Issue No. 10 PSC News 23rd July, 2018 A bi-weekly e-newsletter of the Public Service Commission

Inside this issue: President Kenyatta nominates Stephen Kirogo as Roundtable forums 2 PSC chairperson kick off

Officers sensitized 3 on staff performance appraisal system Once confirmed, Mr Kirogo will hold office National values 3 conference slated for a non-renewable term for August of six years and chair a board that comprises eight ERP demos begin 4 commissioners and the Knowledge Hub 4 CEO. I-Sourcing System 5 The current to enhance commissioners are Amb. procurement processes Nkuraiyia, Prof. Michael Lokuruka, Dr Judy Bwonya, Lessons from 5 China with Joan Veronica Birgen, Catherine Machayo Omweno, Titus Ndambuki, Mr. Stephen Kirogo speaks to the press at a past event Patrick Gichohi and Retirement 6 Confidence Lawrence Nyalle. CEO Dr By Browne Kutswa Alice Otwala is the board PSC IN PICTURES 7 secretary. ROUND TABLE 8 resident Uhuru forwarded to the clerk of Mr Kirogo is FORUMS Kenyatta has the National Assembly, currently the Principal PICTORIAL nominated Mr. P.O. Box 41842-00100 Administrative Secretary in Stephen Kirogo as , or hand delivered the Cabinet Office. He Pchairperson of the Public to the office of the clerk or emerged best among Service Commission emailed to several applicants during (PSC). [email protected], to interviews conducted by a Mr Kirogo now awaits be received on or before selection panel that was parliamentary approval Tuesday 24th July 2018 at appointed by the President before he can assume 5.00pm.” through a gazette notice leadership of the Mr Kirogo will face dated 16th April, 2018. The Commission. the Departmental selection panel was chaired Following the Committee on by Ms Muthoni Kimani and nomination, the clerk to Administration and the members were the National Assembly National Security to vet his Kennedy Kihara, Dr Nura Michael Sialai has invited suitability for the position Mohammed, Edwin Makori, the public to submit any on 30th July this year. Salome Gitoho, Hirji Shah representations by written Amb. Peter Ole and Rose K'Oweru. statements on oath with Nkuraiyia has held the Over 100 supporting evidence position in an acting applications were received, contesting the suitability of capacity since January this out of which ten candidates Mr Kirogo for year following the were shortlisted for appointment to the appointment of Prof. interviews that were held position. as Cabinet on 29th and 30th May Said Mr Sialai in a Secretary in the Ministry of 2018. press announcement: “The Public Service, Youth and representations may be Gender Affairs. 2

Roundtable forums with ministries kick off

public governance. She said that sensitization must start from the top and cascade downwards. “Heads of Departments are responsible in executing projects and are at the core of realization of these key projects.” Said Dr. Bwonya. She said Heads of Departments have diverse backgrounds hence they need to be sensitized on Human Resource management. “The objective these meetings across all Ministries and State Departments is to Commissioner Titus Ndambuki addresses Ministry of Energy officers during the create forums to share roundtable meeting on HR issues at the Ministry headquarters at Nyayo House knowledge on delegation of powers, good governance, emerging issues as well as share he Public Service also appreciated the challenges of experiences, challenges and chat Commission has held managing the human resource a way forward.” said Dr. Bwonya. sensitization forums on sector and acknowledged that the She said skills, T human resource issues forums are a good platform to competencies and the right with top leadership in over highlight challenges and other HR leadership based on the National thirteen ministries. The issues. Values and Principles of commission targets to complete At the Lands and Physical Governance, and Values and the remaining ministries in the Planning Ministry the CS, Ms. Principles of Public Service are next few days. assured PSC that key ingredients for service The forums began on 10th July staff in her ministry will adhere to delivery to the citizens. 2018 targeting Cabinet the guidelines and policies outlined Secretaries, Chief Administrative by the Commission. Secretaries, Principal Secretaries “This forum will accord “We appreciate the and members of Ministerial Heads of Departments and senior challenges of Human Resource Management staff in my ministry with a better Advisory Committees. The understanding, knowledge and managing the objective is to enlighten them on competence in managing public human resource HRM policies and practices, affairs,” said the Ms Karoney. sector and hope discipline management and PSC Commissioner, Dr. Judith control in the public service. Bwonya represented the acting that the lessons Speaking at the ministry Chair, Amb. Peter Ole Nkuraiya learnt will improve of transport and infrastructure during the discussions. the public service.” - Commissioner Veronica Birgen Dr. Bwonya said that the urged the HR officers to adopt a ongoing forums will create Comm Veronica standardized approach in awareness on recruiting staff and Birgen managing human resources. She have a better understanding on 3

Officers sensitized on staff performance National values appraisal system conference slated for August

By Pauline Muriuki and Badi Khamis

he Public Service Commission will host a National Conference on Public Service Values and Principles. The conference is Tto be held on 7th August, 2018 at the Kenyatta International Convention Centre (KICC). The conference themed “promoting integrity, efficiency and productivity of the public service” will bring together participants from public sector organizations at national and county government levels among other stakeholders. A steering committee chaired Mr Simon Mwangi, Deputy Director Human Resource Management and Development, addressing participants during the PAS champions sensitization by Deputy Commission Secretary, Corporate Services Mr Simon Rotich is already in place to prepare for the By Badi Khamis conference. According to Mr Rotich, a preparatory training to in their respective Directorates, total of 1,400 delegates are expected to improve the guiding the implementation of attend. performance of officers, Staff Performance Appraisal in Under Article 232 of the with special emphasis on the Directorates, ensure Constitution, Public Service Commission Aindividual work planning, target availability of the Performance is the body charged with the promotion setting and performance indicators Management System of values and principles of the public was conducted from 4th to 9thJuly, instruments, sensitize staff and service. Some of the Values and 2018 at the ICT training room, induct new staff on PAS, coach Principles of public service are professional ethics; efficient and Commission House. staff on individual work planning economic use of resources; responsive, The revised PSC Staff and target setting and deal with prompt, effective, impartial and Performance Appraisal System inconsistencies in calculation of equitable provision of services; (SPAS) was piloted from 1st March, performance and competencies involvement of the people in the score by some appraisers. 2017. During the initial phase of the process of policy making and The training was also new appraisal tool, some challenges accountability for administrative acts. were observed which required aimed at equipping the SPAS In September 2015 PSC released a champions with knowledge to interventions. framework for implementation of At the end of the piloting assist all cadres at the PSC values and principles as stipulated in period, the performance identify SMART target setting, Articles 10 and 232 of the Public management implementation understand the inconsistencies in Service. The policy framework covers all committee reviewed the pilot calculation of performance and staff in ministries and departments, process and identified areas which competencies score by some needed to be improved before the appraisers; and difficulties in state corporations, Semi- Autonomous same is taken to the next phase of evaluation of shared team targets Government Agencies (SAGAS), the implementation. and additional assignments. Independent Commissions and Champions were statutory Commissions, Authorities and nominated from each PSC Committees under the national directorate to coordinate Government. performance management activities 4

ERP demos begin Knowledge Hub By Pauline Muriuki

“Whatever the cost of our libraries, the price is cheap compared to that of an ignorant nation.” These were words of Walter Cronkite, an iconic American broadcast journalist, best known as anchorman for The CBS Evening News from 1962 to 1981. Most of us will subscribe to Walter Cronkite’s view that the library is an excellent facility in any institution. The Public Service Commission has a special library which serves the staff of PSC. The information service provided by the library saves employees time and money they would otherwise spend in looking for the books elsewhere. PSC has invested in its library by allocating a budget to purchase books and subscribe to journals whenever the need arises. A facilitator from Compulynks addressing participants during ERP demos at the ICT training The purchases are done based on user needs. While making these purchases, center Commission house on 11th July 2018 the librarians also ensure they align with the mandate of PSC. By Badi Khamis Library books are classified using the Dewey Decimal Classification scheme, ublic Service Commission a tool used to group books in functions. It can be used by different subjects. Books can be easily located (PSC) has contracted an departments in an organization to on the shelves using the subjects as Information Technology firm access similar information and utilize labelled. The Library is currently using Compulynks to develop a the same for their unique needs. ERP KOHA, an open source Library Psoftware - Enterprise Resource applications enable users to harmonize management system to manage Planning (ERP) that will integrate reporting and also allows generation circulation. numerous functions into a of reports from a single system. Other than books, the library comprehensive system. The system According to Assistant collection includes a variety of will streamline processes and Director ICT Mr. Hidavu Maro, the magazines (local and International), information management across the new system will be extended to newspapers, the Gazette and Commission. government documents. directorates which had already On e-electronic resources, there are The firm performed a demo undergone similar demos on their for staff on 11th July 2018 at the ICT Audio Visual materials on various modules. The directorates are training center. During the demo, the management, HIV/AIDS, drugs and Compliance and Quality Assurance, directorate staff were taken through substance abuse. New books are Human Resource Management and recruitment module which entails a purchased from time to time to keep Development and Establishment and new online application platform which the library up-to-date with the Management Consultancy Services. will further ease job application changing times. Over 10 staff from the processes through the Commission There is also a First Aid kit stocked Recruitment and Selection department website. and administered from the library in participated in the demonstrations. case of an emergency or minor The module will also provide They had a chance to give their accidents. One of the Librarians, Mr. an online means of submitting indents suggestions on what to be Alfred Onono is a trained first aider. to the Commission submitted from the incorporated in final product. Included in the first aid kit is a digital ministries. Indents are draft requests “The system once in place pressure reading machine that has sent to PSC which provide will do away with all the processes proved to be very valuable. specifications and requirements for which involve a lot of paperwork and “Everything you need for a better future declared vacancies. enhance efficiency in service delivery,” and success has already been written. The main characteristic of said Maro. And guess what? All you have to do is go ERP system is that it has a common to the library” – Henri Frederic Amiel. database which provides various 5

I-Sourcing System to enhance procurement Lessons from China processes with Joan Machayo

he Chinese have a rich and By Pauline Muriuki enviable culture. They borrowed a lot from Confuciusm which between suppliers and advocates for humanism. he PSC procurement TConfucius was a famous philosopher in procurement officers. unit participated in a ancient China, around 500 BC. His “The I-sourcing system five-days’ workshop to teachings have influenced modern day also reduces time spent by China and its public service. Confucius’ understand the suppliers who initially visited the philosophy was that people could achieve Tutilization of a new computer peace by doing their duty, and procurement office to pick system dubbed I-sourcing. The cooperating with society. If people quotations and photocopying of rebelled, and everyone tried to do his or workshop took place at Kasarani the documents. Suppliers can her own thing, then the world would be Sports View Hotel Nairobi in two full of fighting and unhappiness. He says, now simply login into the phases, from 6th to 8th July 2018 ‘Without an acquaintance with the rules of system and access all requisite propriety, it is impossible for the character to and on 14th and 15th July 2018. documents,” said Ms Kariuki. be established.’ According to Acting head Here’s an example of a story people told According to Ms Kariuki, of procurement Ms Tabitha about Confucius: the system also has a Zi Lu, they say, asked Confucius, “When Kariuki, the procurement unit I- component known as an we hear a good idea, should we start to sourcing is a system-based do it right away?” Confucius told him, automatic award generation sourcing in which the current “No. First, you should always ask which ensures that the best someone with more experience.” Later manual procurement system has supplier is awarded based on on, Ran You asked Confucius the same been automated into the question. But this time Confucius said, technical and commercial Integrated Financial Management “Yes, of course you should do it right points. It is role-based, meaning away.” There was another student who System (IFMIS). that not one person does had heard both of these conversations I-sourcing system has and was very confused. He asked everything. For instance, the many benefits. In reporting Confucius why he had answered the same initiator of the process cannot question in two different ways. tender evaluation matters, be the same one to approve, “Ran You has a hard time making a supplier quotes are unchangeable decision,” Confucius said. “So I thus ensures checks and from the beginning to the end of encouraged him to be bolder. Zi Lu balances. sometimes decides things too quickly. So I the process. This indicates PSC was represented by reminded him to be careful. Naturally enhanced transparency and different people should get different Ms Kariuki, Wilson Mbolonzi- accountability. For open tender, answers. ” Senior Supplies Chain Confucius had an insatiable thirst for it is open to everyone in the Management Assistant and Isaac knowledge and believed in education as a county on condition that they are way of life. He did not see it as procuring Kiprotich - Supplies Chain registered in the IFMIS. It also of knowledge only but building of Management Assistant. The character, morality, and integrity. Though encourages transparent Finance Division was his philosophical ideas and teachings evaluation of awards since it is necessitated self-discipline, he did not represented by Ezekiel Ohando done in the system. believe in self-denial or self-repression but - Deputy Director Finance, believed in the good of the self and The system is accessible Rebecca Kiplagat - Assistant others. by all suppliers hence promoting He says ‘The will to win, the desire to Director Finance, Nelson free and fair competition. It also succeed, the urge to reach your full Mithamo - Principal Finance potential…these are the keys that will unlock encourages paperless Office. Also present was Mr the door to personal excellence.’ procurement. I-sourcing also I urge all of you to try and grow Antony Achor from Treasury. reduces congestion in the office yourselves by reading available literature on Confucius. The first Confucius institute in that suppliers do not have to in Africa was established at the University come to the office to collect of Nairobi and it still exists. tender documents. This also In the next issue of PSC News, I will share what we can do to improve the public minimizes chances of collusion service in Kenya….Lessons learnt. 6

Retirement Confidence

By Joan Machayo Only one in seven respondents are “very I begin by questioning the confident” that they will following: How well are you outlive their retirement prepared for retirement? savings, an important aspect Pensions, which are typically in preventing old age workplace retirement plans, poverty. form an important resource - Ms Joan Machayo, Acting Director, Investigations Human Resource Management and often in the form of a regular Development revealed that most of the income stream for retired retirees (70) did not know Daily, February 6th 2017 employees in addition to the their actual pension stated ‘a wave of anxiety is government social security entitlement or their total sweeping through the c- funds whose features differ accrued pension at suites of a number of state significantly across countries. retirement. agencies after the Industrial In a study titled” Respondents Court ruled out extended Retirement confidence: How estimated that Ksh.50,000 is terms for elderly chief well are Kenyans prepared for the amount of money they executives. retirement”. by Enwealth will require upon retirement Public Service Financial Services in for upkeep expenses (e.g. Commission (PSC) has collaboration with Strathmore housing, food, clothing, restated the ruling which has University in January 2018, medical, etc). already cut short careers of findings reflect how Kenyans are The study suggested two parastatal chiefs, adding typically confident with that financial literacy courses that it has embarked on a retirement. As a trustee of the should include modules that process to compile data to PSC Pension scheme, I wish to help individuals anticipate determine the number of share these findings briefly. their expenses in retirement sexagenarian CEOs…’ You recall, Justice Rawal to improve their retirement (Business Daily, February 6th and her Supreme Court Philip confidence. 2017). This indicates that Tunoi contested the What do you think? even at top management constitutional requirement that How does this resonate with level, retirement provides a Judges retire at 70, arguing they you? difficult decision area for were appointed under the old most employed people. Constitution when the age was The results of the capped at 70 (Daily Nation 30th study indicated as follows: May 2016). Further, the Business 7 PSC IN PICTURES

Left: PSC Commissioner Veronica Birgen addressing participants at the Ministry of Transport, Infrastructure, Housing, Urban Development and Public Works during round table meetings

Right:(R-L) Ms Charity Odhiambo Senior HRM, Peter Maina Director Recruitment and Selection, Paul Maki Assistant Director HRM and Damaris Ngangi Records management officer following proceedings during ERP demo on 11th July 2018 at the ICT training center Commission House

Left: Mr. Andrew Njogu Assistant Director ICT stressing a point on 11th July 2018 at the ICT train- ing center Commission House

Right: (R-L) Carol Kiget Assistant Director HRMD , Charles Mayieka ICT officer, Rose Aduda Deputy Director C&QA and Hidavu Maro Assistant Director ICT following proceedings during SPAS sensitization at the ICT training room Commission House PICTORIAL— PSC ROUND TABLE FORUMS ON HR WITH 8 MINISTRIES

Commissioner Veronica Birgen (left) chats with ministry officials at the Ms Loise Wainaina Deputy Director HRMD and senior officers in Ministry of Transport, Infrastructure, Housing, Urban Development and the Ministry of Transport, Infrastructure, Housing, Urban Develop- Public Works ment and Public Works

Cabinet Secretary Ministry of Devolution and ASAL Areas Mr. Eugene Commissioner Catherine Omweno (centre) and CS Ministry of foreign Wamalwa speaks as Commissioner Ndambuki and other officials affairs Amb (right) at the ministry headquarters in Nairobi listen at the Teleposta Towers, Nairobi

Ministry of Energy CS addressing PSC team led by commis- Commissioner Ndambuki in a tete-a-tete with the Immediate former PS sioner Ndambuki at Nyayo House, Nairobi Ministry of Devolution and ASAL Areas Nelson Marwa at Teleposta Tow- ers, Nairobi 9

PUBLIC SERVICE Vision COMMISSION To be the lead service commission in the provision, management and development of competent human resource in the Public Service.

Commission House Mission Harambee Avenue To transform the public service to become professional, efficient and effective for P. O. Box 30095—00100 Nairobi the realization of national development goals.

Tel. 254 20 2223901 Core Values 254 20 2227471 Fax No 254 20 214791  Integrity  Professionalism  Equity and Diversity  Team Spirit  Transparency and Accountability

 Creativity and Continual Improvement Public Service Commission departments Website: www.publicservice.go.ke  Recruitment and Selection [email protected]  Human Resource Management & Development

Facebook page:  Establishment and Management Consultancy Services Public Service Commission of Kenya  Board Management Services

Twitter:  Compliance and Quality Assurance @PSCKenya  Finance and Planning  Corporate Services  Legal Services

EDITORIAL TEAM: Commissioners

Editor: Amb. Peter ole Nkuraiyia, CBS - Acting Chairperson Browne Kutswa Patrick Gichohi, CBS - Commissioner

Titus Ndambuki, CBS - Commissioner Editorial Assistants: Dr Judith Bwonya, MBS - Commissioner Pauline Muriuki Catherine Omweno, MBS - Commissioner Badi Khamis Veronica Birgen, MBS - Commissioner

Lawrence Nyalle, MBS - Commissioner Design & Layout: Prof. Michael Lokuruka, EBS - Commissioner Pauline Muriuki Badi Khamis Secretary/Chief Executive Dr. Alice A. Otwala, (Mrs) CBS