GAZETTE NOTICE NO. 314

the following report referred to as the Kiambu County Public Service Board Annual Report for presemation to the Kiambu County Assembly in compliance with the provisions of the County Government Act Sevion 59 (1) The junctions of the County Public Service Board shall be, on behalf of the county government, to ...... (d) prepare regular reports for submission to the county assembly on the execution of the functions of the Board; and (5) The report by the County Public Service Board,under subsection (1) (f) shall- (a)be delivered each December to the county assembly; (b)include all the steps taken and decisions made by the Board; (c)include specific recommendations that require to be implemented in the promotion and protection of the values and principles; (d)include specific decisions on particulars of persons of public body who have violated the values and principles, including actions taken or recommended against them; (e)include any impediments in the promotion of the values and principles; and (t) include the prograrnmes the Board is undertaking or has planned to undertake in the medium terni towards the promotion of the values This third report of the Kiambu County Public Service Board to the Kiambu County Assembly covers a period of twelve months from January 2015 to December, 2015. COMPOSITION OF THE COUNTY PU13LIC SERVICE BOARD The County Government Act provides for the composition of the County Public Service Board as follows: 58. (1) The County Public Service Board shall comfirm- (a)a chairperson nominated and appointed by the county governor with the approval of the county assembly; (b)not less than thave but not mom than five other members nominated and appointed by the county governor, with the approval of the county assembly; and.. The Kiambu County Public Service Board comprises of, the Chairman, Mr. Justin Ndungu Kimani; the Vice Chairperson, Ms. Lucy WanjikuKamau; and three Members namely, Mr. Eric Kiriko Mwauna; Dr. B.D. Vasisht and MsA]exndriahMuhanji a part time member. BOARD COMMITTEES Justin N. Kimani—(Chmirman) Lucy W. Kaman (Ms.)—(Vice-Chairperson) Eric M. Khriko—Member B.D. Visislit (Dr.)—Member Alexandriah Muhanji (Ms.)—Member The Board carries out its mandate through resolutionsmade at Board Meetings. The Board operates through Committees as it carries out the resolutions made at the Board Meetings. Ile following me the Committees of the Board together with their roles: 1 . Recruitment and Selection Committee • Establishment and Abolition of Offices • Coordinating dates and times of interviews • Formulating interview questions • Coordinating the short listing process . Promotion of and compliance with National & Public Service Values and Principles • Setting Board activity Schedules 1 Administration Committee • Administration and Planning • Finance, Accounts, Budgeting, Procurement and Expenditure • Information Technology (ICT) • Board Records / Library Services 3.Human Resource Management • Performance Contracting Appraisals • HR Audit, HR Management, Implementation and Monitoring of the National Perfannance Management Systems in Counties • Discipline and Promotions • Litigation and Legal Services 4.Pensions, Public Relations and Staff Welfare • Capacity Building and Training • Career Management • Make recommendations to the Salaries and Remuneration Commission on behalf of the County Government on the manuncration, pensions and gratuities for County Public Service Employees • Serrunars, Workshops and Board Trips 22nd January, 2016 THE KENYA GAZETTE 133 RECRUITMENTS IN 2015 Key among the functions of the Board is recruitment. The County Public Service Board is mandated by the County Government Act Section 59 (1) as follows (a)establish and abolish offices in the county public service; (b)appoint persons to hold or act in offices of the county public service including in the Boards of cities and urban areas within the county and to confirm appointments; and The County Government Act Section 60 provides the criteria for establishment of offices as follows: (3) A written request for establishment of an office complying with the conditions in this section shall he submitted to the Board by the concerned head of department. In compliance with the above previsions, the County Public Service Board has during theperiod January 2015 to December 2015 carried out a total of 54 interviews through which 503 positions were filled. The process of advertising, shortlisting, interviewing and selecting the successful candidates to fill vacant positions, was followed. The Bound also ensured compliance with one third gender m1e, requirement that 30% of total recruitments to wine from non-dominant communities in the county and 5% of all recruitments to be persons living with disability. The following tables show recruitment in the year under review: Table I—Requesting departments, applications received, number of applicants shortlisted and number of applicants selected for appointment Table 11 —Summary of recruitment according to Gender, Persons Living with Disabilities and Non- dominant communities in the county and their percentages. Table I—Requesting Department, Position to be filled, number of applicants, number of shordisted candidates and number of successful candidates selected for appointment in the year 2015. MALEFEMALFLWD COMMUNITIEETOTj 10 4 0 14 14 18 14 0 10 32 4 1 0 3 5 5 5 0 2 10 3 3 0 4 6 6 9 0 3 1 5 1 0 0 0 1 0 1 0 1 1 1 0 0 1 1 0 1 0 0 1 1 0 0 1 1 4 6 0 1 10 9 5 0 2 14 1 0 0 0 1 1 4 0 0 0 0 0 1 0 1 8 2 0 0 1 2 37 0 2 24 9 0 4 15 35 35 6 0 5 1 0 4 6 1 0 4 6 9 7 14 11 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 0 0 1 0 3 0 0 2 0 16 2 0 1 7 12 1 1 50 2 21 1 so 10 I 16 o.CADRES I Ward Administrators 2 Phamaceutical Technologists 3 Clinical Officers Anaesthesists 4 Community Oral Health 5 BSC Clinical Officers 6 Registered Clinical Officers (General) 7 Principal Legal Counsel (Litigation) 8 Principal Legal Counsel (Legistrative Drafting) 9 Legal Counsel I (Litigation) 10 Legal Counsel I (Legislative drafting) 11 Legal Clerk 12 Senior Supply Chain Mgt Officer 13 Supply Chairm Mgt Officer 1 14 Director of County Physical Planning 15 Deputy Director County Physical Planning 16 County Principal Planner 17 Development Control Officers 18 Development Monitoring and Enforcement Officers 19 Director County Housing and Community Development 20 Principal Planner County Housing & Cmty Devpt. 21 Director County Land Survey & Geo informatics 22 Deputy Director County Land Survey,& Geo Informatics 23 Director Land Valuation & County Property Mgt 24 Deputy Director Land Valuation 25 County Deputy Director Revenue 26 County Deputy Director Accounting Services 27 County Deputy Director Budgetting & Expenditure 28 Finance Officers 29 Motor Vehicle Technology Instructors 30 Electrical & Electronics Instructor 31 Carpentry & Joinery Instructor 32 Metal Processing Instructor 33 ICT Youth Polytechnic Instructor 34 Drivers (Ambulances). 35 Nurses 36 Prinipal Administrative Officer 37 Office Assistant Addministrative 11 38 Enforcement Officers (Civilian security wardens) 39 Traffic Marshals 40 Firemen 41 Assistant Director Human Resource Management 42 Principal Human Resource Management Officers 43 Nurses 44 Drivers (MCAs) 45 Assistant Office Administrators 46 Mortuary Manager 47 County Environment Officers 48 Chief Information & Public Communications Officers 49 Information & Public Communications Officers 50 Youth Affairs & Sports Officers 51 Administrative Assistants DATE 19.1.201 1.3.201! 1.3.201 1.3.201 1.3.201 1.3.201 1.3.201 1.3.201 1.3.201 1.3.201 1.3-201 1.3.201! 1.4.201! 1.4.201! 1.4.201! 1.4.261! 1.4.201! 1.4.201! 1.4.201! 1.4.201! 1.4.201! 1.4.201! 1.4.201! 1 A.201! 14.201 1.4.201! 1.4.201! 1.5.201! .1.5.2011 1.5.201! 1.5.201! 1.5.201! 1.4.201! 6.7.201! 3.8..201! 17.8.201 17.8.201 17.8.201 17.8201 15.10.201 15.10.201 1.11.201 2.11.201 2.11.201 16.11.201 1.12.201 1.12.201 1.12.201 1.12.201 1.12.201 ITotals 278 220 2 124 498 jPercentage 55.82904.1890.4096 24.9096 22nd January, 2016 The County Government Act Section 59 provides: (3) The reports under subsection (1)(d) shall contain the details of persons appointed including gender. persons with disabilities, persons from the minority and marginalized Communities. Table 11—below gives a summary of the distribution according to gender, persons living with disability and non-dominant corn munities recruited in the period under review. Table II—Summary of Recruitment distribution iccordim, to Gender, Persons Living with Disability (PLDWs) and Non-Dominant Communities It is paramount to note that all advertisements to fill vacant positions encourage people living with disability (PLWDs) and people from non dominant communities to apply, the applications from these two categories are however few and some of the applicants do not meet the minimum requirements for the posittoris^ This makes it difficult to attain the legal threshold of Gender 1/3 ;PLWDs 5% and None dominant Communities 30%. It is worby to note that the Gender and Disability Development Centre, awarded Kiambu County for the second time in a row with the award of "Diversity and Inclusion, Most Progressive County" the theme was "Celebrating Diversity and Inclusion Indicators in: leadership. governance and excellence in service delivery in Kenya'This took place in a colorful ceremony held at on 4th December, Below: photograph of the Board members and the trophy RETIREMENTS IN 2015 During the year under review. a total of 135 staff members attained the age of retirement and were removed from the payroll system CASUAL WORKERS Prior to devolution casual workers were being engaged to carryout work that requires to be done on permanent basis. The law does not allow engagement of casual workers for more than three months. In addition the casual workers tend to claim entitlement for permanent terms if engaged for more than three months at a ti ... e. This sometimes results in civil suits being filed against the County Government In order to address this problem the Board has required that an exercise be carried out to determine the numbers and the appropriate terms of engaging such workers without breaking the law. This problem is prevalent in the Department of Water, Environment and Natural Resources which is charged with the responsibility of ensuring cleanliness in the urban areas of the County. INTERNSHIPS & ATTACHMENTS The County Government Act provides: 74. The County Public Service Board shall regulate the engagement of persons on contract. volunteer and casual workers, staff of joint ventures and attachment of interns in its public bodies and offices. In a gesture of giving back to society the Public Service Board allows training through internships and attachments. The trainees are attached to the departments in areas relevant to their training. This creates potential for the trainees as future employees of the County. PROMOTION OFARTICLES 10 AND 232 OF THE CONSTITUTION The County Government Act. 2012, sections 59(l)(e), 59(4)(a) and (c) provides: "59. (1) The functions of the County Public Service Board shall be, on behalf of the county government, to- (c) promote in the county public service the values and principles referred to in Articles 10 and 232; (4) In the performance of its functions Linder subsection (1)(e), the County Public Service Board shall have powers to- (a) inform and educate county public officers and the public about the values and principles; (c) assist county government in the formulation and implementation of programmes intended to inculcate in public officers the duty to uphold the values and principles^" During the year under review the Board visited all the Sub-Counties in order to educate the county public officers on the principles and values of public service and to get a feel of the challenges in the sub counties. This would help in knowing how to address them. This was the second visit by the Board to the Sub-Counties in the new dispensation, During the visits. the Board members addressed the sub county staff members and covered the followingaspcct^ Change nianagenent Change management under the concept of devolution was emphasized in order to inculcate into the employees the need to embrace change from the conventional public service delivery to one that is more efficient and effective. It was pointed out that change management is a systematic approach to dealing with change. both from the perspective of an organization and on an individual level. There is need to change from the cultures. practices, habits, attitudes of the corrupt defunct local government and former national government public service to an efficient, effective public service tinder the devolved government . The desired change should be seen in: reporting to work on time being organized at work being accurate in work and avoiding gossip locating files and other documents quickly minimum use of telephones during working hours receiving and respecting customers practising friendly, polite public relations respecting seniority and being subordinate helping the lower level staff through motivation taking health breaks for tea and lunch keeping appointments with customers taking leave when due This is in adherence of the principles of public service delivery under section 116 of the County Government Act and Article 232 of the Constitution of Kenya which results in ultimately taking the public service closer to the people. EtiquettelPtublic Relations The straff were addressed on etiquette and public relations issues, the right language to use in the office, dress code and matters to do with punctuality and service to the public. Structures of County Government and its Departments/ national values and principles The Board created awareness on the hierarchy of the County Government and informed the staff that for efficient and effective management of the County, the leadership must work as a team for synergy in the service delivery to the public. It was pointed out that involvement and active participation of the public is critical at every stage as stipulated in Articles 10 and 232 of the Constitution of Kenya. Public involvement and participation would ensure inclusivity, and non-discrinnination. This is the only sure way of involving the public in decision making in pertinent issues within the County. In every future, there should be representation of all the stakeholders. In the event that people with disability are dismally represented, the leadership should reach out to this group through their respective organizations. At the onset of devolution, fourteen (14) functions were devolved. These were merged to form the current operational ten (10) Departments namely: Health Services. Finance and Economic Planning. Agriculaire, Livestock and Fisheries. Education, ICT. Culture and Social Services, Youth Affairs,Sports and Communications. Trade, Industry, Tourism and Co-operative Development. Roads, Transport, Public Works and Utilities. Water, Environment and Natural Resources. Lands, Housing and Physical Planning. Administration and Public Service. Each Department is headed by Chief Executive Committee Member (Minister) at the policy level and a Chief Officer who manages day to day running of the Department. At the Sub-County level, these departments are co-ordinated by the Sub-county Administrator. National Values and Principles According to the County Government Act, the Board will promote in the county politic service the values and principles referred to in Articles 10 and 231 In the performance of the Board's functions set out under section 59(l)(e) of the County Government Act, the County Public Service Board shall have powers to: inform and educate county public officers and the public about the values and principles; assist county government in the forryulation and implementation of programmes intended to inculcate in public officers the duty to uphold the values and principles;" For this reason, the Board encouraged the employees to adhere to national values and principles which are monitored through performance of qssignment&. The performance must be efficient and effective if the achievement of the desired results is to be achieved. The following values must be adhered to by all officers: • Accountability • Transparency • Integrity • Inclusivity • Non-cliscrimmation • Equality The County Public Service Board'score mandate is recruitment of staff for the County. In recruitment, the Board ensures compliance with: One-third (I /3)gender rule 30% from non dominant community in the County 5% people living with disability Disciplinary procedures The issue of discipline in the public service was highlighted as an inherent part of human resource management. It is used as a guiding tool to create order and organization in the service. The ultimate aim of disciplinary action is to: ensure officers achieve high standards of ethical conduct and work performance. provide fair and consistent means of dealing with breaches and deficiencies which may cause reduction of ethical and/or performance standards, in order to create a more motivated and dedicated work force. In this regard the Board is responsible and accountable for disciplinary control in the county public service (Article 235 (c) of the Constitution). The Board also has the power to delegate in writing any part of the function (section 86 (1) of the County Government Act. The procedures followed are: I . A show cause letter must be issued to the affected officer by his/her supervisor or authorized officer. The letter must indicate the specific offence for which an officer is being charged, the date(s) on which the alleged offence(s) was/were committed sort reasonable period within which to respond to the charge. 2. Investigations must be carried out immediately the disciplinary process begins. The officer should be away for a specified period to enable investigations to be carried out. This period is referred to as interdiction or suspension. The disciplinary case should be processed and disposed of expeditiously (Article 47 (1) of the Constitution on fair administrative action). 22nd January, 2016 THE KENYA GAZETTE 137 Punishment imposed upon officers include: • Reprimand (a written warning letter) • A severe reprimand (a very serious warning letter) e Recovery of costs for loss or breakage caused by delaulthiegligence except where the Authorized Officer/County Government has made recovery through surcharge • Deferment of increment (to suspend or postpone) • Withholding of increment (to keep, retain, hold back) • Stoppage of increment (to bring to a halt) • Reduction in seniority • Dismissal • Retirement in the public interest. Personal health The importance of keeping well was emphasized. It is not easy to meet all the needs of the public. It is stressful due to high demands from the people. For this reason, all staff must take cam of their health continuously. Wellness consists of one's physical, emotional. mental, and spiritual well-being. Research shows that there is direct relationship between personal health and success. The staff were therefore encouraged to check their health to remain healthy, productive and successful. During the sub-county visits the Board was able to highlight areas that needed to be addressed in order to enhance service delivery of the public service. Some of these included:- Office Space Them is inadequate office space for Sub- County, Ward Administrators and the new recruits. This was being addressed to ensure conducive working environment. Harmonization of Salaries There are major disparities in remuneration between devolved staff, defunct local authorities staff and new recruits. This is causing dissatisfaction among the various cadres. In an effort to address the problem, the Salutes and Remuneration Commission (SRC) has embarked on job evaluation to harmonize skills and pay which shall take some time before completion. For this reason, SRC will be requested to conduct meetings with the Counties to address the dissatisfaction and sensitize the workforce as this is their mandate. Identity Cards and Entry Permit letters Disaster management staff mg. fire fighters), enforcement officers, development monitoring and control officers and revenue collection officers require identity cards for identification while executing their duties. This was in hand. Rehabilitation Centresfor alcoholics Alcoholism is a major problem within the Sub-Counties among employees as well as the members of the public. Therefore, there is need for construction and equipping rehabilitation centres to address the withdrawal symptoms associated, with recovering addicts which may result in death if left unchecked. Medical Scherne Comprehensive medical cover for Sub-County and Ward Administrators as well as for the new members of staff would be initiated. The challenges that were highlighted during the Sub County visits are already being addressed by the relevant departments in the County. POLICIES The Board has developed the following policies which will facilitate in service delivery and management of staff in the County:- I . Board Charter 2 Code of Conduct & Ethics PROMOTIONS The County Government Act provides: Provisions on appointments to apply to promotions. 70. (1) The provisions of this Act and regulations or procedures made under this Act that appl y to appointments shall also apply to promotions. The Public Service Boarifinitiated the formation of Advisory Committees in cacti County department. These Committees are charged with the responsibility of carrying out disciplinary measures at departmental level. handling staff welfare matters and making recommendations for promotions for staff who merit and have served in the Government for three years. The relevant Departments and the Finance Department are both required to confirm budgetary allocation for the proposed promotions before the promotions are carried out. In 2015 the Board carried out the first phase of promotions in a three phase exercise for staff in the Health Services Department. RECOGNITION AGREEMENT Kiambu County is one of the counties that has not experienced industrial unrest in the health sector that has been prevalent in other counties in Kenya. The Public Service Board initiated the signing of a Recognition Agreement with the Kenya National Union of Nurses, Kiambu County branch in order to amicably address staff grievances. Here below is a photograph of the ceremony BOARD SEMINARS CO-OPERATION WITH OTHER INSTITUTIONS —CAPACITY BUILDING: Section 59(4) (h), of the County Govionment Act provides for co operation with other institutions working at the field of good governance in the public service. D ming the period under review Board members participated in trainings and seminars on capacity building. 1. Tran-Nzoia County On the 16th of June 2015 the Board hosted the Trans-Nzoia County Public Service Board for a bench marking meeting. 2. Human Resource Forum for Kjambu. Machakos and Muranga I 8th - 19th June 2015 Integrating Human Resource Management and Inforniation Technology Integrated Hanson Resort, ce Information SYsten, (Intra-Health Sofavare) The Kenya Constitution 2010 stipulates that certain services must be devolved to the 47 counties, Health care management was one of the key essential services that was devolved with the aim of taking services closer to the people. Devolution presents opportunities and challenges to the health system that together determine the effectiveness of service delivery and the character of the overall health system. On average, 50% - 60% of county workers are in the health sector. The sector is facing various challenges that threaten Health system built management in the country since devolution. Devolution presents opportunities and challenges to the health system that together determine the effectiveness of service delivery and the character of the overall health system. One of the key issues affecting Health sector service delivery isHuman Resource management in the county. Counties have been facing challenges with managing health workers resulting in high numbers of industrial unrest in the public health workforce, Kiarnbu County Public Service Board has signed a Recognition Agreement with the Kenya National Union of Nurses, Kiambu Branch and has carried out the first phase in a three phase staff promotion exercise in the Health Services Department. This has helped to avert industrial unrest. Through Public Private Partnership (PPP). the County in conjunction with Intra-Health International embarked on a joint venture to Integrate Human Resource Information System (IHRIS) for devolved Health workers from Ministry of Health. Intra-Health provided the software and the manpower to scan all the files for health workers who were devolved to the County. The team also did data update of staff establishment in terms of total number of health workers from the national government in Kiambu County and Current station. The departments will use the template. to enter the data for the employees from the defunct local authority as well as the new employees The software is absolutely free. . 3.Human Resource Information System (SAP) The Board has had several meetings with Systems Application Programme (SAP) Consultants on a human resource information system that will enable the Board to manage effectively and efficiently human resource information. The arrangement to procure the software are at an advanced stage, Some of the functions in the software include; Recruitment based on onfine applications Personal data management Generate performance appraisal reports Talent management Human resource planning and analysis etc. 4.Performance Management System (World Bank) Through Public Private Partnership (PPP), Kianibu County in conjunction with World Bank introduced Performance Management System (PMS). This system monitors the performance of the Board as well as departments based on work plans. It highlights performance progression. Departments using the programme are expected to take remedial action timely and accordingly. Reports on progress made are posted monthly by the Efficiency Officers. At the onset of the programme, World Bank trained the Efficiency Officers on how to use the software. 5, Digital platform in the County to aid information flow within the Departments and with the Board. As mentioned above System Application Programme software will facilitate in this front once it is procured and operationalized. In the meantime, the County has created an email account for all employees. It is through this network that information flows within tile departments WEALTH DECLARATION The Public Officer Ethics Act (2003) provides 26. (1) Every public officer shall, once every two years prescribed by section 27, submit to the responsible Commission for the public officer a declaration of the income, assets and liabilities of himself, his spouse or spouses and his dependent children under the age of 18 years. In compliance to the above legal provision, the Board is undertaking an exercise for wealth declaration by public officers. Every employee of the County has been issued with a wealth . declaration form which they are required to complete and return duly executed. CHALLENGES In the course of carrying out its mandate, the Board has experienced certain challenged that have resulted into matters being filed in court for determination. COURTCASES CONCLUSION I wish on behalf of the Board and the Secretariat staff to record our appreciation to His Excellency the Governor for his unreserved recognition of the Board as an independent entity in the delivery of it's mandate. Secondly, The Assembly, The Executive and the entire workforce for the co- operation and harmonious working relationship mutually cultivated. In view of the fact that the devolution is a route no one has travelled before in Kenya, it cannot be over emphasized that its success can be more easily achieved through harnessing and concentrating of all stake holders in a united effort pulling in the same direction. Finally, I wish to commend members of the Board and the Secretariat for the undivided support and respect they have accorded me individually and collectively throughout the year, without which the degree of success in the delivery of the Board's mandate would not have been achieved. MR/846422 JUSTIN N. KIMANI, Chairnaln. SSF/496/15-16 FRANCIS W. WANGUSI, Dueclor-G ... rat.