Divisions

Functions

• Coordinate the implementation of legislation, policies, strategies, standards, regulations, rules, guidelines, programmes, plans, and norms related to human resource management and development;
• Provide advisory on human resource planning, management and development, succession management, staff benefits, health and safety and welfare schemes;
• Oversee national government staff who include: human resource management officers, office administrative cadre, clerical officers, drivers and support staff deployed in the counties;
• Provide secretarial services to Human Resource Management Advisory Committee (HRMAC), Employee Performance Management Committee (PMC) and the County Human Resource Advisory Committee (CHRAC);
• Provide guidance on employee relations and on compliance with statutory requirements on labour laws and other related statutes;
• Coordinate development and implementation of the human resource management and development budgeting processes;
• Coordinate the recruitment, placement and promotion processes of staff in the State Department;
• Oversee management and implementation of disciplinary procedures in the State Department;
• Ensure effective and efficient management and implementation of staff performance process;
• Coordinate training and development of staff in the State Department;
• Coordinate research, documentation and innovation on human resource management and development matters in the State Department;
• Spearhead development, maintenance and updating knowledge management repositories and skills audit and inventory for staff in the State Department for information sharing;
• Undertake employee satisfaction survey, training needs and training impact assessment in the State Department;
• Spearhead Business Process Re-engineering (BPR) in the division and in the State Department;
• Coordinate management and implementation of human resource information systems for the State Department;
• Coordinate compliance on values and principles of public service in the State Department;
• Spearhead the development, implementation and review of organizational structure, staffing and career guidelines for the State Department;
• Coordinate and spearhead payroll management and audit;
• Spearhead monitoring, evaluation and audit of human resource management and development activities and programmes;
• Oversee administration and compliance of the initial, Biennial Declaration of Income, Assets and Liabilities, and the Public Officers’ Code of Conduct and Ethics;
• Oversee implementation of internship and industrial attachment programs; and
• Management of exits from service process.

Functions

• Provide advisory services to the Accounting Officer and other stakeholders on all financial and accounting matters;
• Ensure proper interpretation and implementation of financial regulations and procedures in accordance with the PFM Act of 2012 and accounting standards;
• Develop supplementary financial regulations and procedures to enhance internal controls established through normal Treasury regulations and procedures;
• Provide quality and timely accounting services which includes maintenance of accurate accounting records;
• Prepare management reports including imprest and expenditure returns;
• Participate and advice in all Ministerial Committees especially tender, planning, audit, training among others;
• Maintain an inventory on all bank accounts in the Accounting Unit and their approved signatories including districts;
• Facilitate payments within the State Department by ensuring that there is adequate cash to enable payments as and when they fall due;
• Safe guarding Government Assets and records in the accounting unit;
• Prepare of statutory financial statements;
• Data capture, maintenance of primary records such as cashbooks, ledgers, vote books, registers and simple management reports;
• The safe custody of Government records and assets and accountable documents;
• Attend Parliamentary Accounts Committee hearings and maintaining and implementing status matrix reports on the Public Accounts Committee (PAC); and
• Periodic review of accounting systems and recommending necessary changes.

Functions

• Coordinate development, implementation and review of legislation, policies, strategies, standards, regulations, rules, guidelines, programmes, plans, and norms related to external affairs;
• Coordinate economic policy formulation, planning, implementation and review of strategies, policies and programmes in line with the State Department’s mandate;
• Ensure linkage between the national and sectoral policies, plans and budgets;
• Conduct pre-feasibility and feasibility studies;
• Coordinate reporting of the State Department’s Projects/programmes in the electronic National Integrated Monitoring and Evaluating System (e-NIMES);
• Conduct sector-specific economic analysis and research on topical and emerging socio-economic issues to inform policy formulation and planning;
• Coordinate implementation of international commitments, regional integration issues including Sustainable Development Goals (SDGs);
• Coordinate the development, implementation and review of the State Department’s Strategic Plan;
• Monitor, evaluate and report progress on all projects and programs of the State Department;
• Coordinate preparation of Annual Work Plans;
• Coordinate preparation of annual performance contracts;
• Undertake economic analysis of development projects and programmes implemented by the State Department;
• Monitor and evaluate performance contract targets for the State Department; and
• Ensure timely, efficient and effective implementation of programmes and projects.

Functions

• Provide legal advice and related services in accordance with the legal and regulatory frameworks;
• Negotiate, draft and ensure proper execution of legal documentation on State Departments operations;
• Spearhead legal aspects of contractual management and agreements;
• Monitor and ensure compliance with legal obligations and regulatory requirements;
• Liaise with relevant stakeholders on legal matters;
• Review legal documents in consultation with relevant stakeholders, where necessary;
• Keep safe custody of legal documents for the State Department; and
• Implementation of dispute resolution mechanisms including alternative dispute resolution.

Functions

• Coordinate all procurement and asset disposal activities in the State Department ensuring adherence to the Public Procurement and Assets Disposal Act and Regulations;
• Prepare consolidated procurement and asset disposal plans;
• Maintain and continually update standing lists of registered suppliers for the State Department;
• Prepare, publish and distribute procurement and disposal opportunities;
• Prepare and issue tender and asset disposal documents to eligible bidders to facilitate fair competition;
• Coordinate the receiving and opening of tender documents;
• Coordinate the evaluation and negotiation of bids;
• Propose the membership of relevant committees under the Public Procurement and Assets Disposal Act to the accounting officer for consideration and appointment;
• Carry out market surveys to inform the placing of orders or adjudication of award recommendations;
• Prepare professional opinions for the accounting officer’s approval/rejection of a procurement or asset disposal recommendation of award;
• Prepare and publish tender awards;
• Prepare and issue debriefing letters;
• Prepare contract documents in line with the award decision;
• Monitor contract management by user departments to ensure implementation of contracts in accordance with the terms and conditions of the contracts and prepare contract variations and modifications documents as need arises;
• Maintain and archive procurement and asset disposal documents and records for the required period;
• Provide information, as required, for any petition or investigation relating to procurement or asset disposal proceedings;
• Act as a secretariat to the evaluation, inspection and acceptance, and disposal committees;
• Ensure security of stores and maintain stock levels at optimum and economic levels;
• Conduct periodic and annual stock taking;
• Certify the invoices and vouchers to facilitate processing of payment to suppliers;
• Liaise with the National Treasury and the Public Procurement Regulatory Authority on matters related to procurement and asset disposal;
• Prepare and submit to the National Treasury and the Public Procurement Regulatory Authority reports required under the Act, Regulations and guidelines of the Authority;
• Recommend transfer of a procurement or asset disposal responsibility to another procuring entity when need arises; and
• Co-ordinate internal monitoring and evaluation of the supply chain function.

Director

Information and Communication Technologies (ICT) Division

John Kirwa

Functions

• Implement ICT policies, strategies, guidelines and standards;
• Spearhead the implementation of the e-Government strategy;
• Automate core services in the state Department;
• Provide hardware and software and maintain server functions;
• Coordinate development of the strategic plans, particularly in relation to information technology and communications systems, in support of the State Department mission and core objectives;
• Develop an annual plan and operating budget for ICT Division in the State Department and monitor the implementation;
• Direct the development and implementation of State Department-wide information and communications systems which provide all required support to company operations;
• Develop and introduce processes, procedures and systems, to ensure the cyber security and confidentiality of all company data and to provide protection against internal and external threats;
• Oversee the management of all data and information flows within the State Department to ensure that comprehensive and accurate management information is available as required;
• Provide the State Department with-wide source of expertise on information technology and communications to ensure that managers and staff have the best possible information for effective decision-making and accessing data;
• Develop and implement a comprehensive and effective help desk service to provide technical support to systems users; and
• Maintain an up-to-date knowledge of all developments relevant to information technology and cyber security and upgrade internal systems as necessary.

Functions

• Implement corporate communication policies, strategies, procedures and programmes;
• Initiate appropriate customer care strategies;
• Enhance a positive corporate image of the state department;
• Facilitate timely and accurate internal and external communication;
• Design relevant information education communication materials;
• Manage customer care, speech writing and events;
• Ensure free flow of information and proper feedback mechanisms;
• Propagate promotion of the State Department’s policies, programmes and projects;
• Enhance partnership with media; and
• Enhance transparency between the State Department and its stakeholders through information sharing and engagement.

Functions

• Review and evaluate budgetary performance, financial management, transparency and accountability mechanisms and processes in national government entities, including Parliament and Judiciary;
• Appraise the audit committee on the state of risk management, control and governance within the organization;
• Review the effectiveness of the financial and non-financial performance management systems of the entities;
• Determine the nature, scope and timing of audits;
• Enter all premises and have unrestricted access to and inspect all assets, documents and records;
• Audit all activities undertaken including the funds, operational activities, programs, projects, processes and systems;
• Obtain information and explanations as may be required from any officer;
• Track grants/loans to other Government agencies;
• Verify contracts awarded to or paid for and implemented by other agencies and have access to the institutions to inspect/verify all assets, documents and information systems as it relates to those contracts;
• Liaise Accounting Officer, heads of directorates and departments on risk-based planning, audit assignment execution, and response to audit issues raised.

Functions

• Provide psychosocial support to employees and their immediate family members;
• Liaise with the Directorate of Human Resource Management to provide alternative discipline process;
• Coordinate HIV and AIDS prevention and Management in the State Department;
• Coordinate Drug and Substance Abuse prevention and management in the State Department;
• Review and implement psychological counselling policies in the State Department;
• Manage and coordinate counselling services in the State Department;
• Facilitate corrective and rehabilitative psychological care and support services;
• Provide technical advice in counselling services in the state Department;
• Conduct research in employee wellness and mental health and disseminate findings;
• Capacity build employees in area of counselling;
• Monitor and evaluate implementation of counselling services in the State Department;
• Manage counselling records;
• Mainstream counselling services within the State Department;
• Facilitate provision of counsellor supervision to Counsellors within the State Department;
• Manage client referral to specialists;
• Provide client linkage with other service providers; and
• Prepare work-plans, budgets and reports on counselling services in the State Department.