Title: The Conversation
The HR Manager, Clara Mwangi, sat quietly in the small meeting room, her laptop open, a notepad beside her, and a printed copy of the company’s disciplinary policy. The air was still, heavy with anticipation. She had conducted many difficult conversations in her career, but integrity cases always carried a different weight.
A soft knock on the door broke the silence.
“Come in,” Clara said, her voice calm but firm.
James Kariuki, the Operations Manager, stepped in. He looked tired—his shoulders slightly hunched, his eyes avoiding hers. He closed the door gently behind him and took the seat opposite Clara.
“Thank you for coming, James,” Clara began. “Before we proceed, I want to remind you that this is a formal disciplinary hearing. You have the right to be accompanied by a colleague or representative. Did you choose to bring someone with you today?”
James shook his head. “No, I’d prefer to handle this myself.”
Clara nodded. “Alright. I appreciate your willingness to engage. I want to assure you that this process will be fair, respectful, and confidential. The purpose of this meeting is to discuss concerns that have been raised regarding your conduct, specifically related to integrity and compliance with company policy.”
James shifted in his seat. “I understand.”
Clara opened her file. “To begin, I’ll outline the findings from the preliminary investigation. Over the past month, we received reports and supporting documentation indicating that procurement approvals were made under your authority for services that were not rendered. Additionally, there were discrepancies in vendor selection processes that bypassed standard procedures.”
She paused, watching James closely.
“These findings were corroborated by internal audit logs and interviews with two team members. James, before we proceed further, I want to give you the opportunity to respond. Is there anything you’d like to say at this point?”
James exhaled slowly. “Clara… I won’t deny that mistakes were made. But I want to be clear—I didn’t benefit personally. The vendor was someone we had worked with before. I fast-tracked the process because we were under pressure to deliver. I didn’t think it would be such a big deal.”
Clara listened carefully. “I appreciate your honesty, James. But you understand that bypassing procurement protocols, even under pressure, compromises the integrity of our operations. It creates risk—not just financial, but reputational.”
“I know,” James said quietly. “I didn’t think it through. I was trying to keep things moving.”
Clara leaned forward slightly. “Intent matters, James. But so does accountability. The company’s code of conduct is clear: all procurement must follow due process, and any deviation must be documented and approved. You’ve been in this role for five years—you know the policies.”
James nodded. “I do. And I take full responsibility.”
There was a long pause.
“James,” Clara continued, “as part of this process, I’m required to ask: is there any mitigating information you’d like us to consider? Any context that might help us understand your actions more fully?”
James hesitated. “I’ve been under a lot of pressure. My team’s been short-staffed, and I’ve been covering multiple roles. I didn’t want to escalate delays to senior management because I thought I could handle it. I see now that I made the wrong call.”
Clara made a note. “Thank you for sharing that. It’s important context. We’ll take it into account.”
She closed the file gently. “James, based on the evidence and your admission, this is a serious breach. However, the disciplinary panel will now review all the information, including your statement, and determine the appropriate outcome. This could range from a formal warning to suspension or even termination, depending on the severity and impact.”
James looked down. “I understand.”
“You’ll receive a written summary of this meeting within 48 hours,” Clara said. “You’ll also have the opportunity to appeal any decision made. Do you have any questions at this point?”
James shook his head. “No. Just… thank you for handling this with respect.”
Clara offered a small, empathetic smile. “James, this isn’t easy for either of us. But I want you to know—this process is about fairness, not punishment. We all make mistakes. What matters is how we respond to them.”
He nodded slowly. “I appreciate that.”
Clara stood, signaling the end of the meeting. “You’re free to return to your duties for now. We’ll be in touch soon with the outcome.”
James stood too, his posture a little straighter than when he entered. “Thank you, Clara.”
As he left the room, Clara sat back down, letting out a breath she hadn’t realized she was holding. She opened her laptop and began typing the meeting summary, her mind already turning to the next steps—consulting the disciplinary panel, reviewing the policy, and ensuring that whatever decision was made, it upheld both justice and compassion.