Kaiyi - Public Service Commission HR Policies and Procedures Manual (EN)

REPUBLIC OF KENYA PUBLIC SERVICE COMMISSION Human Resource Policies and Procedures Manual for the Public Service 2023 PRINTED BY THE GOVERNMENT PRINTER, NAIROB

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TABLE OF CONTENTS DEFINITION OF TERMS .............................................. xiii SECTION A ................................................................... 1 INSTITUTIONAL FRAMEWORK ....................................... 1 Values and Principles of Public Service ............................ 1 National Values and Principles of Governance .................. 2 Functions of State Departments ...................................... 3 Role of the Chief of Staff and Head of Public Service ........ 3 Role of Cabinet Secretaries ............................................. 3 Role of Principal Secretaries ...........................................

4 Role of the Attorney General .......................................... 5 Functions and Powers of the Public Service Commission .................................................................. 5 Communication with the Public Service Commission ......... 6 Notification of the Commission’s Decisions ....................... 7 Role of the Ministry Responsible for Public Service ........... 7 Ministerial Human Resource Management Advisory and Ministerial Performance Management Committees ................................................................... 7 PART II: RECRUITMENT, SELECTION, APPOINTMENT AND TRANSFERS .........................................................

21 SECTION B ................................................................. 21 Introduction ................................................................ 21 RECRUITMENT AND APPOINTMENT .............................. 21 Human Resource Plans ................................................ 21 Reporting of Vacancies ................................................ 22 Advertisement of Vacant Posts ..................................... 22 Recruitment ................................................................ 23 Application for Employment .......................................... 23

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Offer of Appointment ................................................... 23 Categories of Appointment ........................................... 23 Appointment Procedures .............................................. 23 Letters of Appointment ................................................ 24 Date of Appointment .................................................... 24 Appointment documents .............................................. 24 Next of Kin .................................................................. 25 Record of Previous Employment ................................... 25 Medical Examination ....................................................

26 Appointment on Probation to Pensionable Establishment .............................................................. 26 Admission to Pensionable Establishment ........................ 27 Confirmation in Appointment and Admission to Pensionable Establishment ........................................... 28 Procedure for Confirmation in Appointment ................... 28 Appointment on Contract Terms ................................... 29 Re-designation ............................................................ 30 Non Discrimination in Employment ................................ 31 Rights and Privileges of Persons with Disabilities ............

32 Recruitment of Non-Citizens ......................................... 32 PROMOTIONS ............................................................. 33 Dates of Promotion ...................................................... 34 Seniority ..................................................................... 35 Release of Officer(s) Selected for Promotion in State Departments ............................................................... 35 Transfer from One State Department to another ............ 36 Transfer of Service ...................................................... 37 Secondment ................................................................ 37 PART III:

TERMS AND CONDITIONS OF SERVICE .......... 41

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SECTION C ................................................................................. 41 SALARY AND ALLOWANCES ......................................... 41 Payment of Salary ....................................................... 41 Salary Structure .......................................................... 42 Annual Incremental Dates ............................................ 43 Determination of Salary on Promotion/ Upgrading .......... 43 Determination of Salary of an officer Transferred from Another Administration ......................................... 45 Advance of Salary ........................................................

45 Allowances .................................................................. 46 House Allowance ......................................................... 46 Commuter Allowance ................................................... 47 Hardship Allowance ..................................................... 47 Leave Allowance .......................................................... 47 Entertainment Allowance .............................................. 47 Extraneous Allowance .................................................. 48 Acting Allowance ......................................................... 48 Special Duty Allowance ................................................

50 Daily Subsistence allowance (Local Travel) .................... 51 Meal Allowance ........................................................... 52 Daily Subsistence Allowance while Travelling on Duty Outside Kenya ............................................................. 52 Overtime Allowance ..................................................... 53 Transfer Allowance ...................................................... 53 Field Allowance ........................................................... 54 Baggage Allowance ...................................................... 54 Other Allowances .........................................................

55 SECTION D ................................................................. 57 BENEFITS ................................................................... 57 Introduction ................................................................ 57 Allocation of Government Houses ................................. 57 Occupation of Government Houses ............................... 57 Government Mortgage Scheme .................................... 58 MEDICAL BENEFITS ..................................................... 58 Medical Treatment outside Kenya ................................. 58 Medical Ex-gratia Assistance .........................................

58 TRANSPORT ................................................................ 59 Eligibility for Transport ................................................. 59 Travelling by Public Service Transport ........................... 60 Travelling by Government Vehicles ............................... 60 Use of Personal Vehicle ................................................ 60 Travelling by Air .......................................................... 60 Travelling for Interview ................................................ 61 Travelling on Retirement .............................................. 61

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