SME Hiring Checklist: Job Post to Verified Hire

Hiring well as a small business comes down to doing the same few steps, in order, for every role. Use this checklist from the job post to the first payslip.

1. Write the job post

• One clear job title that people actually search for.
• What the person will do in their first three months.
• Must-have requirements, kept separate from nice-to-haves.
• Location, working pattern and the salary range, if you can share it.
• How to apply, and when you will reply.
• A clear line that applying is free. Never ask candidates for money.

2. Screen every applicant the same way

• Score each application against the must-have requirements only.
• Shortlist on evidence in the CV, not on gut feel.
• Reply to everyone, including the people you are not taking forward.

3. Assess and interview the shortlist

• A short, role-relevant task or test.
• The same interview questions for every candidate.
• Each interviewer scores separately, before you discuss.

4. Run background checks, with consent

• Decide which checks the role needs (identity, KRA PIN, education, employment, criminal record, references).
• Tell the candidate what you will check and get their written consent first.
• Give the candidate a chance to explain anything that does not match.

See how to run a legal background check in Kenya.

5. Make the offer and sign the contract

• A written offer with salary, start date and probation period.
• A written employment contract, required by the Employment Act 2007 for employment of three months or more.
• Probation of up to six months (extendable once, with the employee's consent, to twelve at most). During probation, either side may end the contract on at least seven days' written notice.

6. Set up payroll before the first pay day

• Collect the employee's KRA PIN, NSSF number, SHA number and bank or M-Pesa details.
• Verify the KRA PIN before the first PAYE filing.
• Add them to payroll with the correct deductions (see Kenya statutory deductions).

Kenya PAYE calculatorWork out net pay and every deduction for any salary.

How Cazini handles this

Cazini covers this whole checklist in one place. You can post jobs for free, and candidates can apply on the web or on WhatsApp. Every CV is screened and ranked by AI, assessments are AI-graded, and interviews use shared scorecards. Background checks are run with the candidate's consent. Once someone is hired, you invite them as an employee and run their payroll with statutory deductions, payslips and M-Pesa or bank payouts. See Cazini for small businesses.

Sources

• Employment Act, 2007 (Kenya Law) - written contracts (sections 9-10), probationary contracts (section 42)
• Kenya statutory deductions - the rates and due dates behind step 6

Frequently asked questions

What are the steps to hire an employee in Kenya?+

Write a clear job post, screen applicants against the requirements, assess and interview a shortlist, run background checks with consent, make a written offer and contract, then register the employee for payroll and statutory deductions.

Do I need a written employment contract in Kenya?+

Yes. The Employment Act 2007 requires a written contract for employment that lasts, or adds up to, three months or more.

How long can probation last in Kenya?+

Under the Employment Act 2007, probation can last up to six months and can be extended once, with the employee's consent, to a maximum of twelve months. During probation, either side can end the contract on at least seven days' notice.

Can I charge candidates a fee to apply?+

No. Never ask candidates for money to apply, be interviewed or be hired. On Cazini, employers who do are suspended.