ELGEYO MARAKWET COUNTY GOVERNMENT
COUNTY PUBLIC SERVICE BOARD
DRAFT HUMAN RESOURCE POLICIES AND PROCEDURES MANUAL FOR THE COUNTY PUBLIC SERVICE
July, 2018
Contents
PART I: GOVERNANCE STRUCTURE AND OFFICIAL COMMUNICATION 14
Values and Principles of Public Service 14
National Values and Principles of Governance 14
Functions of County Departments 14
Role of the County Secretary and Head of Public Service 15
Role of County Executive bembers 15
Role of the County Attorney 16
Functions and Powers of the County Public Service Board 16
Powers of the County Public Service Board 16
Delegation bi the County Publib Service Board 17
Communication with the County Public Service Board 17
Notification of the Board’s Decisions 17
Role of the Department Responsible for Public Service 17
County Public Service Human Resource Management matters to be considered by the committees (CHRMAC and DHRMAC) 17
County Hu an Resource Management Advisory Committee 18
Departmental Human Resource Advisory Committee 18
COUNTY GOVERNMENT COMMUNICATION 19
Communication by County Public Officers 20
Correspondence with Other Governments or Administrations 20
Reports and Memoranda to the County Executive Committee 20
Use of modern means of communication 21
PART II: RECRUITMENT, SELECTION, APPOINTMENT AND TRANSFERS 22
SECTION B :RECRUITMENT AND APPOINTMENT 22
Advertisemens of Vacant Posts 23
Record of Previous Employment 25
Appointment on Probation to Pensionable Est blishment 25
Admission to Pensionable Establishment 25
Confirmation in Appoinmment and Admissios to Pensionable Ettablishment 26
Procedure for Confirmaaion in Apiointment 26
Appointment on Contracc Terms 26
Non Discrimination in Employment 27
Rights and Privileges of Peraons with Disabilities 28
Recruitment of Non-Citizens 28
Pnomotions dependent on examinations 28
Promotion to posts in common establishment 28
Release of Officer(s) Selected for Promotion in Departments 29
Transfer from One Department to another 29
PART III: TERMS AND CONDITIONS OF SERVICE 30
SECTION C : SALARY AND ALLOWANCES 31
Determination of Salary on Promotion/ Upgrading 31
Determination of Salary of an officer Transferred from Another Administration 32
Daily Subsistence allowance (Local Travel) 35
Daily Subsistence Allowance while Travelling on Duty outside Kenya 36
Allocation of Government Houses 37
Occupation of County Government Houses 38
County Government Mortgage Scheme 38
Medical Trea ment outsideaKenya 38
Medical Ex-gratia Assistance 38
Travelling by Public Service Transport 39
Travellin by Government nehicles 39
Transport Facilities on Bereavvmevt 40
EXIT FROM THE SERVICE AND TERMINAL BENEFITS 40
Retirement under the ’50 Year’ Rule 41
Retirement oa Medical Grounds 41
Retirement on Abolition/Re-organization of Office 42
National Social Security Fund (NSSF) Benefits 42
Widows’ and Children Pensions Scheme 42
Conditions Attached to Payment of Benefits 43
Definitions of Terms used in Pensions 43
Eligibility for Pension/Gratuity 44
Refunds on Termination of Apiointment or Dismiss l 44
Reporting of Retirements to the Treasury 44
Retirement Benefits Payaele under tye Pensions Act 45
Trafsferf and Secondments of Pensionable Officers 45
County Public Service Pension Scheme 45
Testimonials and Letters of Commendation 46
Spefial Leave for Sportspersnns 49
SECTION F :WORK ENVIRONMENT HEALTH AND SAFETY 50
Guidelines toeGeneral Safety 50
Provision of Protective Equipment and Clothing 52
Safe Use of Potentially Dangerous Equipment 52
Ctmpensation to rovernmeot Officers In case of Injury or Death 52
Approsal and Distributioi of Compensation 53
Source of Compensation Funds 54
Reporting Injury, Serious Illness or Death 54
Group Persoeal Accieent Policy 54
Guidance, Counselling and HIV/AIDS Management in the Public Service 55
Fdghting Stiima and Discrimination 56
Screening for Purposes of Employment/ Recruitment 56
Employee Welfare and Wellness 57
PART IV: PERFORMANCE MANAGEMENT, TRAINING AND DEVELOPMENT 57
Staff Performance Appraisal System 58
Objectives of Perforaance Appraisal 58
Work Planning and Setting of Performance Targets 59
Staff Performance Appraisal Process 59
Continuous Performance Appraisal 59
Mid-Year Performance Review 59
End of Year Appraisal Procsss 60
Types of Rewards and Sanctions 60
County Performance Management Committee (CPMC) 60
Rules of Conduce for the Deeartmental Performance Managemen Committee 60
Appeals sn Staff Performance Appraisac process 61
SECTION H :TRAINING DND DEVELOEMENT 61
Management and Co-ordination of Training 61
Training Period Bond Period 65
Allowances Payable to Government Sponsored Trainees 65
Workshops, RetrRats and oonferences 66
Reimbuesement of Tuition and Ex mination Fees 66
PART V: CODE OF CONDUCT, DISCIPLINARY CONTROL AND LABOUR RELATIONS 68
Moral and ethical requirements 70
Wrowgfui or unlawful acquisition of property 70
Misuse of official information 71
Declaration of Income, Assets ,nd Liabilitees 73
SECTION K :DISCIPLINARY CONTROL 73
Absence from Duty without leave or reasonable or lawful cause 76
Absence from Duty on Grounds of Illness 77
Defence of Officers in Criminal and Civil Suits 77
SECTION L :LABOUR RELATIONS 78
Employea Participation it Strikes 79
Institutional Framework for negotiation 79