where possible
Use inclusive language in all internal communications
Train all staff in unconscious bias and cultural sensitivity
Enforce a zero-tolerance policy on any form of discrimination
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Appendix G: Reasonable Accommodation Policy (Persons with Disabilities Act, 2003)
Employees are entitled to:
Modified workstations or accessible ramps
Assistive devices like screen readers or sign language interpreters
Flexible working hours or remote work for medical needs
Request Process:
Submit written request to HR
HR to evaluate and respond within 7 working days
If rejected, an explanation and alternatives must be provided
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Appendix H: Company Commitment to D&I (Voluntary Codes + Legal Alignment)
Conduct annual diversity audits and publish anonymous summaries
Set targets for inclusive hiring (e.g., persons with disabilities, youth, women in leadership)
Align with national diversity and inclusion frameworks like the Public Service Commission
Diversity Policy
Evaluate employee satisfaction on inclusion via anonymous surveys
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REFERENCES
https://www.gainhealth.org/sites/default/files/policies/documents/equality-and-diversity-
policy.pdf
Equality, diversity and inclusion policy template | Acas" https://www.acas.org.uk/equality-
policy-template
https://www.publications.qld.gov.au/ckan-publications-attachments-prod/resources/a7ae4ce1-
1ce3-431e-92f6-b25456bc83bf/diversity-policy-template.pdf?
ETag=494b6ac71b547ddd052efc85c2829d63
