REPUBLIC OF KENYA THE PRESIDENCY MINISTRY OF PUBLIC
REPUBLIC OF KENYA THE PRESIDENCY MINISTRY OF PUBLIC SERVICE, YOUTH AND GENDER AFFAIRS PROGRESS IN THE HARMONISATION OF HUMAN RESOURCE MANAGEMENT IN THE PUBLIC SERVICE PRESENTATION BY SICILY K. KARIUKI (MRS), EGH CABINET SECRETARY MINISTRY OF PUBLIC SERVICE, YOUTH AND GENDER AFFAIRS 14 th December 2017 1 Induction Meeting For 2017 -2022 County Governors And Deputy Governors-running An Effective, Efficient And Impactful Government
OUTLINE 1. Introduction 2. Status of Staffing in the Civil Service 3. Capacity Assessment and Rationalisation of the Public Service (CARPS) Programme 4. Key Issues/Findings and Recommendations 5. Emerging Issues 6. Proposed Way Forward 7. Conclusion
INTRODUCTION Mandate of the Ministry- responsible for providing leadership and policy direction on the overall public service management and provision of capacity building and technical support to Public Service. Strategic Objectives of MPYSGA : i. Transform the Public Service for a for responsive, effective, equitable and sustainable delivery of public services; ii. Strengthen capacity of National and County Governments for efficient and effective delivery of mandate and functions; iii. Promote performance management. • Key programmes - Huduma Kenya, NCBF and CARPs Programme • Alignment to the COK and Kenya Vision 2030 -emphasis on the human capital as an important pre-requisite for sustainable development. • Human resource with the right skills and professional ethos managed within uniform norms and standards and recognised global standards and best practices. • Importance of attracting , recruiting and retaining skilled, competent , committed and patriotic public servants 3 INDUCTION MEETING FOR THE 2017 -2022 COUNTY GOVERNORS AND DEPUTY GOVERNORS
STATUS OF STAFFING IN THE CIVIL SERVICE i. Staff Audit in 2014 - total workforce 202, 972 , County Governments 130, 049 (63. 5%) National Government 72, 923 (36. 5%) (CARPS Report 2016) ii. Current Staff Count, total workforce 209, 237 , County Governments 141, 823 (68%) National Government 67, 414 (32%) (IPPD December 2017). iii. Gender balance-(111, 459) 55 % of the total public service Male , 45% (91, 513) Male. (CARPS Report 2016) iv. Staff Exits- Total exits 19, 000 , County Government 10, 914, National Government 8, 084. (IPPD December 2017). v. New recruitments in the Counties since 2015 is approximately 21, 000 workers. INDUCTION MEETING FOR THE 2017 -2022 COUNTY GOVERNORS AND DEPUTY GOVERNORS 4
STATUS OF STAFF DISTRIBUTION…. . CONT Job Group Total No. Total % Category S - T 563 0. 40% Policy Issues i. 24% of the workforce will exit the service through retirement in the next 5 - 10 years. ii. Female represent only 24%of the total work force in Job Group P and above. Policy Makers P - R 3667 2. 59% Technical Staff J - N 52, 062 36. 71% Operational and Middle cadre iii. Youth represent only 17. 4% of the total workforce in Job Group P and above. A- H 85, 531 60. 31% Support Staff iv. The support staff comprise of 60. 31% of total workforce in Counties 100% v. 74% of the total workforce are on permanent and pensionable terms of service. Total No. 141, 823 Job Group 18 -25 26 -30 31 -35 36 -40 41 -45 46 -50 51 -55 61 and above 56 -60 Total No. Total % S - T - 10 41 87 125 132 91 59 8 563 0. 4 P - R 18 162 503 752 681 506 347 46 3667 2. 59 J - N 915 5870 7122 6804 7620 7542 9378 6696 115 52, 062 36. 71 A- H 5339 15, 672 14, 876 12, 066 11, 206 9, 195 9, 120 7771 324 85, 531 60. 31 Total No. 6254 21704 22542 19709 19603 17550 19095 14873 493 141, 823 4. 4 15. 3 15. 9 13. 9 COUNTY 13. 8 GOVERNORS 12. 4 13. 5 DEPUTY 10. 5 0. 3 100 INDUCTION MEETING FOR THE 2017 -2022 AND GOVERNORS Total % 5 100
CAPACITY ASSESSMENT AND RATIONALISATION OF THE PUBLIC SERVICE (CARPS ) PROGRAMME i. Agreed by National and County Government Coordinating Summit to ensure successful implementation of the COK and Vision 2030. ii. The Key findings, emerging issues and recommendations CARPS study adopted by Summit in 2016 iii. In recognition of problems and challenges in human resource (HR) management that require a harmonized approach delivered within the legal and regulatory framework iv. Implemented through consultative and participatory Institutional Framework that involves both levels of Government and key stakeholders. (Gazette Notice 5556 of July 2016) v. The objective of the Programme is to ensure that Government functions are properly structured and staffed at both levels of Government. vi. The programme is envisioned in three phases over a medium term framework as follows: • Phase 1: Study and Design ; (completed in 2016); • Phase 2: Rationalization and Redeployment of staff; and (in progress); • Phase 3: Re-engineering and Capacity Building. (to commence); vii. Phase 1 entailed : Human Resource Audit and Skills Assessment by biometric registration; Institutional Reviews for all Ministries and Counties , Workload Analysis for determination optimal staffing and development of options and incentives for those who may be affected by the rationalization and staff Re-deployment exercise. INDUCTION MEETING FOR THE 2017 -2022 COUNTY GOVERNORS AND DEPUTY GOVERNORS 6
Key Findings/Issues and Recommendations Key Issue/Findings Recommendation(s) /Status Continued recruitment of new staff at both Mechanisms to Freeze Recruitment except in scarce critical levels of Government while others remain skills to pave way for rationalisation. . under-utilized. Status – Little progress in freeze Lack of Uniform Norms and Standards for the Development of Norms and Standards to guide and harmonise management of the Public Service the management of the Public Service. Status – Strategy Documents Developed on Norms and Standards for the Management of Human Resource in the Public Service for adoption Weak controls in human resource information Creation of a unified human resource and payroll number and payroll management generating system which is linked to the National Registration, KRA and IFMIS Systems among others. Status – In Progress Kenya has an ageing Public Service (60. 7% Implement Succession Planning Strategy which among other of public servants were over 40 years old; things require a focus on training and recruitment. 50 -59 -31% ; 55 -59 -14%; 40 -49– 30%) Status – Strategy Documents Developed. Staffing Gaps in technical and professional i. Develop a National Master Plan for development of high skills with skewed distribution of scarce priority and scarce skills informed by rigous assessment technical skills and high staff turnover in and forecast of future skills needs. critical areas in the Public Service. ii. Redeployment and deployment to balance excess and shortages in both levels of Government. Status – Draft Guidelines developed participation and adoption by IGSC awaiting stakeholder Lack of a skills and competency framework Adopt the Skills and Competency Framework for the Public Service developed by the CARPS Programme. Status – Strategy Document Developed ready for adoption. INDUCTION MEETING FOR THE 2017 -2022 COUNTY GOVERNORS AND DEPUTY GOVERNORS 7
Key Issue Recommendations 30% (60, 947) of registered staff belong to Office i. Services, and Operations and Support Services job families. ii. Automate, outsource or create shared services, in National and County Governments to drive efficiency, and optimise the costs of these cadres. Adopt the 70/30 optimal staffing ratio of Technical Staff to Support iii. Implement rationalisation of staff including voluntary separation programme Status – ongoing implementation of Institutional CARPS Programme Report containing proposed areas of Automation and Outsourcing Non-compliance with constitutional and legislative provisions regarding ethnic diversity, gender balance, and representation of persons living with disability Develop policies and strategies to facilitate the progression towards complying with Constitutional requirements. Duplication and overlap of functions and structures National and County Governments to adopt within and across the two levels of government. recommended generic model structures Status – Adoption of the proposed generic model structure. Incomplete transfer and operationalization of Complete transfer and operationalization of the devolved functions and human resource. Status – All functions transferred however unbundling of concurrent functions remains. INDUCTION MEETING FOR THE 2017 -2022 COUNTY GOVERNORS AND DEPUTY GOVERNORS
Emerging Issues i. Cases of suspension and arbitrary dismissals of staff. ii. Repeat staff audit aimed at rationalization of staff and functions. iii. Industrial unrest leading to disruption in service delivery to the citizens. iv. Increasing public wage bill v. Collective Bargaining Agreements INDUCTION MEETING FOR THE 2017 -2022 COUNTY GOVERNORS AND DEPUTY GOVERNORS
Proposed Way Forward i. ii. Mechanism to be put in place to freeze employment in non critical skills. Address the excesses and shortages of staff through deployment and redeployment of existing staff to allow for transfer; between Ministries and County to County. iii. Establish a Joint County-Ministerial Committee to oversee the process of redeployment and deployment. iv. Fast track legislations to; guide horizontal and vertical transfer of staff and establishment of a legal framework for common pension scheme. v. Counties and Ministries to implement the recommendations contained in the respective Institutional CARPS Report and Consolidated CARPS Report. vi. Strengthen the inter-governmental relationships to allow greater and effective deliberations. Proposal is to: strengthen the IGSC framework; and consider establishing a quarterly policy dialogue between the MPSYGA and Governors. vii. Inter-Governmental Steering Committee with guidance from National Treasury to present implementation of the proposals for the rationalization of staff including Voluntary Early Retirement. (Summit deferred decision to 2018) 10 INDUCTION MEETING FOR THE 2017 -2022 COUNTY GOVERNORS AND DEPUTY GOVERNORS
Conclusion § The success of devolution, is equal to the implementation of Kenya Vision 2030. § Need for Cooperation and collaboration by the two levels of Government. § MPYGA is available to provide capacity building and technical support in all aspects of Public Service and human resource management § Need to ensure harmonious industrial relations in the public service for enhanced service delivery. § Finally, CARPS Programme, offers a harmonised approach to restructure the Public Service for greater efficiency in service delivery . It has identified the problem, it has made recommendations, what is left is for both levels of Government and key stakeholders to rally and implement its proposals. • 11 INDUCTION MEETING FOR THE 2017 -2022 COUNTY GOVERNORS AND DEPUTY GOVERNORS
Thank You Asante
Generic Structural Hierarchy Recommended for County Governments
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