The State Department comprises of the following three directorates;
A. Devolution and Intergovernmental Relations
Functions of the division entail:
- Coordination of development and implementation of Policies, laws and regulations to support implementation of devolution.
- Monitoring and evaluation of the implementation of devolution
- Facilitating function analysis, unbundling, costing and transfer of functions between the two levels of government.
- Developing and Managing a framework for the performance of concurrent functions
- Developing, and managing of systems and processes on intervention in county management
Functions of the division entail:
- Facilitating the work of the Summit
- Coordinating and strengthening relations between institutions implementing the devolved system of government
- Establishing and managing intergovernmental relation structures
- Developing and managing a framework for agreements between national and county governments on matters of mutual interest;
- Strengthening bilateral consultation and joint intervention mechanisms between the national government and individual county governments
- Establishing and managing of alternative dispute resolution mechanisms
The department works under the following forums to execute its functions;-
Intergovernmental Consultative Sectoral Forum
Section 13 (2) of the Intergovernmental relations Act 2012 empowers Cabinet Secretary to constitute intergovernmental consultative fora on sectoral issues of common interest to the national and county governments. The following fora have so far been established and operationalized.
- Industry, Trade and Cooperatives
- Information Communication and Technology
- Devolution and Planning
- Sports, Culture and the Arts
- East African Community (EAC) Labour and Social Protection
- Transport, Infrastructure, Housing and Urban Development
- Environment & Natural Resources
- Water and Irrigation
- Lands and Physical Planning
- Energy and Petroleum
- Agriculture, Livestock and Fisheries
- Public Service and Youth Affairs
- Gender Affairs
- The National Treasury
National and County Government Coordinating Summit
The National and County Government Co-ordinating Summit is the apex body for intergovernmental relations. It is composed of the President who is the chair or in his absence the Deputy President, and governors of the forty-seven counties. The chairperson of the Council of the Council of governors is the vice chairperson of the Summit. It provides a forum for consultation and co-operation between the national and county governments.
Intergovernmental Budget and Economic Council (IBEC)
The Intergovernmental Budget and Economic Council comprise of the Deputy President who is the Chairperson, the Cabinet Secretary National Treasury, a representative of the Parliamentary Service Commission, a representative of the Judicial Service Commission, the Chairperson of the Commission on Revenue Allocation, the Chairperson of the Council of County Governors, every County Executive Committee member for finance, the Cabinet Secretary for intergovernmental relations. The purpose of the Council is to provide a forum for consultation and cooperation between the national government and county governments on the contents of the Budget Policy Statement, the Budget Review and Outlook Paper and the Medium-Term Debt Management Strategy. 2) Nothing in this section may be construed as precluding a Cabinet Secretary from convening consultative fora on sectoral issues of common interest to the national and county governments
Council of County Governors (COG)
The Council of County Governors (COG) is a non-partisan organization established under Section 19 of the Intergovernmental Relations Act (IGRA 2012). The Council of Governors comprises of the Governors of the forty-seven Counties. main functions are the promotion of visionary leadership; sharing of best practices and; offer a collective voice on policy issues; promote inter – county consultations; encourage and initiate information sharing on the performance of County Governments with regard to the execution of their functions; collective consultation on matters of interest to County Governments
COG provides a mechanism for consultation amongst County Governments, share information on performance of the counties in execution of their functions, facilitate capacity building for Governors, and consider reports from other intergovernmental forums on national and county interests amongst other functions (Section 20)
Intergovernmental Relations Technical Committee (IGRTC)
The Intergovernmental Relations Technical Committee (IGTRC) is a body formed by an act of parliament to establish a framework for consultation and co-operation between the National and County Governments and amongst county governments. This is the body that was further mandated to take over the residual functions of the Transition Authority as envisaged under section 12 (b) of the IGRTC Act. The core functions of the IGRTCC are outlined in Section 12 of the Intergovernmental Relations Act 2012 (IGRA) as follows:
- The Committee is responsible for the day to day administration of the Summit and Council of Governors (CoG) by facilitating the activities of the Summit and Council of Governors and implementing their decisions.
- Convening a meeting of the forty seven County Secretaries within 30 days preceding every Summit meeting.
- Any other function as may be conferred on it by the Summit, the Council, the Intergovernmental Relations Act or any other legislation.
Functions of the division entail:
- Assessing and reporting on the performance of county governments and support requirements
- Collecting information of county performance and on best practices in resolving performance problems
- Assisting county governments identify performance problems and potential solutions
- Preparing recovery plans to build the capacity of the county governments where the county is unable to or has difficulty in performing its functions,
- Providing fiscal support to the county governments in collaboration and consultation with the National Treasury
- Developing, establishing and supporting national frameworks strategies that promote effective Public participation and informed citizenry
- Developing, and supporting knowledge sharing platforms
- Developing and managing capacity building Frameworks , Guidelines and Service delivery Tools
B. Special Programmes
The section provides relief assistance to emergency/disaster and drought affected persons in the Country. Relief assistance is primarily in form of food and non-food items. Drought affected persons are mainly from 29 ASALs Counties and are provided with relief food assistance monthly. The target number of the affected people in the Counties is informed by Short rains assessment and long rains assessment which are done annually. The most recent assessment report released in August 2018 indicate that approximately ksh. 1.066 million people require food assistance in the ASALs.
The guidelines for management of relief food distribution facilitates information sharing and distribution of relief assistance which is done in collaboration with the National Government Officers in Counties and Sub Counties who receive and distribute relief assistance.
The functions of the section are:
- Mitigation of the effects of drought through provision of relief food assistance to affected groups;
- Provision of food and non-food items to persons in emergency situations and those affected by disasters.
- Co-ordinating various stakeholders who respond to drought and emergencies through a steering group – Kenya Food Security Steering Group;
- Strengthening of relief and humanitarian response in order to improve resilience of vulnerable groups and communities;
- Strengthen linkages and coordination with local, regional and international institutions dealing with humanitarian response and rehabilitation;
- Formulation of Legal Frameworks, policies and guidelines for relief and humanitarian activities;
- Monitoring relief food activities in the field;
- Cash Transfers to persons affected by drought in lieu of relief food.
The Treasury allocates funds used for procuring relief supplies (food and non-food items) as well as cash transfers to beneficiaries of relief assistance at an estimated budget of Ksh. 7.4 billion annually.
The department also receives relief donations from various Countries, Embassies, and Private institutions during emergencies/disasters and drought. The most recent donation being rice from China.
Financial assistance inform of logistical support has also been received from USAID through World Food Programme during the implementation of drought relief cash transfer (Chakula kwa Jamii).
The department works closely with different sectors in humanitarian response. These includes Government Ministries, Non-Governmental Organizations, the private sector, Embassies and UN agencies-the World Food Programme. The various partnerships provide a platform for information sharing, Technical and financial assistance.
Relief Cash Transfer Programme – Chakula kwa Jamii
The Government used cash transfer strategy in humanitarian response for the first time in 2017, when drought was declared a National Disaster. The aim was to allow the food insecure people to make their own choices as they buy their own food, thereby allowing them dignity as you provide relief assistance.
The programme covered 13 Counties in ASALs, benefitting about 244,401 households worth approximately Kshs.2 billion. Whereby each household/beneficiary received Ksh.3,049 in arid Counties while those in semi-arid received Ksh.2,327 per month for three months in FY 2017/18. Mobile money was used as the quickest mode of transfer to reach the beneficiaries in good time since the situation was emergency in nature. As a result, no lives were lost to drought during this period and the benefits of the cash transfer were far reaching with beneficiaries not only buying their own food but also engaging in activities geared towards building their resilience.
The department is playing a role in observing the national values on equality and human rights through:
- Provision of relief food to populations affected by drought based on their needs
- Providing relief food to hunger stricken populations in order to prevent loss of lives
C. Administration and Support Services
Roles of the accounts unit is to :-
- Undertake overall management of financial resources;
- Prepare financial and accounting reports such as imprest and expenditure returns;
- Collate financial estimates;
- Undertake financial and accounts analysis;
- Extract and provide cash liquidity analysis;
- Receipt all monies due and payable to government;
- Undertake cost and management accounting;
- Prepare and timely submit statutory and management financial reports; and
- Ensure effective Cash Management.
The roles of the finance unit is to :-
- Advise on all financial policies as well as ensure sound accounting principles and controls are applied to all financial transactions;
- Interpret financial policies on budgeting and accounting methods;
- Prepare expenditure and Authority to Incur Expenditure (AIE) funding returns;
- Provide guidance, control and management of expenditure;
- Coordinate preparation of budgets; and
- Undertake resource bidding for the State Department.
The roles of the Human Resources Management and Development department is to :-
- Provide strategic direction in the management of an effective, efficient and professional Human Resource (HR);
- Interpret and implement human resource policies, procedures and systems;
- Manage industrial relations;
- Coordinate recruitment, appointment, promotions and remuneration processes;
- Manage staff separations and processing of terminal benefits;
- Budget for personnel emoluments;
- Manage employee relations;
- Coordinate and manage staff welfare;
- Coordinate performance management and incentive systems;
- Manage staff training and development programmes;
- Automate human resources and administration records;
- Update, maintain and safeguard Human resource records;
- Carry out staff sensitization on HIV/AIDS, substance and drug abuse;
- Mainstream gender and disability issues; and
- Promote organization learning and development.
The role of the Central Planning and Project Monitoring Unit (CPPMU) is to: –
- Coordinate the planning function;
- Coordinate development of Strategic Plans and Annual Work Plans;
- Coordinate project prioritization for Medium Term Expenditure Framework (MTEF);
- Prepare Departmental Public Expenditure Reviews (PERs);
- Track implementation of Programmes/projects and prepare quarterly and annual project analytic reports;
- Prepare and Coordinate signing of Performance Contracts as well as their execution;
- Coordinate preparation of quarterly and annual performance Contract and M & E reports;
- Support preparation of MTEF budget in conjunction with Finance Department;
- Carry out policy analysis and prepare policy briefs on various technical issues; and
- Provide support on operational research to the technical departments.
The role of Supply Chain Management Unit is to: –
- Guide the interpretation and implementation of the Public Procurement Assets and Disposal Act of 2015 (PPADA, 2015);
- Implement and monitor standard operating procedures to ensure that they are in conformity with the PPADA, 2015;
- Coordinate preparation and execution of Annual Procurement Plan;
- Compile requirements for tendering and quotations;
- Design stores coding systems;
- Prepare contracts for supply of goods and provision of services;
- Prepare board of survey plans and organize meetings for disposal of unserviceable, obsolete and surplus assets;
- Provide secretariat services for evaluation Committees;
- Inspect stores and works;
- Carry out market research and advise on the effect of market forces;
- Prepare periodic reports for submissions to the PPDA; and
- Prepare asset disposal plans and coordinate the actual disposal.
Roles of the legal Unit is to:-
- Manage litigations and advice on procedures and legal requirements on legal matters relating to property management, staff discipline and any other issues that may attract litigation;
- Advise on corporate governance;
- Advise on legal and regulatory matters;
- Coordinate on issuance of legal undertakings;
- Monitor compliance with the legal regulatory framework;
- Participate in design and implementation of local agreements, international documents and contracts;
- Ensure safe custody of collateral, chattels and other organization properties;
- Advise on negotiations on corporate deals;
- Liaise with external lawyers and other legal bodies; and
- Carry out research and prepare detailed legal opinions on matters relating to legal notices, interpret and advice on other related laws.
The roles Public Communication Unit is to :-
- Develop appropriate public communication strategies;
- Prepare information, education and communication materials (IEC);
- Undertake media liaison and media monitoring;
- Provide interface between the State Department and other stakeholders/stakeholder engagement;
- Initiate and implement corporate public relation programmes;
- Coordinate preparation of official speeches;
- Coordinate and develop communication materials i.e. newsletter;
- Coordinate Crisis communication;
- Undertake advocacy for programmes;
- Enhance online presence (Website management, twitter, face-book and WhatsApp);
- Increase understanding and awareness of the State Department and its activities; and
- Provide support to technical departments on communication matters.
The roles of Record Management Unit is to:-
- Identify, classify, store, secure, retrieve, track and preserve records;
- Systematically control the creation, receipt, maintenance, use and disposition of records;
- Capture and maintain evidence of transactions in form of records; and
- Manage evidence of activities as well as mitigate against risk.
The roles of the internal audit department are:-
- Carry out independent tests and assessment of compliance with policies, procedures and regulations;
- Ensure adequacy of internal controls and adherence to set standards;
- Undertake procedural audit to assure effectiveness of existing internal control systems;
- Audit all payments made to ensure compliance with budgetary provisions, policies and procedures;
- Implement audit plans and programs;
- Prepare audit reports for review by the external auditors;
- Carry out technical audits of projects and programmes to ensure compliance with set standards;
- Audit assets and accounting systems to ascertain efficiency and effectiveness;
- Verify statutory reports;
- Compare records with physical assets;
- Ensure reliability of financial reporting;
- Evaluate costs and benefits; and
- Document and analyze processes and costs.
The roles of the ICT department are:-
- Spearhead implementation of policies and strategies on Information Communication Technology;
- Record and verify data on Information Communication Technology facilities for purposes of accountability, inventory control and maintenance as per procedure manuals;
- Prepare routine operations/maintenance and reports on performance of computer hardware and software;
- Convert data to Information Communication Technology system formats;
- Administer servers/internet;
- Study and develop operational procedures and sequences for software development;
- Provide technical advice to Information Communication Technology users;
- Manage vendors and network security;
- Safeguard integrity/security of information and ensure data recovery;
- Manage Information Communication Technology training programmes;
- Develop and implement Information Communication Technology standards; and
- Design, administer and maintain Information Communication Technology and telecommunication projects.
The role of the Telephone Service function is to provide efficient telephone communication linkages to facilitate transaction of business for efficient and effective service delivery. Specifically, the function involves provision of telephone services to State Department and includes the following:
- Telephone Exchange Operation: This entails operating telephone switchboards; routine testing of PABX equipment and telephone exchange lines; preparation and maintenance of records and other clerical work in the telephone exchanges.
- Telephone Exchange Supervision: This entails supervision of telephone exchanges; organizing and management of staff; maintenance of telephone exchanges and ensuring cost effective utilization of the telephone facilities; liaising with other relevant organizations on procurement and installation of telephone equipment/facilities, and telephone spare parts/accessories; and payment of telephone bills.
- Telephone Service Management : This involves overall management of the Government Telephone Service and is restricted at the Ministry of State for Public Service.
Specifically, the Function entails staffing; monitoring and inspection of telephone exchanges; training and development of telephone personnel; collection and evaluation of telephone traffic and human resource data on the existing telephone facilities; and advising on acquisition, installation and utilization of telephone facilities.